• Once a payment is extracted from Concur it cannot be edited.
• Once a payment is paid in NetSuite a correction (i.e. change in designation) will be carried through in NetSuite via Pyango.
• Once Accounts Payable is locked a correction cannot be made.
• Only those with “Approve” permissions for Journal Entries has the ability to edit the Journal Entry.
• Concur will not be used for reporting purposes therefore it is not necessary to adjust Concur to match with NetSuite.

Policy for Invoice Corrections

Corrections will be allowed for errors in entries, for example, an incorrect amount or incorrect designation.

NetSuite keeps an audit trail of all changes.  Per Finance policy, all corrections MUST be accompanied by a note explaining the change.  Notes are created in Communications > User Notes.

Journal entries will be used to track changes where a higher level of system visibility is required. 

Once Accounts Payable is locked any changes will be made via a journal entry. 

•  In SalesForce once a distribution is marked as paid the payment allocation cannot be edited.
• SalesForce will be used for reporting purposes and therefore it is crucial that any adjustments made are reflected in both SalesForce and Concur to ensure the systems match.
• Situations where adjustments are required include:   
  1. Revenue type is incorrect – i.e. amount is coded as Donation vs. Membership
  2. Designation is incorrect – i.e. payment is coded to the wrong child fund
  3. Coded to the wrong Fund – i.e. revenue is coded to the incorrect fund

Policy for Revenue Corrections

If revenue is NOT deposited:

• Cancel Opportunity in SalesForce and re-create
• Cancel revenue in NetSuite

If revenue IS deposited: 

• Do an adjusting journal entry to correct in NetSuite to correct GL code
• SalesForce System Administrator to make change in SalesForce