The payment allocation section in the Finance App allows you to apply an adjustment to a payment line’s rebate earnings in the case of agreed underpayments or overpayments.
This article will guide you through:
Looking for something else?
- Need more context around how adjustments are used in Enable? Learn more about adjustments here.
- Need to record a payment against a program line? Learn how to record and allocate a payment here.
- Need to allocate a previously recorded payments? Learn how to manage unallocated payments here.
Recording an adjustment
To record an adjustment:
Step 1: Click on Finance in the green banner at the top of the page and click on Payment allocation.
Note: If you are unable to see the Finance menu, a channel admin user may need to provide you with the correct user permissions.
Step 2: In the search panel to the right of the page, select a single trading partner.
Step 3: Click the Search button.
Step 4: Click on the Record adjustment button.
Step 5: Select program line(s) from the list in the middle of the screen. Tip: Scroll sideways to display further details about each, including the amount already paid and the balance due.
Step 6: Click to select the payment line(s) that you want to adjust. Alternatively, click the Select all button to include all payment lines.
Step 7: Click Continue. This will display a full list of selected payment lines. The allocated value for each payment line will be set to the balance due by default.
Step 8: Hover over the Allocated value to and click the pencil icon. Edit the Allocated value for each line to be the amount that you want to adjust this line by and click the check box.
Note: The allocated value for each payment line can be amended, but you will not be able to enter an allocated value that exceeds the balance due of the payment line. Negative values can be entered.
For example, if the Balance due is ￡100.89, and ￡0.89 is entered as the Allocated value, once saved, the new Balance due will be ￡100. Therefore, if the Allocated value is not manually changed at this stage and the adjustments are saved, the payment lines will be zeroed out because the default Allocated value is equal to the Balance due. If a negative value is entered, this will increase the Balance due.
Step 9: Click Continue. This will display a form where you can record details about the adjustment.
Step 10: Enter Notes and an External reference for the adjustment. These fields are mandatory. An Attachment can be added if relevant.
Step 11: Click Allocate.
After confirmation, the adjustment allocated to the payment line(s) will be displayed in the Adjustment column for the payment line and will be subtracted from the previous Balance due to get the new Balance due.
Note: If multiple adjustments are made to a program line, the adjustment column will display the sum of all adjustments.
Uploading adjustments via CSV
Adjustments can also be performed in bulk. This could be particularly useful for situations where you would like to write off a few leftover cents.
To upload adjustments via CSV:
Step 1: From the Payment allocation page, in the search panel to the right, select the trading partner(s) that you want to record adjustments against. Note: Your search can be further refined using the other filters in the panel such as Program line type and Agreement start date from.
Step 2: Click Search.
Step 3: Click Download. This download a CSV to your device containing a list of all the payment lines that fit your search criteria.
Step 4: Open this CSV and edit the Payment line balance due for each line to be the amount that you would like to deduct from the outstanding value of the payment line. Note: The file cannot be loaded if this column is 0 for any line. If you do not want to load an adjustment against a payment line, the row should be deleted from the file.
Step 5: When the file is saved and ready to upload, click on Finance in the green banner at the top of the page and click on Uploads.
Step 6: Click the Adjustment uploads tab.
Step 7: Click Browse and select the file.
Step 8: Click the Upload button.
Note: An error may occur if any of the adjustments result in an increase in the amount owed or amount paid, or if any of the adjustments result in a positive balance due when the current balance due is negative.
After upload, the adjustment allocated to the payment line(s) will be displayed in the Adjustment column for each payment line and the amount will be subtracted from the previous Balance due to get the new Balance due.
What’s next?
Interested in viewing payments and adjustments that have already been recorded in Enable? Learn more about your payment history here.