Billing Adjustments

Billing Adjustments allows you to make manual billing adjustments for OMS accounts. Use this functionality to correct errors in charges, add manual credits or debits, and manage special transactions that are not automatically generated.

This tool is essential for maintaining billing accuracy when you need to make corrections or add charges that are not covered by the automatic billing system.

What are Billing Adjustments?

Billing Adjustments are manual transactions that you can create to adjust the billing of an OMS account. You can use adjustments to:

• Correct errors in automatic charges
• Add additional charges for special services
• Apply credits or discounts
• Record Man-Hour transactions (work hours)
• Manage refunds or additional funds

Why use Billing Adjustments?

Error Correction

Quickly correct billing errors without having to modify individual transactions or regenerate entire invoices.

Billing Flexibility

Add manual charges for special services or situations that are not covered by the automatic billing system.

Credit Management

Easily apply credits or discounts when needed, maintaining a clear record of all transactions.

Man-Hour Recording

Record manual work hours for services that require time tracking, such as special services or corrections.

Complete Traceability

All adjustments include descriptive comments and are recorded with user information, maintaining a complete history.

Billing Integration

Adjustments automatically appear in transactions and account statements for the OMS account, integrated with the billing system.

Accessing Billing Adjustments

You can access Billing Adjustments from several locations:

1. Main Menu: Navigate to 3PL Billing → Billing Adjustments in the navigation menu
2. From Shipped Orders: Click Billing Adjustment in the shipped orders view
3. Direct URL: /adjustment_admin.php

Required Permissions

Only warehouse administrators (UserLevel 2, 3, or 4) can access Billing Adjustments. If you don’t have these permissions, contact the system administrator.

Types of Adjustments

Billing Adjustments supports two main types of actions:

1. Adjustment (Billing Adjustment)

A standard adjustment allows you to add or subtract a specific amount from an account’s billing. You can associate the adjustment with different service types such as Handling, Shipping, Storage, etc.

Use Adjustment for:

• Correcting errors in existing charges
• Adding charges for special services
• Applying credits or discounts
• Recording fund adjustments or refunds

2. Manhour (Work Hours)

A Man-Hour adjustment records manual work hours to calculate charges based on time worked and number of people involved.

Use Manhour for:

• Recording special services that require manual time
• Billing corrections or additional work
• Tracking work hours for custom services

How to Create an Adjustment

1. Open Billing Adjustments

   Navigate to 3PL Billing → Billing Adjustments or click Billing Adjustment from a shipped order.

2. Select Account

   In the Account dropdown menu, select the OMS account for which you want to create the adjustment. If you access from a specific order, the account may be pre-selected.

3. Select Action Type

   Choose the action type:

   • Adjustment: For standard billing adjustments
   • Manhour: For recording work hours

4. Click Submit

   Click the Submit button to continue to the details form.

5. Complete the Adjustment Form

   If you selected Adjustment, complete the following fields:

   • Amount: Enter the adjustment amount (required)
   • WMS Cost: If you are a WMS user, enter the corresponding WMS cost (required for WMS users)
   • Add Charge / Subtract (Credit): Select whether you want to add a charge (+) or apply a credit (-)
   • Service Type: Select the service type (Handling, Shipping, Storage, etc.) (required)
   • Sub Service Type: If available, select a service subtype (optional)
   • Comments: Enter a clear description of the adjustment (required)

6. Complete the Manhour Form

   If you selected Manhour, complete the following fields:

   • People involved: Select the number of people involved (1-10) (required)
   • Hours: Enter the number of hours worked (required)
   • Comments: Enter a description of the work performed (required)

7. Submit the Adjustment

   Click Submit to save the adjustment. The system will close the window and automatically refresh the main page.

Field Details

Adjustment Fields

Amount

• Adjustment amount in dollars
• Must be a number greater than or equal to 0
• Required field

WMS Cost

• Internal warehouse cost for this adjustment
• Only visible for WMS users (UserWH = 1) or administrators (UserLevel = 3)
• Must be a number greater than or equal to 0
• Required field for WMS users

Add Charge / Subtract (Credit)

• Add Charge: Adds a positive charge to billing
• Subtract (Credit): Applies a credit (subtracts from total)
• Default is “Add Charge”

Service Type

• Select the service type to which the adjustment belongs
• Available options include:
  • Handling (ID: 1)
  • Shipping (ID: 2)
  • Storage (ID: 4)
  • Man-Hour (ID: 5)
  • System Fees (ID: 6)
  • Software Development (ID: 8)
  • Handling Plus (ID: 9)
  • Refunds (ID: 10)
  • Add Funds (ID: 11)
  • Warehouse Services (ID: 12)
• Required field

Sub Service Type

• Optional subtype that appears according to the selected service type
• Dynamically loaded based on Service Type
• Optional field

Comments

• Detailed description of the adjustment
• Context information is automatically included if the adjustment is related to an order, replenishment, or RMA
• Required field
• Shown in transactions and account statements

Manhour Fields

People involved

• Number of people who worked on the task
• Options: 1 to 10 people
• Required field

Hours

• Number of hours worked
• Must be a valid number
• Required field

Comments

• Description of the work performed
• May include automatic context information (Request ID, Shipping#, RMA#)
• Required field

Man-Hour Calculation

When you create a Man-Hour adjustment, the system automatically calculates the amount based on:

Total Amount = Cost per Hour × Number of People × Hours Worked

The cost per hour is obtained from the account configuration in the cost_general table (Cost_ManHour field).

