Accounting Adjustments

Customer balances in TrackAbout are based on asset deliveries and returns. However, other asset transactions can affect those balances. When they do, TrackAbout automatically makes an Accounting Adjustment to keep balances accurate.

There are a number of reasons Accounting Adjustments are made.

Regardless of the cause, all Accounting Adjustments create a record in TrackAbout. TrackAbout can also pass most adjustment information to your accounting system using custom integration.

• Unexpected Transfers

  Unexpected transfers occur when an asset is delivered to one of your customers but returned from another customer. If those customers are billed separately, TrackAbout creates an Accounting Adjustment to decrease the first customer’s balance and make sure the second customer is not credited for returning an asset that wasn’t delivered to them.

  NOTE

  If those two accounts bill together (whether siblings which both bill with parent, or parent/child for which the child bills with parent) there will not be an Accounting Adjustment. In this case, all the balances are rolled up to the parent, so it doesn't matter which of the related accounts returned the asset. If using integration, then whether or not the customers bill together should be based on how they're set up in the accounting system.

• Customer Audits

  When a customer audit is reconciled, an Accounting Adjustment modifies the customer balance based on what was found — or not found — during the audit.

• Physical Inventories

  These types of adjustments are made when a Physical Inventory brings assets that were previously thought to be on customer balances back in-house.

• Discovery Period

  Not-Scanned balances may accumulate on your customer accounts if not addressed. Discovery Period gives your customers the benefit of the doubt when returning cylinders, but doesn't allow their balances to go down if the cylinder turns out not to be theirs.

• Payer Logic

  Payer Logic lets you apply returns from one Department that would normally result in no credit to another Department from the same parent. The balance from the parent account’s perspective is correct.

  There are two types of records that are automatically created when this occurs:

  Return Credit Given to Related Holder — Associated with the original delivery record, pointing to the customer who got credit.

  Return Credit Accounting Adjustment — Created for the related customer. The returned unique asset is attached to the record. This results in having a DNS consumed from the related customer.