---
title: "Completing Over/Under Adjustments in Aspire"
slug: "completing-over-under-adjustments-in-aspire"
tags: ["Language - English", "Area - Accounting", "Industry - Landscaping", "Type - Task (How-To)", "Role - Accountant (AR)", "Skill Level - 2 (Intermediate)", "Skill Level - 3 (Advanced)"]
updated: 2026-06-03T19:53:45Z
published: 2026-06-03T19:53:45Z
canonical: "guide.youraspire.com/completing-over-under-adjustments-in-aspire"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Completing Over/Under Adjustments in Aspire

## 

# 

## Purpose

The *Over/Under Adjustment feature* gives you the ability to manually adjust the Over/Under to $0. This adjustment is to equal the amount that your company has *earned* vs the *invoiced* amounts.

If this feature has not already been added to your Aspire system you will need to attend the Over/Under Training Class prior to having the feature turned on in your system. Once you have completed the class please reach out to *AspireCare* and request the feature flag to create over/under adjustment records to be added to your system.

Aspire also offers additional Accounting classes, to see the full list of classes to attend, please review the list of [Accounting related training recordings and classes](https://guide.youraspire.com/docs/accounting-related-training-recordings).

## **Requirements**

In order to create *Over/Under Adjustments*, you must have the *Create Over Under Adjustment Records* added to your *User Role*.

## **Important Actions To Take Before Making Over/Under Adjustments**

- If there is an *Over/Under* balance, it is best practice to understand why the balance is not $0. You’d want to correct or make any changes to the estimate or work tickets before making the Over/Under adjustment.

*Do not make any large Over/Under adjustments without researching the reason!*

- Make sure the opportunity has been 100% invoiced before making any Over/Under adjustment. For *Fixed Payment Contracts*, do not make any Over/Under adjustments until after the month has been closed for the end date of that contract, and without reviewing the report with a date range of “All Time”.

> [!NOTE]
> Note
> 
> Prior to making the adjustment, please be sure to review the EOM Report with a date range of “All Time.” There may be additional items that happened after the month you are closing that you cannot see without the date range of “All Time.”
- The over/under balance on Fixed Payment Contracts should move to Revenue Variance after the month is closed and the over/under should be reflected as $0.
- Do not create an Over/Under adjustment before the month is closed as it can create a balance in Over/Under. If there is a balance after the month is closed, this is when adjustments will need to be made in the next open month.
- An Over/Under adjustment can only be made on Opportunities that have a Status of Complete or Canceled.
- An Over/Under adjustment date cannot be made in a closed month.

## **Creating Adjustment List Views for EOM Reports**

- To add Over/Under Adjustments, navigate to the Reporting module.
- Select **Standard Reports** > **End of Month.**
- Select the **Revenue** tab and change the date range to **All Time.**

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/completing-over_under-adjustments-in-aspire-image-q620d19v.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A29Z&se=2026-11-15T02%3A27%3A29Z&sr=c&sp=r&sig=ErwAhiKgL4luty0Gh1IrXAIVcQb6%2Fzce0QbBjYiyELA%3D)

- Scroll to the bottom of the report and locate the **All Branches** section. Drill into the **Over/Under $ Amount.**

*![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/completing-over_under-adjustments-in-aspire-image-cff7su24.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A29Z&se=2026-11-15T02%3A27%3A29Z&sr=c&sp=r&sig=ErwAhiKgL4luty0Gh1IrXAIVcQb6%2Fzce0QbBjYiyELA%3D)*

- The Revenue Over Under report is displayed.

For lists A13, A14, & A16, you will complete the steps listed below:

- Select Display.

*![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/completing-over_under-adjustments-in-aspire-image-he10faqv.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A29Z&se=2026-11-15T02%3A27%3A29Z&sr=c&sp=r&sig=ErwAhiKgL4luty0Gh1IrXAIVcQb6%2Fzce0QbBjYiyELA%3D)*

- Add Job Status, Start Date and End Date.
- Add Adjust Over Under.
- Add Over Under Amount, Add Sum in the Total column.
- Click Apply.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/completing-over_under-adjustments-in-aspire-image-uzgbef0k.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A29Z&se=2026-11-15T02%3A27%3A29Z&sr=c&sp=r&sig=ErwAhiKgL4luty0Gh1IrXAIVcQb6%2Fzce0QbBjYiyELA%3D)

- Select the Sort icon.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/completing-over_under-adjustments-in-aspire-image-9v6dsth4.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A29Z&se=2026-11-15T02%3A27%3A29Z&sr=c&sp=r&sig=ErwAhiKgL4luty0Gh1IrXAIVcQb6%2Fzce0QbBjYiyELA%3D)

- Add the Opportunity Number.
- Click Apply.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/completing-over_under-adjustments-in-aspire-image-w54zg0wj.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A29Z&se=2026-11-15T02%3A27%3A29Z&sr=c&sp=r&sig=ErwAhiKgL4luty0Gh1IrXAIVcQb6%2Fzce0QbBjYiyELA%3D)

- Select the *Group* icon.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/completing-over_under-adjustments-in-aspire-image-7vqm35ms.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A29Z&se=2026-11-15T02%3A27%3A29Z&sr=c&sp=r&sig=ErwAhiKgL4luty0Gh1IrXAIVcQb6%2Fzce0QbBjYiyELA%3D)

- Add Job Status.
- For list A16 only: Add End Date in Order #2.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/completing-over_under-adjustments-in-aspire-image-euljphyd.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A29Z&se=2026-11-15T02%3A27%3A29Z&sr=c&sp=r&sig=ErwAhiKgL4luty0Gh1IrXAIVcQb6%2Fzce0QbBjYiyELA%3D)

- Click **Apply.**
- Save the list for future use.

