Header

Add Write Off button

Use this button to add a Write Off.

Customer

The customer identification. Use the lookup to select a Customer. This is a required field.

The grid shows Write Offs only after a Customer is selected.

Include Approved Write Offs

Select this option if you want to see Write Offs in the grid that contain transactions that have been approved.

Grid

Notes

Clicking on a column label allows you to sort the grid by that column.

Filter Buttons in column headers allow you to change what appears in the grid.

Grid pagination controls at the bottom of the grid can help you to locate a Write Off.

Write Off ID

The Write Off identification that appears on lists and in reports.

If you do not have permission to edit Write Offs, this number is a display-only label. If you have permission to edit Write Offs, this number is a link that you can select to display the Write Off Edit form for that Write Off.

Date

The Write Off date that appears on lists and in reports.

Status

The status of the Write Off that appears on lists and in reports.

Amount

The total amount for the Write Off.

Description

The Write Off description that appears on lists and in reports.

Documents

One of the following icons appears in this column:

No documents are currently stored for the invoice. Click the icon to upload documents for the invoice.

At least one document is currently stored for the invoice. Rest your mouse pointer on the icon to see the number of documents stored. Click the icon to view, add, or delete documents.

For more information, refer to the Documents Tab instructions.

Delete

Use the Delete icon to delete a Write Off. Refer to delete instructions later in this topic.

The Delete icon appears only if the Write Off is in an unapproved batch.

Footer

Company | Batch Entity | Property | Batch  (Footer Links)

Make changes using the Footer Links to use the appropriate combination of Company and Batch. The Write Offs associated with that batch appear in the grid.

Make changes using the Footer Links to select the appropriate combination of Entity, Property, and Batch. The Write Offs associated with that batch appear in the grid.

Click the Write Offs button or click a Write Off ID in the grid to open this form.

About Billing Grid Fields

Each row in the grid constitutes a billing. There are multiple ways to assign write off amounts to billings. You can enter amount on just the billing level, or you can expand the billing to enter amounts on the billing details.

Restrictions on entering amounts in main grid:

• Amounts must be negative if the billing is negative.
• Amount must be positive if the billing is positive.
• Amount must not be greater than the billing amount.

When a billing row has been expanded to show the sub grid, the amounts in the sub grid must add up to the amount on the billing row.

General Information section

Receipt ID

The system-generated receipt identification. This field only displays after saving a Write Off. It appears on lists and in reports.

Customer ID

The customer identification. Defaults from Write Offs grid, if entered.

Click the Lookup icon and select a customer from the Select Customer pop-up. The selected customer name appears next to the field.

Job

The Job associated with the Write Off. Click the lookup to select a Job from the Select Job pop-up

Write Off Account

The expense code associated with the Write Off. Click the lookup to select an Expense Code from the Select Expense Code pop-up.

Write Off Date

Defaults to the current system date. Enter the date for the transaction using the format mm/dd/yyyy. Or use the electronic calendar  icon to select a date.

Accounting Date

Defaults to the current system date. Enter the accounting date for the transaction using the format mm/dd/yyyy. Or use the electronic calendar to select a date.  

Description

A user-entered description for the Write Off that appears on lists and in reports (up to 40 characters).

Reference/Receipt #

Enter the Customer's Receipt number as a reference for the Write Off (up to 20 characters). This information appears on the Customer History tab in the Last Receipt # field.

Amount

The Write Off amount. This information appears on the Customer History tab in the Last Receipt # field.

Total Amount Entered

The system-calculated sum of the values in the billing row Write Off amount fields.

Note that the Total Amount Entered field is protected. It only updates based on what is entered into the Write Off Amount field.

Select All button

Click the button to write off all billings in the grid.

Click the button a second time to undo writing off all billings in the grid.

Main Grid Fields

A list of billings that can be written off appears in the main grid based on the selected Customer and Job, if using Track Jobs.

arrow button

Click the arrow button for a billing to show a drop-down sub grid that shows details for the billing.

NOTE that the fields in the sub grid are documented in another section, below.

Billing ID

The billing identification that appears on lists and in reports.

Due

The billing due date.

Billing

The transaction date of the billing.

Billing Amount

The amount of the billing.

Tax

The amount of tax due on the billing.

