Charge, receipt & adjustment approval

Charge, Receipt, and Adjustment Approval is a review process that ensures manual financial transactions are validated before they're applied to a customer's account. These transactions are typically entered outside of the automated billing flow, so they require oversight to maintain data integrity and prevent billing errors.

Why Approvals Matter

• Prevents accidental or unauthorised financial changes.
• Maintains audit trail and financial accountability.
• Supports accurate reporting and customer trust.

Charge, Receipt and Adjustment Approval is located in the processes section of the Dashboard screen and contains all charges, receipts and adjustments that require review and approval.

This screen contains three items that impact a customer balance.

Charges 
A charge is a manually entered debit such as reconnection fees, postage fees, late payment fees or direct debit discounts.  They can be added by the system (which are auto-approved) and by users (which require approval).

Adjustments 
An adjustment is used to correct previous charges or credits, such as refunds or write-offs. Adjustments are debit or credit adjustments (otherwise known as journals) that can increase or decrease a customers balance. They can be added by the system (which are auto-approved) and by users if they are below the users delegated authority. To edit a users delegated authority in the Users maintenance screen.

Receipts
A receipt is manual payment entry such as payments made by customers and can be added by the system (eg direct debits), by import file or by users. Receipts manually added by users require approval.

Note:  A charge will not be included on the customer invoice until it is approved.  Adjustments and receipts will not update a customers balance until they are approved.

All charges, adjustments and receipts requiring approval appear on this screen. 

1. To approve, select the row(s) and click Approve.  The charge, adjustment or receipt will instantly disappear from this screen and.  Receipts and adjustments will update the customer's balance.
2. If the charge, adjustment or receipt was done in error, click Remove.  It will disappear from this screen and be deleted.

Note:  Each user has a delegated authority that controls the amount they can approve charges, adjustments and receipts up to.  If a charge, adjustment or receipt is above your delegated authority, you won't see it on this screen.

All recently approved charges, adjustments and receipts will also appear on this screen.  If the charge, adjustment or receipt was done and approved in error, click Remove.  It will disappear from this screen, be deleted and the customer's balance updated.