Adjusting an Invoice Summary

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Navigation: TeamConnect User Interface > Enterprise User Help > Finance > Invoices

For invoices that are pending workflow approval, you can adjust the invoice summary values, such as total fees, total expenses, or the total invoice amount.

Note: You cannot make negative adjustments to the Invoice Summary that result in a final invoice Total (Fees Amount total or Expenses Amount total) that is greater than or equal to the original total Amount. However, you can make negative adjustments to individual Line Items.

You can adjust the invoice summary values by:

•Adjusting the total Fees. For more information, see Adjusting by Total Fees. See a screenshot example below.

•Reducing the total Expenses. For more information, see Adjusting by Total Expenses.

•Reducing the total invoice amount. For more information, see Adjusting by Total Amount.

Invoice Summary Adjustment - Adjust Fee Screen

Afterward, the adjustment amount is applied proportionally to each line item according to the adjustment type. For example, if you adjust the total Fees, the adjustment amount is applied proportionally to line items of type, Fee.

To adjust an invoice summary by total Fees

1.Search for an invoice and open it.

The following steps apply to the Invoice Summary section.

2.To adjust invoice Fees

a.In the Invoice Summary section, click the Fees Amount numeric value.

b.On the Adjust Fee screen, do one of the following:

▪To adjust the Fees total to a different amount, from the Adjust Fee drop-down list, select New Amount. Enter the amount in the field to the right.

If you click on the screen, the amount you entered should display in the Adjusted row.

▪To reduce the Fees, from the Adjust Fee drop-down list, select Reduce by Amount. Enter the amount in the field to the right.

If you click on the screen, the amount you entered should display in the Total Adjustment row.

▪To change the Fees total amount by a percentage value, from the Adjust Fee drop-down list, select Reduce by Percentage. Enter the amount in the field to the right.

If you click on the screen, the Adjusted row should display the difference between the Original fee total and the Original fee total * Percentage you entered. For example, if the Original fee total is 100 and the percentage is 10%, the Adjusted row displays 90. Also for the example, the Total Adjustment would display the Original fee total * Percentage you entered (100*0.10) or 10.

Adjusting by Total Fees

c.The Total Adjustment row should display the difference between the Original and Adjusted fee amounts (Original fee amount - Adjusted fee amount).

d.Select a Reason for Adjustment from the drop-down list.

e.Enter Comments to Vendor (Requestor).

f.Enter Internal Comments.

3.Click Save.

To adjust an invoice summary by total Expenses

1.Search for an invoice and open it.

The following steps apply to the Invoice Summary section.

2.To adjust invoice Expenses

a.From the Invoice Summary section, click the Expenses Amount numeric value.

▪To adjust the Expenses total to a different amount, from the Adjust Expense drop-down list, select New Amount. Enter the amount in the field to the right.

If you click on the screen, the amount you entered should display in the Adjusted row.

▪To reduce the Expenses, from the Adjust Expense drop-down list, select Reduce by Amount. Enter the amount in the field to the right.

If you click on the screen, the amount you entered should display in the Total Adjustment row.

▪To change the Expenses total amount by a percentage value, from the Adjust Expense drop-down list, select Reduce by Percentage. Enter the amount in the field to the right.

If you click on the screen, the Adjusted row should display the difference between the Original expense total and the Original expense total * Percentage you entered. For example, if the Original expense total is 100 and the percentage is 10%, the Adjusted row would display 90. Also for the example, the Total Adjustment would display the Original expense total * Percentage you entered (100*0.10) or 10.

Adjusting by Total Expenses

b.The Total Adjustment row should display the difference between the Original and Adjusted expense amounts (Original expense amount - Adjusted expense amount).

c.Select a Reason for Adjustment from the drop-down list.

d.Enter Comments to Vendor (Requestor).

e.Enter Internal Comments.

3.Click Save.

To adjust an invoice summary by total amount

1.Search for an invoice and open it.

The following steps apply to the Invoice Summary section.

2.To adjust the invoice total Amount:

a.From the Invoice Summary section, click the Invoice Total Amount numeric value.

b.From the Adjust Total screen, do one of the following:

▪To adjust the Invoice Total to a different amount, from the Adjust Total drop-down list, select New Amount. Enter the amount in the field to the right.

If you click on the screen, the amount you entered should display in the Adjusted row.

▪To reduce the Invoice Total, from the Adjust Total drop-down list, select Reduce by Amount. Enter the amount in the field to the right.

If you click on the screen, the amount you entered should display in the Total Adjustment row.

▪To change the Invoice Total amount by a percentage value, from the Adjust Total drop-down list, select Reduce by Percentage. Enter the amount in the field to the right.

