General Settings - Write-Offs

The General Settings - Write-Offs page provides configuration options for writing off outstanding invoice amounts, either manually or automatically.

1. Open the appropriate Billing Entity. For instructions on finding and opening a billing entity, see the section on Managing Billing Entities.
2. In the Billing Entity Menu, select Write-Offs. The General Settings - Write-Offs screen opens.

3. The panels and fields are described below. Fields marked with a red asterisk * are required.

   

   When an invoice is written off, either manually or automatically, a Write-Off Reason must be selected. The available options are defined in the Write-Off Reasons panel. See Managing Write-Off Reasons for instructions on adding and editing options.

   

   Rules can be set to automatically write off outstanding balances on invoices, when certain conditions are met. The Automatic Write-Off Schedule panel is used to enable the feature and schedule when the rules will be evaluated.

   Enable Automatic Write-Offs	Check this box to enable the feature.
   Frequency	This field is displayed when Enable Automatic Write-Offs is checked. This displays how often the rule will be evaluated.
   	Note: The default setting for the automatic write-off frequency is daily and can not be altered.
   Time of Day	This field is displayed when Enable Automatic Write-Offs is checked. Select the time of day when the rules will be evaluated.

   

   Some columns have been hidden.

   The Automatic Write-Off Rules list is displayed when Enable Automatic Write-Offs is checked. These rules define the conditions to automatically write off outstanding balances. See Managing Automatic Write-Off Rules for instructions on adding and editing options.

   

   Last Modified By

   Identifies the last date and time the settings were changed, and the user who made the changes.

4. Click Save to save the settings.

Managing Write-Off Reasons

1. Complete the necessary information. Fields marked with a red asterisk * are required.

   

   Name	Enter the name as it should appear in the Write-Off Reason field.
   Code	Enter a unique code as the internal identifier for this option.
   Description	Enter a description for this option. The description only appears in this window, and is not displayed in the Write-Off Reason field.
   Sequence	Enter a sequence number to control the order of the options in the Write-Off Reason field. Options without sequence numbers are displayed first, followed by numbered options in ascending order.
   	Tip: It is advisable to leave gaps between the sequence numbers, such as 5, 10, 15. This allows new options to be added to the list at a later date, inserted between existing options. Otherwise, the sequence numbers of existing options must be changed to allow for the new addition.

2. Click Add & New to save the option and clear the form to enter another write-off reason, click Add & Close to save and close the window, or click Close to close the window without saving the option.

   

   The Status panel is displayed once the option has been saved.

   Active	Marks the option as active and available for use. If unchecked, the option remains as part of any existing write-offs, but cannot be selected for new write-offs.
   Created By	Identifies the date and time the option was created, and the user who created it.
   Last Modified By	Identifies the last date and time the option was changed, and the user who made the changes.

Managing Automatic Write-Off Rules

1. In the Automatic Write-Off Rules panel, click a link in the Name column to view an existing rule, or click Add to add a new rule. The Automatic Write-Off Rule window opens.

2. Complete the necessary information. Fields marked with a red asterisk * are required.

   

   Name	Enter the name of the rule.
   Code	Enter a unique code as the internal identifier for this rule.

   

   The Write-Off Criteria panel defines the conditions where this rule will be applied. All conditions must be met for the rule to apply.

   Minimum Invoice Age	Enter the minimum number of days before an invoice is eligible to be written off.
   Maximum Outstanding Amount	Enter the maximum amount that can be written off. This value must be greater than zero.
   Currency	Due to exchange rates, the amount can only be applied for a single currency, selected here. Additional rules can be created for adjusted amounts in other currencies.

   

   The Write-Off Details will be included in the write-off receipts produced through this rule.

   Write-Off Reason	Select the reason for the write-offs.
   Reference	Enter a reference code or number for the write-offs.
   Description	Enter a description for the write-offs. This description will be added to all write-off receipts produced by this rule.

3. Click Add & New to save the option and clear the form to enter another receipt correction reason, click Add & Close to save and close the window, or click Close to close the window without saving the option.

   

   The Status panel is displayed once the rule has been saved.

   Active	Marks the rule as active. If unchecked, the rule will not be applied.
   Created By	Identifies the date and time the rule was created, and the user who created it.
   Last Modified By	Identifies the last date and time the rule was changed, and the user who made the changes.

4. Click Add & New to save the option and clear the form to enter another receipt correction reason, click Add & Close to save and close the window, or click Close to close the window without saving the option.