Adjustment optional fields that are assigned to the interest batch appear on the Optional Fields tab.
When you start a new interest batch, any adjustment optional fields that are set up for automatic insertion initially appear on this tab, along with their default values.
You can change the optional fields and their values.
The generated write-off adjustments will use the optional field values specified for the batch. If you deleted an optional field that was automatically inserted, the adjustments will include the optional field using the default value from the customer records, where the optional field is used in the customer record, or from the optional field setup record.
The program uses the default values from the setup record when optional fields are added to the Optional Fields tab (for interest invoices and write-off adjustments) or to the Optional Fields screen (for interest invoice details), but you can change the values for a particular batch.
If an optional field is a required field, it must contain a value before you can save an entry.
The Value Set field indicates Yes if Accounts Receivable has already set a value—including an acceptable blank—for the field.
Specify whether to create write-off transactions for balance-forward customers, open-item customers, or all customers.
Type the date from which to age (count back) to select the documents or balances to be written off.
If you use multicurrency accounting, type the code for the currency in which to create write-off transactions. Write-off transactions are created only for customers that use the specified currency.
The name of this field varies according to your selection for the Write-Off Type field, as follows:
- If you selected Outstanding Transactions or Outstanding Balances as the write-off type, the field name is Days Outstanding.
- If you selected Overdue Transactions or Overdue Balances, the field name is Days Overdue.
Type the number of days to count back from the As Of Date to determine the most recent document date for which to select transactions to write off.
Example: If the As Of Date is June 1 and you enter 120 in the Days Outstanding (or Days Overdue) field, amounts will be selected if they were outstanding (or overdue) on February 2.
Select the types of documents to include when writing off outstanding or overdue transactions. Your choices vary, depending on the write-off type you selected.
You can write off unapplied cash transactions and prepayments only when you are writing off outstanding transactions.
If you are writing off overdue transactions, you can write off credit notes and debit notes only if you selected By Date for the Age Credit Notes And Debit Notes option on the A/R Options screen.
Note: You do not select document types when writing off outstanding or overdue balances.
The posting date determines the fiscal year and period to which the transactions will be posted in General Ledger.
Accounts Receivable uses posting dates, rather than document dates, to select open documents for revaluation, so that exchange adjustments are posted to the correct fiscal year and period.
The default date that appears can be the document date, the batch date, or the session date, depending on the selection for the Default Posting Date option on the A/R Options screen.
Accounts Receivable uses the run date as the document date for all the adjustments in the write-off batch.
The session date appears as the default run date when you create a new write-off batch. You can enter a different date.
Specify whether to select amounts to write off by:
- Amount. A specific range of amounts.
- Percent. A percentage of the original document balance or account balance.
In the From and To fields, enter the range of amounts or percentages by which to select amounts to write off.
Example: Enter 0 (zero) in the From field and 5 in the To field to write off all documents with an outstanding or overdue balance of between 0 and 5 dollars, or with outstanding or overdue balances of up to 5 percent of their original amounts.
Specify filters (criteria) to use to select transactions or balances to write off, and then enter a range for each filter.
As the first selection criterion, you can choose Customer Number, National Account, Customer Group, Billing Cycle, or Short Name.
For the remaining criteria, you can choose from the above options as well as Account Set, Customer Name, Salesperson, and Territory Code.
If you do not specify any selection criteria, Accounts Receivable creates the batch for all customers of the specified customer type and currency (if you use multicurrency accounting).
Specify whether to select documents to write off by document date or due date, and whether to select single documents or all documents in the specified customer accounts. You can choose:
- Outstanding Transactions. Write off documents with amounts that had been owing on the As Of Date for longer than the Days To Age period you specify.
- Overdue Transactions. Write off documents with overdue balances, by due date (using the due date instead of the document date, as above).
- Overdue Balances. Write off all selected documents in customer accounts with overdue balances, by due date.
- Outstanding Balances. Write off all selected documents in customer accounts with outstanding balances, by document date.
- Outstanding Retainage. Write off small or uncollectible retainage amounts from invoices, debit notes, and credit notes owing on the As Of Date for longer than the Days To Age period you specify.
The Year/Period field appears beside the Posting Date field.
The posting date you enter determines the fiscal year and period to which to post the write-off adjustments.
Overview
You use the A/R Create Write-Off Batch screen to:
- Create batches of adjustment transactions to write off the outstanding or overdue transactions or balances that you specify.
- Create a new adjustment batch with the next available adjustment batch number.
Alternatively, you can use the following Accounts Receivable screens to enter adjustments for individual documents:
- Use the A/R Adjustment Entry screen to write off all or a portion of the outstanding balances on individual documents adjustments.
- Use the A/R Receipt Entry screen to write off small amounts from individual documents (if you use the Allow Adjustments In Receipt Batches option).
Note: You use the A/R Adjustment Entry screen to make any changes you need to the transactions created by the Create Write-Off Batch screen.
Multicurrency Ledgers
In multicurrency ledgers, write-off transactions are created in the customer's currency, using the exchange rate in effect for each currency at the time the batch is created. Realized exchange gains or losses result if you write off transactions at different exchange rates from the rates at which the transactions were entered.