Period Adjustments

Period Adjustments

A period adjustment is a function used to amend the detail of a fee line, usually the value whilst preserving the historic reporting of this fee. For example a fee was billed at £3000 but should have been £8000. processing a period adjustment will allow users to correct the fee, rebill but retain historic reporting records.

Period Adjustments are only available under certain conditions. Here is a summary of when, and in 

which circumstance, users are able to apply ‘Period Adjustments’ (PAs)?

• The PA option is not available on ‘invoice’ type cases (credit notes are issued instead).
• The PA option is only available once a fee line has been printed.
• A fee line being period adjusted must be a Fee/Adjustment/Expense type line.
• A PA cannot be applied to a fee line that is already adjusting another, or has already been adjusted itself.
• PAs are not available on the following funding type cases: RAGFS/CFA/CF1/Cost Management
• The option to period adjust is also not available where the fee line in question is associated with a Graduated Fee’ (on RAGFS/FAS/FGF/CPS type cases).

When / Why should you use a Period Adjustment?

Fee Note Cases:

Period adjustments on fee note cases are used to amend the feeline detail (date, value, description) once a fee has been billed / paid off. Allowing users to amend the details on the fee line but retaining historic data for reporting purposes.

Example below of how a period adjustment is processed and what it does:

The fee line value was billed on 10/03/2025 at £2500 + vat. To amend the value without affecting the historic reporting, right clicking on the fee line allows a period adjustment to be processed.

Once the period adjustment has taken place, the fee can now be amended freely. This fee line has now been amended to £7500 + vat.

The only difference you will see if the period adjusted clock icon to the right of the fee line date. This indicates that a period adjustment has taken place and opening the fee line will then show 2 dates

Work Done Date (top): This is the date that the system will show the fee line on the Work Done Report

Render Date (bottom): It is this date that is printed on documents (such as fee notes/receipts).

NOTE: Hovering over the ‘clock’ icon, will show the ‘Work Done‘ date of the fee line, without opening it.

To see and fully understand what happens in the background when a period adjustment is processed, select the PA icon:

This will open up the background functions for you to see.

Explained further:

	The fee line marked with the clock icon, is added by the system to replace  the original fee line
	The fee line marked with the ‘Orange’ PA icon is the original fee line.
	The fee line marked with the ‘Red’ PA icon, is a ‘Period Adjustment’ line,  added by the system, to deduct the value of the original fee line

The purpose of the period adjustment may be to delete a fee line. In this case, once the period adjustment has been processed, delete the fee line as normal. The period adjustment remains in the background to keep the historic data in tact:

Period adjustments following payment

There are a number of scenarios why you may need to amend a fee line after payment. This next example shows how this is completed, following the same steps as above but we are cancelling the payment first as the option to period adjust the line isn't available until the payment is cancelled.

Invoice Cases:

Period adjustments take place on invoice cases automatically wen a credit note is issued. Follow the guidance HERE  to walk through crediting an invoice.

The below example shows an invoice which had 4 fee lines billed. When credited, the period adjustment automatically processes in the background.

Users rarely need to look at the breakdown in the background, the intention is that the fees page looks clean, however to view the period adjustment process in full at any time click on the orange PA icon: