Write Offs
From Emersion
Write Offs
The Write Off function allows you to write off an outstanding balance, either as a debit for accounts in credit, or as a credit for accounts in debit. Write offs zero the account balance. Write offs can only be raised against accounts that have no unallocated payments and no outstanding disputes.
The write off amount can be automatically allocated so the system writes off all outstanding invoices, or you can manually write off individual invoices.
- Select Finance > Accounts Receivable > Write off from the Menu. The Write Off Customer Search list page will appear showing all customers with an account balance that is in credit or with an outstanding balance, that also have no unallocated payments nor disputed amounts.
- Locate the required customer in the list.
- Click the Write Off Credit link for accounts with an outstanding balance, or Write Off Debit for accounts in credit in the Action column, of the required customer. The Write Off Credit, or Write Off Debit page will appear, depending on the account selected.
To Write Off a Credit
- For accounts with an outstanding balance, the Write Off Credit page will display, showing a list of all outstanding invoices for the selected customer.
- By default, the write off Total (Inc Tax), Amount (Ex Tax) and the Tax Amount fields will be automatically populated with the account’s total outstanding amount.
- Tick the Auto Allocate check box to prompt the system to automatically allocate the write off against all the customer’s outstanding invoices. This option should remain checked by default and shouldn’t be altered.
- Enter a reference number in the Write Off Reference field.
- Select the type of write off from the Credit Type drop list. Options include: Misc (miscellaneous), Remaining Balance, and Rounding.
- Enter the Write Off Date. A Calendar tool will appear to allow you to select the required date. By default, this is set to the current date.
- Enter any notes or other details in the Write Off Note field.
- Click the Submit button. A window will appear showing the write off details entered to confirm.
- Click the Yes button to confirm the write off. The Write Off customer list page will appear with an information box showing the write off has been applied to the account.
- The system will zero the account balance and create a credit write off transaction in the ledger.
- Click the No button to cancel and return to the Write Off Credit page to make any changes as required.
To Write Off a Debit
- For accounts in credit, the Write Off Debit page will display, showing unallocated credit transactions for the selected customer.
- By default, the write off Total (Inc Tax), Amount (Ex Tax) and the Tax Amount fields will be automatically populated with the account’s credit amount.
- Enter a reference number in the Write Off Reference field.
- Select the type of write off from the Credit Type drop list. Options include: Misc (miscellaneous), Remaining Balance, and Rounding.
- Enter the Write Off Date. A Calendar tool will appear to allow you to select the required date. By default, this is set to the current date.
- Enter any notes or other details in the Write Off Note field.
- Click the Submit button. A window will appear showing the write off details entered to confirm.
- Click the Yes button to confirm the write off. The Write Off customer list page will appear with an information box showing the write off has been applied to the account.
- The system will zero the account balance and create a debit write off transaction in the ledger.
- Click the No button to cancel and return to the Write Off Debit page to make any changes as required.