Remaining

The system-calculated amount remaining on the billing.

Write Off Amount / Allocate button

The amount for the billing that is to be written off. Enter the amount to be allocated and then press the tab key on your keyboard before using the Allocate button.

The value in Total Amount Entered is changed to the value entered in this field.

Note that the Total Amount Entered field is protected. It only updates from the Write Off Amount field.

Sub Grid

Click the arrow for a row to see the detail lines for the billing. When a billing row has been expanded to show the sub grid, the amounts in the sub grid must add up to the amount on the billing row.

Seq No

System-generated sequential number that identifies a transaction. You cannot edit this field.

Description

The read-only billing description.

Billing Amount

The read-only billing amount.

Tax

The read-only tax amount for the billing.

Remaining

The system calculated amount remaining to be paid for the billing.

Write Off Amount

The amount of the billing to be allocated. The user enters this amount.

PropertyCompany

The PropertyCompany associated with the billing.

Job Information

The Job identification associated with the billing appears if the Track Jobs option is being used.

Use the Add/Edit field list to help complete the Write Off form.

1. Select eFinancials—Accounts Receivable—Transactions—Write Off.
2. In the title bar at the top of the page, verify that the date is correct. If not, change it to date you want to use.
3. Use the Footer Links to select Company and BatchEntity, Property, and Batch for the Write Off. Selections you make become the defaults for adding Write Offs.
4. Click Add Write Off.
   
   If you have not selected batch, the Select Batch Tab appears. Use the tab to select or add a batch.
    
5. There are three ways to assign write off amounts to billings. Use one of the methods below to complete your Write Off.

Method 1 - Write Off All Billings in the Grid

Use this method to write off all billings in the grid.

1. In the General Information section, click the Select All button.
2. Click the Save button. The Write Off is saved.

Method 2 - Allocate Amount Equally - Main Grid

In this method you simply enter an amount in the main grid on the billing level only.

NOTE: Use Method 3 when you want to enter different amounts for individual billing lines.

1. Enter an amount in the Write Off Amount field.
2. Click the Allocate button.
   
   The system allocates the amount equally to all billing lines. It also updates the value in the Total Amount Entered field to the value entered into the Write Off Amount field.
    
3. Click Save. The Write Off is saved.

Method 3 - Enter Different Amounts for Billing Lines - Sub Grid

Use this method to enter different amounts for individual billing lines.

1. In the grid, click the arrow button to show billing detail lines in the sub grid. Each detail line has a sequence number.
2. For Seq No 1, enter an amount in the Write Off Amount field.
3. For next sequence number field, enter an amount in the Write Off Amount field. Repeat for any subsequent lines.
4. When finished entering amounts, click the Allocate button.
   
   The system updates the value in the Total Amount Entered field to the sum of the values entered into the Write Off Amount fields.
    
5. Click Save. The Write Off is saved.

Use the Add/Edit field list to help complete the Write Off form.

1. Select eFinancials—Accounts Receivable—Transactions—Write Off.
2. In the title bar at the top of the page, verify that the date is correct. If not, change it to date you want to use.
3. Use the Footer Links to select Company and BatchEntity, Property and Batch for the Write Off. Selections you make become the defaults for adding Write Offs.
4. Click the Write Off ID for the write off you want to edit.
5. Use the fields list to edit the form.
6. Click Save.

1. Select eFinancials—Accounts Receivable—Transactions—Write Off.
2. In the title bar at the top of the page, verify that the date is correct. If not, change it to the date you want to use.
3. Use the Footer Links to select Company and BatchEntity, Property and Batch for the Write Off. Selections you make become the defaults for adding Write Offs.
4. In the grid, locate the Write Off that you want to delete. Use the Write Offs Grid Fields list for help, if necessary.
5. Click the Deleteicon   for the Write Off you want to delete. A confirmation message appears.
6. Click OK.  The Write Off is deleted.

Permissions must be set in the System module to access all Write Off activities.

Permissions for Write Offs

System module—Security—Users—eFinancials—Accounts Receivable—Write Offs

Write Offs setup has separate permissions for Add, Edit, and Delete. View is granted with the top level permission, Write Offs.

Refer to global policies AR Tab to establish the Next Write Off Number.

 

Copyright © 2018 Infor. All rights reserved. www.infor.com.