Adjustments, opening balances, and refunds

Financial entries in Farava are never deleted or edited. Instead you add a new entry that has the right effect and explains why. Every such entry stays on the customer’s statement and in the audit log.

Financial adjustment

To correct a customer’s account — for example a payment recorded by mistake, or a discount you want to give:

1. Go to Finance → Overview, select Financial adjustment, and choose the customer.
2. Choose the Effect on the account:
   • Increase what the customer owes; or
   • Reduce what the customer owes (or increase their credit).
3. Enter the Amount, Effective at, and Reason. Write the reason so colleagues understand later why the entry was made.
4. Select Review entry, then Post correction.

Caution

An adjustment is permanent. Check the amount and direction (increase or reduce what is owed) before posting.

Opening balance (moving from a previous system)

When you move from DeltaSIB or another system, bring each customer’s balance over once with an Opening balance:

1. In the Main ISP workspace, go to Finance → Overview, select Opening balance, and choose the customer. (The button appears only in the Main ISP.)
2. Choose Customer owes this amount or Customer has this amount in credit.
3. Enter the Amount, Source system (for example DeltaSIB), Source reference (the customer or document number in that system), and Reason.
4. Select Review entry, then post it.

Record it only once per customer, with the reference from that system. The full migration guide is in Moving from DeltaSIB.

Refunds

When you give money back to a customer from their unused credit:

1. After the money has actually been paid out, open the refund form from the Refunds section of the customer’s Billing tab, or from Finance → Overview → Refund.
2. Unused credit available to refund shows the most you can return.
3. Enter the Amount, Paid out by (method), and Paid out at.
4. Select Review refund, then Record refund.

A refund is taken from the customer’s credit and cannot be edited later. Each customer’s refunds are listed on their Billing tab.

Note

If you see “This account’s figures need reconciliation before a refund can be recorded”, do not record the refund; contact the Farava team.

The customer statement

On the customer’s Billing tab, choose a date range (up to 366 days) and select Show statement. It lists every entry with the Opening balance, Charges, Credits, and Closing balance. Entries that were reversed later are marked.