Create a Manual Adjustment

Use this procedure to create a manual adjustment.

Process Steps:

Proceed to Search for a Vendor Payment to search for the payment to adjust.
Proceed to View Payment Information to navigate to the Payment Adjustments page.
Click Create Manual Adjustment.
- The Manual Adjustment page displays.

Manual adjustments are created in the VaCMS when there is an extenuating circumstance that does not require case or authorization information to be updated, but does require a payment adjustment.

For example, if a child is allowed to have a second registration fee reimbursed within a year, the financial manager enters the payment adjustment amount into the VaCMS manually, because the VaCMS only allows the registration fee to be paid once per year, per child.

Manual Adjustments can be created for either an Overpayment or Underpayment and are tied to a payment, vendor, case, client, and service period. Once the manual adjustment is Approved, the information displays in read-only.

In the Adjustment Information section:

- Enter the Effective Begin Date of the manual adjustment (required).
- Select the Adjustment Type to indicate whether the adjustment is due to an overpayment or underpayment (required).
- Select the Adjustment Reason to indicate why the manual adjustment is necessary (required).

The Effective Begin Date is the day the manual adjustment information is entered in the VaCMS and the Adjustment Date is the day the payment adjustment is created.

- Enter the Adjustment Date (required).
- Enter the Case Number to associate the adjustment to (required).
- Enter the Client ID to associate the adjustment to (required).
- Select the Service Period month and year for the adjustment from the dropdown menu (required).
- Enter the Adjustment Amount (required).

Click Save + Continue once all information has been entered and verified.

- The Payment Adjustment page displays.
- Proceed to Approve a Pending Adjustment.

Results of the Procedure:

A manual adjustment is created.

Updated 05/02/2014