Custom Transaction and Adjustment Types are created from Transaction Types (formerly AR Journal Reasons) in Accounting Settings. Once these types are configured, you can use these Transaction Types to add custom transactions to a Client's account or add Adjustments from a Client's Balance and Transactions page.
Please note that Adjustments can only be made on sales transactions. Australian organizations using HCP-type Funders can also create Adjustments on HCP Claim, HCP Income Sale, and HCP Revenue Transfer Transactions.
Creating a New Transaction Type
To create a new Transaction Type for your agency, go to Accounting>Accounting Settings>Transaction Types.
In the Transaction Types list, you will see the Name, Category, Debited Account, Credited Account, and Transaction Type to Adjust (if the type is an Adjustment) for all Transaction Types configured by your agency in AlayaCare. To add a new type to the list, click +Add Transaction Type.
In the Add Transaction Type dialogue box, enter a Name for the Transaction Type.
Select the accounts that will be debited and credited in the transaction using the Debited Account and Credited Account dropdowns. You can select select any Funder-sourced receivables account or any GL accounts configured by your agency in AlayaCare.
When you have finished, click Save.
The new type will now appear in the Transaction Types list and will be available to select when adding a transaction to a Client's Account.
Creating a New Adjustment Type
If you wish to add an Adjustment as a Transaction Type, check the box next to Adjusting Transaction in the Add Transaction Type dialogue box.
By default, the Transaction Type to Adjust will be set to Sale. Agencies using HCP Funders can also select HCP Claim, HCP Income Sale, or HCP Revenue Transfer.
Next, select either Increase or Decrease as the Adjustment Type. After selecting, the accounts that will be debited and credited in the adjustment will be listed under Debited Account and Credited Account.
When you have finished, click Save.
The type will now appear in the Transactions Types list and will be available to select when adjusting a Sale Transaction from the Client's Balance and Transactions page.
Adding a Custom Transaction to a Client's Account
Once you have added Transaction Types in Accounting Settings, you can select any of the enabled types when adding a transaction to a Client's account.
To begin, click +Add transaction from the Client's Balance and Transactions page, an invoice, or anywhere else in AlayaCare where custom transactions can be selected.
In the Add Transaction dialogue, select the custom Transaction Type you wish to use from the Type field. Complete the other required fields and then click Save.
The new Transaction will now appear in the Client's list of Transactions in Accounting>Balance and Transactions on the Client's profile.
Adjusting a Sales Transaction for a Client
Once you have added Adjustments as Transaction Types in Accounting Settings, you can use them to adjust Sale Transactions from the Client's Balance and Transactions page.
To begin, locate the Sale Transaction (or a Transaction of Type HCP Claim, HCP Income Sale, or HCP Revenue Transfer) you wish to adjust in the Client's list of Transactions in Accounting>Balance and Transactions. Click the arrow next to Allocate or Allocations and select Adjust.
In the Adjust Transaction dialogue, select one of the Adjustments configured in Transaction Types from the Transaction Type dropdown.
Enter the Posting Date and the Adjustment amount for each Account in the Adjustment field. Note that when decreasing the amount of the sale, you cannot enter a value less than the amount of the original transaction as the Adjustment amount.
You also have the option to enter a memo in the Reference field. When you have finished, click Adjust to apply the changes to the Funder Balance.