1. The Adjustment Section:
Customer Adjustment Video: https://youtu.be/3a6duik0Kuc
It’s important to understand that the following guideline offers direction but doesn’t require strict adherence.
When dealing with bank updates and payment allocations in Sage One, the process is straightforward but time-consuming. However, certain clients use specific references like “Uncapped 2Mbit/s,” “Wi-Fi payment,” “wireless, “install,” and “monthly subs”.
Payments without proof are placed in the Unallocated Customer Receipt section. If confirmed before period closure, you can allocate them correctly. After closure, a customer adjustment may be required to resolve the issue.
When DataTill has finished loading, your screen will look like this:
| Black: | These are the headings under which the information is sorted. Remember that each heading works as a filter function. |
| Light Blue: | Each adjustment includes the customer’s name, reference, document date, affected account, and document amount. A document number will appear only once the adjustment is pushed to Sage One. |
| Purple: | To manage a document after creation: use the dark blue button (edit), red cross (delete), orange button (push to Sage One), and black button (view customer profile). Once pushed to Sage One, it’s locked from edits. Use the white button to view sent documents, and the light blue button to clone. |
| Brown: | To export adjustments, click Export to CSV or Export to Excel. The exported list reflects only the customers visible on screen, so adjust filters and the Records per Page setting as needed. |
| Blue: | To create a new Customer Adjustment, click on the “Create Adjustment” button. |
1.2. Creating the Adjustment:
Click on the “Create Adjustment” button to create a new adjustment.
You will now see the following pop-up screen:
| Purple: | Select the applicable customer, and their Age Analysis will auto-load. |
| Blue: | Use a relevant customer reference to indicate the reason for the adjustment. In the description field, provide a clear explanation—more detail helps ensure accurate processing and record-keeping. |
| Red: | Select the adjustment date, the affected account, and the applicable VAT type—which usually defaults to the VAT rate configured in your billing setup. |
| Pink: | Enter the total adjustment amount. To reduce the account, prefix the amount with a minus (–). To increase it, simply enter the value—no symbols needed. |
| Green: | When you’ve finished filling in all the details, click on the “Create Adjustment” button. |
1.3. Reallocating Incorrect Sage Payments:
Please consider the section below as a general guide rather than a strict framework. It is intended to offer directional input and can be adapted as needed to best suit the context.
Updating the bank on Sage One and allocating payments is straightforward but time-consuming—especially with clients using vague references like “Uncapped 2Mbit/s”, “Wi-Fi payment”, or “monthly subs”.
Payments land under “! Unallocated Customer Receipt” until proof of payment is received—understandably, customers may be frustrated if their payment isn’t linked to their profile. If caught before period closure, you can correct the allocation. After closure, a customer adjustment is required.
Step 1: Original Receipt & Total Paid:
Use the Sage One receipt number as the reference. Find it under Customers > Reports > Customer Transactions to confirm which customer received the payment.
Check Sage One banking for the matching date, amount, and reference given by the customer. Once found, you’ll see which customer the payment was allocated to.
After clicking Refresh, view all transactions for the customer. Locate the correct entry to find the receipt number and paid amount.
Step 2: Dual Adjustment View:
To reallocate payments between profiles in DataTill, open two Customer Adjustment screens side-by-side—this simplifies the process and reduces errors.
Step 3: Start filling in the details:
When reallocating payments between profiles in DataTill, use the Suspense Transfer Account with the “No Tax” VAT type. Use a minus (–) before the amount to reduce the profile total. Once both adjustments balance, click Create Adjustment on each screen.
Step 4: Push to Sage One: (Financial Managers Only)
In DataTill, when both adjustments have been created, they should lie together on the Adjustment screen. To push both to Sage One, click on both of the orange buttons.
Step 5: Match Adjustment to Invoice in Sage One:
On Sage One, Go to Customers > transactions > Allocate Receipts.
Select the customer, then click Refresh to match receipts to invoices. Once matched, update their Age Analysis and send a revised statement reflecting the correct balance.
