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Writing Off Invoice Balances in a Batch Process

You can write off invoice balances using the Invoice Write Off batch process. You can search for the invoices using the amount of the invoice balance, number of A/R aging days, customer, or product type.

To use the Batch Write Off Process, complete the following steps:

  1. Expand the Module Menu and click the Accounting hyperlink to open the Accounting module. (This action can also be accessed from the CRM module.)
  2. Click the Financials Actions group item to see the list of available options.
  3. Click the Process Invoice Write Offs hyperlink. This will open the Invoice Write Off pop-up window.

  1. Expand the Update Default Batch drop-down menu if you would like to modify your default batch.
  2. Enter the criteria for the invoice balances. You can find the invoices by:
    • Customer Name (last name, first name)
    • Balance Due Less Than (remaining open balance on the invoice)
    • Aging Days Greater Than (30, 60 ,90, 120)
    • Product Type
    • Batch - (Only batches that a user is assigned to will appear in the drop down list for manual batches.)
  1. Click the Search Selection button. Invoices matching the write off criteria will be returned.

Note: If you have Manual Batch enabled, you must have a default batch enabled. If you have Automatic Batch enabled, you will see the Batch drop-down menu defaulted to Auto Batch.

  1. Review the list of invoices that displays. All invoices returned in search results are automatically selected. If there is an invoice on the list that you do not want to write-off, clear the check box next to the invoice.
  2. You may click on the blue Information icon to obtain more details about an invoice and the invoice itself (if needed) before you process a selection. For example, after clicking the information icon, the invoice details are displayed.  You may click the line item again to go directly to the individual's invoice and cancel the individual invoice or close the pop-up window to return to the batch write off process.

  1. Click the Process Selection button to write off the selected batches.