In order to access the Bad Debt window, follow these instructions:
Click on the Debtors Tab in the Navigation window.
Look for the Credit Control sections.
Click on the Debt Status button.
A drop menu will appear.
Click on the Write off Bad Debt option.
Write off Bad Debt Search Window
If the Search window hasn’t appeared on screen, press the Search funnel icon.
Enter search criteria to select transactions by Customer Code or Name, Sort Key, Debt Status, Due Date, Reference, Credit Controller ID or Currency.
Clicking the Display icon on the search window will populate the Write off Bad Debts window with transactions that match any criteria that were entered in the fields on the window.
Clicking the search icon alongside any field will display a list of codes or values from which its possible to select an item to populate the field.
Write off Bad Debt Detail
At the foot of the window are two fields to enter the detail for the Bad Debt Write Off transaction.
Transaction Date - this will default to the System date and will display the Year and Period to which the transaction will be posted. It is not possible to amend the date, year or period.
Bad Debt Analysis - this field will be populated with the Analysis Code that was selected in the System Control options for Credit Control. Enter or select a different analysis code if required.
When the criteria that are to be matched and checked has been entered, click the Display icon to activate the search and populate the Write off Bad Debts window.
Searches can be saved using the Save Search feature and retrieved for use by clicking the Select Search icon.
Clicking the Clear icon will clear the fields on the search window.
The Search window can be re-opened from the Change Debt Status window by clicking the Search icon.
Write off Bad Debt List Window
When the search is activated, this window will display a list of the transactions that match the criteria entered.
The list can be sorted by any of the columns by clicking on the column header.
Write Off a Bad Debt
Locate the transaction that needs to be written off.
Change the process status from NO to YES by double-clicking on the transaction.
The select all button will switch the process status for all lines in the list.
Only the lines that are set to YES will be processed.
Note: Transactions marked with an asterisk (*) cannot be written off automatically. These transactions:
Maybe partially outstanding
Have multiple VAT rates associated with them
Have a due date is 6 months or earlier than the system date.
These transactions cannot be written off automatically. These can be written off manually by posting the Bad Debt Written Off for the total value of the transactions.
Before activating the process to write off the bad debts, it is possible to print the list or export it to MS Excel.
Both these tasks can be done from this window.
Only the transactions flagged as YES will be printed or exported.
The report should be printed in landscape format.
When the transactions to write off have been selected, click OK to run the process.
The Post Bad Debts Written Off window will be displayed.
Post Bad Debts Written off
This is displayed when OK is selected on the Write off Bad Debt List window, the Post Bad Debts Written Off window prompts to confirm the total value to be written off and the allocation details.
Allocation Date - this will be set to the system date. This date cannot be changed.
The Year and Period will be set to the latest Year and Period for which a debt is being written off or the next open period if that period has been closed.
Future period posting rights may be required to post the write off transactions. If the user does not have sufficient rights, a message will be displayed.
Click the OK icon to post the write off transactions.
One bad debt transaction will be created for each transaction that is being written off. The transaction reference will be prefixed BD.
The process window will close and will return to the Write Off Bad Debt List window.