Available Service Types

The available service types depend on your user level:

For Administrators (UserLevel = 3):

• All service types are available

For Warehouse Administrators (UserLevel = 2):

• Handling (ID: 1)
• Storage (ID: 4)
• Man-Hour (ID: 5)
• Handling Plus (ID: 9)
• Refunds (ID: 10)
• Warehouse Services (ID: 12)

Automatic Context in Comments

The system can automatically add context information to comments depending on how you access Billing Adjustments:

• From an Order: Adds “Shipping# [number]” at the beginning of comments
• From a Replenishment: Adds “Replenishment# [number]” at the beginning of comments
• From an RMA: Adds “RMA# [number]” at the beginning of comments

This information helps maintain traceability of adjustments with related transactions.

Adjustment Recording

When you create an adjustment, the system records the information in two tables:

1. partial_invoice: Records the adjustment for the OMS account with:

   • AccountID
   • RegisterDate (current date and time)
   • ID_ServiceType (service type)
   • CostValue (adjustment amount, positive or negative)
   • TypeInvoice (“Adjustment” or “Man-Hour”)
   • Description (comments with prefix “Adjustment - ” or Man-Hour information)
   • ID_Reg (ID of related order/replenishment/RMA, if applicable)
   • user_id (ID of user who created the adjustment)

2. partial_invoices_wh: If WMS Cost is provided, also records for the warehouse with:

   • AccountID
   • RegisterDate
   • CodServiceType
   • TotalCost (WMS cost)
   • Description
   • ID_Reg
   • user_id

💡 Best Practices

Document Clearly

Always include descriptive and specific comments in your adjustments. This helps maintain clear records and facilitates resolution of future disputes.

Verify Before Adjusting

Review existing transactions before creating an adjustment to ensure you’re not duplicating or correcting something that was already processed correctly.

Use the Correct Service Type

Select the appropriate service type for each adjustment. This helps maintain organization and facilitates billing analysis by service type.

Review Amounts Carefully

Verify that amounts are correct before submitting, especially for credits (Subtract) that reduce the total billed.

Record Man-Hour Consistently

For Man-Hour adjustments, make sure to record the exact number of people and hours worked for accurate calculations.

Maintain Adjustment Records

Consider maintaining an external record of important adjustments for future reference and auditing.

View Created Adjustments

The adjustments you create automatically appear in:

• All OMS Transactions: All adjustments are shown in the transactions list with type “Adjustment” or “Man-Hour”
• OMS Client Statements: Adjustments are included in account statements when generated
• Service Summary: Adjustments are added to the service summary by type

You can filter and search for specific adjustments using the search and filtering tools in these views.

Troubleshooting

The Submit button is disabled

Problem: The Submit button remains disabled and you cannot submit the form.

Solution:

• Make sure you have selected an account in the Account dropdown menu
• Verify that all required fields are complete
• For Adjustment, make sure you have selected a Service Type (not “Select”)
• Try clicking Reset and completing the form again

I don’t see the WMS Cost field

Problem: The WMS Cost field does not appear in the form.

Solution:

• The WMS Cost field is only visible for WMS users (UserWH = 1) or administrators (UserLevel = 3)
• If you need this field but don’t see it, contact the system administrator to verify your permissions

The adjustment doesn’t appear in transactions

Problem: You created an adjustment but it doesn’t appear in All OMS Transactions.

Solution:

• Verify that you selected the correct account
• Make sure the adjustment was saved correctly (you should see a confirmation message)
• Refresh the transactions page
• Verify that filters in All OMS Transactions are not hiding the adjustment

Error saving the adjustment

Problem: You receive an error when trying to save the adjustment.

Solution:

• Verify that all required fields are complete
• Make sure amounts are valid numbers (greater than or equal to 0)
• Verify that you have selected a valid service type
• Try closing and reopening the adjustments window
• If the problem persists, contact technical support

Next Steps

Now that you understand how to use Billing Adjustments, explore other related functionalities:

• All OMS Transactions - View and manage all transactions, including adjustments
• OMS Client Statements - Generate account statements that include adjustments
• Payments - Record payments that can offset credit adjustments
• 3PL Billing Overview - Review the complete 3PL billing system