Write Off Balances and Credits

Form ID: (AR505000)

You use this form to write off balances or credits. You can select documents by customer, post period, and type of write-off operation. As a result of processing, the system does the following:

Generates documents of the Balance WO or Credit WO types depending on write-off operation you have selected.
Releases these documents regardless of the value of the Hold Documents on Entry check box on the Accounts Receivable Preferences (AR101000) form.
Generates batches of appropriate transactions with the Unposted or Posted status, depending on whether the Automatically Post on Release check box is selected on the Accounts Receivable Preferences form.
Applies each generated document to the corresponding document that you have written balance or credit off and closes both documents.

For more information, see Direct Write-Offs: General Information.

Form Toolbar

The form toolbar includes standard and form-specific buttons and commands. For the list of standard buttons, see Form Toolbar and More Menu. The form-specific commands are listed in the following table.


Button	Description
Process	Processes the write-offs for the documents you have selected in the table.
Process All	Processes the write-offs for all the listed documents.

Selection Area

You can use the elements in this area to narrow the list of documents displayed in the table.


Element	Description
Type	The type of operation. The following types are available: Credit WO and Balance WO.
Doc. Date	The date when the write-offs are performed. You can enter only a date that corresponds to a financial period that has been generated on the Master Financial Calendar (GL201000) form. If the date that you enter belongs to a financial period that has not yet been generated in the system—for example, for a date in the distant future or past—the system will display an error message, and you will not be able to save the document.
Company/Branch	The company, branch, or company group for which you want to view information. By default, the system inserts the branch or company to which you are currently signed in. If you clear the box, the system displays the documents from all the branches to which you have access.
Post Period	The period to which the write-off transactions should be posted.
Customer	The customer whose balances or credits will be written off. You can select a customer from the list or leave the box blank to view the documents of all the customers. The list of values may be limited as follows: If a branch, company, or company group is selected in the Company/Branch box, a customer is listed (and available for selection) if the Restrict Visibility To box on the Financial tab of the Customers (AR303000) form is empty or contains this branch, the company of this branch, or company group. If the Company/Branch box is empty, a customer is listed (and available for selection) if one of the following is true: The Restrict Visibility To box is empty for the customer—that is, the customer’s visibility is not restricted. A branch, company, or company group is specified in the Restrict Visibility To box for the customer, and your user account is assigned to the role specified in the Access Role box of the Configuration Settings section of one of the following: the Branch Details tab of Branches (CS102000) form for the branch, or the Company Details tab of the Companies (CS101500) form for the company. Note: These visibility restrictions are applicable only if the Customer and Vendor Visibility Restriction feature is enabled on the Enable/Disable Features (CS100000) form.
Reason Code	A reason code that defines an account and subaccount to be used for writing off credits or balances. By default, the system uses reason codes you specified on the Accounts Receivable Preferences (AR101000) form.
Limit	The maximum balance of a document that may be a subject to the selected write-off operation. By default, it is the value specified for the customer (if selected) in the Write-Off Limit box on the Customers (AR303000) form. You can enter the specific limit manually, if needed.
Selection Total	A read-only box that shows the total amount on the selected documents.

Table

This table displays documents that have a balance no greater than the amount specified in the Limit box and match other criteria specified in the Selection area. Review the documents that may be subject to write-off.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.

Table 1. Table Columns
Column	Description
Included	An unlabeled check box you select to include the document for processing. Select the check box in the column header to select all the documents listed on the page.
Branch	The branch of the document.
Type	The type of Accounts Receivable document. The following types can be processed, if the type of operation is set to Balance WO: Invoice: Created for an invoice sent to the customer for goods sold or services provided. Debit Memo: Created for a document that adjusts the debit amount in previous invoices. Overdue Charges: Used for overdue charges. The following types can be processed, if the type of operation is set to Credit WO: Credit Memo: Created for a document that adjusts the credit amount in previous invoices. Payment: Created for a payment received from the customer. Prepayment: Created for a prepayment received from the customer
Reference Nbr.	The identifier of the document. If you click the link, the system opens the Invoices and Memos (AR301000) or Payments and Applications (AR302000) form, depending on the type of the selected document, and displays the details of the selected AR document.
Customer	The customer for whom this document is intended.
Customer Name	The customer's name.
Date	The date of the document.
Post Period	The post period of the document.
Currency	The currency of the document. This column appears on the form only if the Multicurrency Accounting feature is enabled on the Enable/Disable Features (CS100000) form.
Currency Balance	The open balance of the document in the foreign currency to which payment was not applied. This column appears on the form only if the Multicurrency Accounting feature is enabled on the Enable/Disable Features (CS100000) form.
Balance	The open balance of the document in the base currency to which payment was not applied.
Description	A detailed description for the document in which the amount will be written off.
Reason Code	A reason code used.
Currency Amount	The amount of the document in the document currency. This column appears on the form only if the Multicurrency Accounting feature is enabled on the Enable/Disable Features (CS100000) form.
Amount	The amount of the document in the base currency.