You can enter an optional Type 4 ("description only") transaction after a payment is adjusted or a client is written off. The purpose of adding a "description only" transaction is for printing an explanation of the payment adjustment or write off on the client's statement. These transactions are also included on the Transaction File List, on the Detail Work-In-Process Report and in the archive files. "Description only" transactions can also be useful as audit trail information in the archive file. This may be particularly important to you because the archive files will have no other record of the payment reversal or write off. The client ledger file will have records for payment reversals and write offs; however, the records do not contain any description.

"Description only" transactions are optional. These transactions will use the date of the Payment Reversal or Write Off Date. The amount will reflect the reversal or write off amount and cannot be edited.

Note: The Type 4 description only transactions entered when performing a write off or payment adjustment will not be included on the statement if an Invoice Format is specified. These Type 4 transactions will always print on the matter’s next statement that is run in statement format, regardless of the specified transaction types, date ranges, or statement template configuration.

When "description only" transactions exist for a client, the "Previous Balance before Adjustments" line (Line 4 from Statement Customization) will print followed by the "description only" transactions and then the "Previous Balance" line (Line 5 from Statement Customization).

Tcode

Bill Code

Description

The OK button can be used to save the description transaction.

Click Cancel if you do not want a description transaction saved. Keep in mind that canceling the description window only cancels the description transaction; it does not cancel the payment adjustment or write off. These have already been performed.

Note: Type 4 ("description only") transactions created by the Payment Adjustment program are added to the Fee file and can be edited or deleted using the Fee Entry program. However, the Amount cannot be edited.