If you click on the screen, the Adjusted row should display the difference between the Original Invoice total and the Original Invoice total * Percentage you entered. For example, if the Original Invoice total is 100 and the percentage is 10%, the Adjusted row would display 90. Also for the example, the Total Adjustment would display the Original Invoice total * Percentage you entered (100*0.10) or 10.

c.The Total Adjustment row should display the difference between the Original and Adjusted Invoice Total amounts (Original Invoice Total amount - Adjusted Invoice Total amount).

d.Select a Reason for Adjustment from the drop-down list.

e.Enter Comments to Vendor (Requestor).

f.Enter Internal Comments.

3.Click Save.

The following field descriptions apply to the all of the Invoice Summary adjustment types (Adjust Fees, Adjust Expenses, and Adjust Total screens).

Invoice Summary Adjustment, Adjust Fee Screen

Label	Description
Adjust Fee	Drop-down list options include: •New Amount—If selected, the numeric amount you enter in the field to the right will become the Adjusted (total). •Reduce by Amount—If selected, the numeric amount you enter in the field to the right will become the Total Adjustment amount. •Reduce by Percentage—If selected, the numeric amount you enter in the field to the right will be used to calculate the Total Adjustment amount. The Total Adjustment amount will be (the Original Invoice Fee total * Percentage). For example, if you enter 10 in the numeric field, the Total Adjustment amount will be (the Original Invoice Fee total * 10%).
Adjustment History	Links to a screen that displays a Invoice Summary adjustment history.
Comments to Requestor	•Reason for Adjustment—Drop-down list displays the option, Other, by default. Additional options may be available depending on your system customizations. Contact your TeamConnect administrator for more information. •A text box is available to enter notes to the requestor. You can enter up to 2000 characters, including spaces.
Invoice Fee	The following rows display: •Original—The Invoice Summary section, Fees (total) Amount. •Adjusted—The amount that the Fees (total) Amount will be adjusted to. •Total Adjustment—The difference between the Original and Adjusted amounts (described above).

Invoice Summary Adjustment, Adjust Expense Screen

Label	Description
Adjust Expense	Drop-down list options include: •New Amount—If selected, the numeric amount you enter in the field to the right will become the Adjusted (total). •Reduce by Amount—If selected, the numeric amount you enter in the field to the right will become the Total Adjustment amount. •Reduce by Percentage—If selected, the numeric amount you enter in the field to the right will be used to calculate the Total Adjustment amount. The Total Adjustment amount will be (the Original Invoice Expense total * Percentage). For example, if you enter 10 in the numeric field, the Total Adjustment amount will be (the Original Invoice Expense total * 10%).
Adjustment History	Links to a screen that displays a Invoice Summary adjustment history.
Comments to Requestor	•Reason for Adjustment—Drop-down list displays the option, Other, by default. Additional options may be available depending on your system customizations. Contact your TeamConnect administrator for more information. •A text box is available to enter notes to the requestor. You can enter up to 2000 characters, including spaces.
Invoice Expense	The following rows display: •Original—The Invoice Summary section, Expense (total) Amount. •Adjusted—The amount that the Expense (total) Amount will be adjusted to. •Total Adjustment—The difference between the Original and Adjusted amounts (described above).

Invoice Summary Adjustment, Adjust Invoice Total Screen

Label	Description
Adjustment History	Links to a screen that displays a Invoice Summary adjustment history.
Adjust Total	Drop-down list options include: •New Amount—If selected, the numeric amount you enter in the field to the right will become the Adjusted (total). •Reduce by Amount—If selected, the numeric amount you enter in the field to the right will become the Total Adjustment amount. •Reduce by Percentage—If selected, the numeric amount you enter in the field to the right will be used to calculate the Total Adjustment amount. The Total Adjustment amount will be (the Original Invoice Total * Percentage). For example, if you enter 10 in the numeric field, the Total Adjustment amount will be (the Original Invoice Total * 10%).
Comments to Requestor	•Reason for Adjustment—Drop-down list displays the option, Other, by default. Additional options may be available depending on your system customizations. Contact your TeamConnect administrator for more information. •A text box is available to enter notes to the requestor. You can enter up to 2000 characters, including spaces.
Internal Comments	Notes that display internally but do not display to the requestor (for example, vendor). You can enter up to 2000 characters, including spaces.
Invoice Total	The following rows display: •Original—The Invoice Summary section, Invoice Total Amount. •Adjusted—The amount that the Invoice Total Amount will be adjusted to. •Total Adjustment—The difference between the Original and Adjusted amounts (described above).

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