Invoice Adjustments

An adjustment reduces the amount due on an invoice without modifying the original line items. Adjustments are used to apply scholarships, fee waivers, promotional discounts, award credits, or manual corrections. Each adjustment is recorded separately so you maintain a clear audit trail of why the invoice amount changed.

Adjustment Types

Kampus SIS supports the following adjustment types. The type you choose determines how the adjustment is sourced and recorded in reports:

Manual

A custom reduction entered directly by a finance officer. Use this for ad-hoc discounts, goodwill adjustments, or any reduction not covered by a specific programme. The officer enters the amount or percentage and an optional internal note.

Promo Code

Applied when a student redeems a valid discount code through the student portal or when a finance officer applies a code on the student’s behalf. The discount value and type (fixed or percentage) are defined on the discount code record. See Discount Codes for how to create and manage codes.

Award

Applied when an approved award assignment is linked to the invoice. The award amount from the student’s award assignment record is used. See Awards for how to set up award definitions and assign them to students.

Scholarship

Applied when a scholarship record is linked to the invoice. Similar to Award adjustments but classified separately for reporting purposes (scholarship disbursements appear in the Scholarships report).

Waiver

A fee waiver approved for the student. Use waivers when a fee is being formally written off for a documented reason, such as financial hardship, institutional error, or a policy exception.

Correction

A general correction to the invoice amount. Use this when the original line items contain an error and you need to reduce the total to the correct value without voiding and reissuing the invoice.

Apply an Adjustment

Adjustments can be applied to any invoice in Draft, Issued, or Partially Paid status. You cannot apply adjustments to a Paid, Void, or Written Off invoice.

1. Open the invoice from Finance → Invoices.
2. Click Add Adjustment in the invoice action bar or in the adjustments section of the invoice detail.
3. Select the Adjustment Type from the dropdown (see types above).
4. Choose the Calculation Method:
   • Fixed Amount: Reduces the invoice by a specific currency value. Enter the amount in the invoice’s currency.
   • Percentage: Reduces the invoice by a percentage of the current grand total. Enter a value between 0 and 100.
5. For Promo Code adjustments, enter the discount code. The system validates the code and pre-fills the value and method.
6. For Award or Scholarship adjustments, search and select the student’s approved award or scholarship assignment record.
7. Enter an optional Note for internal reference. This note is visible to finance officers but not to the student.
8. Click Apply.

The invoice’s grand total and balance due are recalculated immediately. The adjustment appears in the Adjustments section of the invoice detail with the applied amount, type, and the officer who applied it.

How Adjustments Are Calculated

When you apply a percentage adjustment, it is calculated against the invoice’s current grand total at the moment the adjustment is applied — not the original grand total. This means the order in which adjustments are applied affects the final amount when multiple adjustments exist.

Scenario: An invoice has a grand total of LKR 100,000. A 10% scholarship adjustment is applied first, reducing the total to LKR 90,000. A second adjustment of LKR 5,000 (fixed) is then applied, resulting in a final balance of LKR 85,000. If the adjustments had been applied in reverse order, the 10% scholarship would have been calculated on LKR 95,000 instead, giving a slightly different result.

The amount actually applied by each adjustment is recorded in the adjustment record (field: amount applied), so the audit trail always shows the exact currency value reduced regardless of how the adjustment was defined.

Note: An adjustment cannot reduce the invoice balance below zero. If a fixed adjustment would exceed the current balance, the system will reject it. Reduce the adjustment amount so it does not exceed the outstanding balance.

Void an Adjustment

If an adjustment was applied in error, you can void it to restore the invoice balance. Voiding an adjustment does not affect any payment allocations already recorded against the invoice.

1. Open the invoice detail page.
2. In the Adjustments section, find the adjustment you want to remove.
3. Click Void next to the adjustment.
4. Enter a Reason for Voiding in the confirmation dialog.
5. Click Confirm Void.

The adjustment is marked as voided and the invoice balance due is restored by the amount that was previously applied. Voided adjustments remain visible in the invoice history for audit purposes.

Important: You cannot void an adjustment on a Paid invoice because there is no outstanding balance to restore. If a paid invoice needs correction, contact your system administrator.

Adjustments and Payments

Adjustments and receipt allocations work independently but both affect the invoice balance due. The invoice balance is calculated as:

Balance Due = Grand Total − Total Adjustments − Total Allocated Receipts

Applying an adjustment after a payment has already been allocated is allowed as long as the invoice is not fully paid. The balance due will be recalculated, and if the new balance is zero or below, the invoice will move to Paid status automatically.

Pro Tip: If a student is eligible for a scholarship that covers their full fees, apply the adjustment before recording any payment. This way the invoice shows as paid through the scholarship without requiring a cash receipt, which produces cleaner financial reports.

Next: Void an Invoice