Use the list set up above and save for the following lists.

> [!NOTE]
> Note
> 
> The adjustment timeline for each list varies, they are outlined below.

### **A13- Over/Under Work Orders Excluding $0**

These adjustments can be made before the month is closed.

### **A14 – Over/Under Contracts excluding $0**

These adjustments can be made before the month is closed.

### **A16 – Over/Under Revenue Variance**

These adjustments should only be made for any Fixed Payment Invoice Type contracts that have an end date of the most current month closed or earlier.

For example: if March 31, 2021 is closed, only make adjustments for Fixed Payment Invoice Type contracts that have an end date of March 31, 2021 and earlier.

## **Making an Over/Under Adjustment**

- You will see the Over/Under Adjustment 3 dot menu in the last column of lists A13, and 14 next to the Over/Under Amount.
  - If the Over/Under Amount balance displayed is positive, the adjustment would be negative.
  - If the Over/Under Amount balance displayed is negative, the adjustment would be positive.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/completing-over_under-adjustments-in-aspire-image-n2n7k0hq.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A29Z&se=2026-11-15T02%3A27%3A29Z&sr=c&sp=r&sig=ErwAhiKgL4luty0Gh1IrXAIVcQb6%2Fzce0QbBjYiyELA%3D)

- Write down the Over/Under balance to be adjusted on each line item.
- Click on the Over/Under adjustment icon. Choose *Adjust Over Under*.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/completing-over_under-adjustments-in-aspire-image-m3kx8cwp.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A29Z&se=2026-11-15T02%3A27%3A29Z&sr=c&sp=r&sig=ErwAhiKgL4luty0Gh1IrXAIVcQb6%2Fzce0QbBjYiyELA%3D)

The Adjust Over/Under Amount window will appear.

- Choose the Adjustment Date.
  - This date cannot be in a closed month.
- Fill in the Adjustment Amount box with the Over/Under Amount balance to be adjusted.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/completing-over_under-adjustments-in-aspire-image-22lgagbx.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A29Z&se=2026-11-15T02%3A27%3A29Z&sr=c&sp=r&sig=ErwAhiKgL4luty0Gh1IrXAIVcQb6%2Fzce0QbBjYiyELA%3D)

- *Save.*
- The Over/Under Amount Balance should now show as $0 next to the Opportunity you applied the adjustment to.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/completing-over_under-adjustments-in-aspire-image-jaqyw3eq.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A29Z&se=2026-11-15T02%3A27%3A29Z&sr=c&sp=r&sig=ErwAhiKgL4luty0Gh1IrXAIVcQb6%2Fzce0QbBjYiyELA%3D)

- That line will no longer show on any list that is filtered to show Over/Under – does not equal - $0.
- The adjustment amount will show in the Over/Under Adjustment column when added to this report:

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/completing-over_under-adjustments-in-aspire-image-hgq98s4n.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A29Z&se=2026-11-15T02%3A27%3A29Z&sr=c&sp=r&sig=ErwAhiKgL4luty0Gh1IrXAIVcQb6%2Fzce0QbBjYiyELA%3D)

## **Over/Under Adjustments on the End of Month Report**

On the EOM Report > Revenue > Over/Under Adjustment you can review the total amount of Over/Under Adjustments made for your system.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/completing-over_under-adjustments-in-aspire-image-18bsysu7.png?sv=2026-02-06&spr=https&st=2026-11-15T01%3A27%3A29Z&se=2026-11-15T02%3A27%3A29Z&sr=c&sp=r&sig=ErwAhiKgL4luty0Gh1IrXAIVcQb6%2Fzce0QbBjYiyELA%3D)

- This amount will now be part of the journal entry only if Earned Revenue is being entered as revenue in your accounting system.

### **Things to Know About Making Over/Under Adjustments**

- If Invoiced Revenue is being entered into your accounting system, the Over/Under adjustment will not be part of the journal entry.
- Be sure to understand how the Over/Under Adjustment affects revenue before entering that portion of the journal entry into your accounting system.
- In most cases, the Over/Under Adjustment $ amount will be adjusted to Revenue.

Listed below are some examples when Over/Under Adjustments are not adjusted to Revenue.

## **Journal Entries with Adjustments For Canceled Work Orders**

When Earned Revenue is being entered into your accounting system as revenue, you will need to do an Over/Under adjustment on canceled work orders.

If a Work Order Opportunity is invoiced, and then canceled, there will be an Over/Under balance of Invoiced greater than Earned.

### **Journal Entries for Canceled and Completed Fixed Payment Contracts**

- When a month is closed for a contract with an end date of that month, any Over/Under balance should show as $0. The balance should move to Revenue Variance.
- If there is still a balance in Over/Under, research the reason it is still there.
- If there is a need to do an Over/Under adjustment, that Over/Under adjustment $ amount will be coded to revenue.