Dashboard

Write off Batches

Write-off Batches

Program #: 1579

Module: Accounting

Overview

Write-off Batches (program #1579) combines with Open Batches (program #1577) and Closed Batches (program #1507), to provide a complete system for posting and viewing batches of payments and write-offs.

Use Write-off Batches to

Create new batches
Add and post write-off amounts

A write-off batch remains open until all amounts that have been added to the batch have been posted to that batch.

To access this program, select Write-off Batches (program #1579) from the main menu of SBN.

The Write-off Batches Window

The Write-off Batches window contains three panes:

List of Write-off Batches
Printing a List of Entries
Invoice Details

The following graphic shows the Write-off Batches window.

List of Write-off Batches

The following graphic shows the List of Write-off Batches. The columns display all existing write-off batches.

Column Descriptions â€” List of Write-off Batches

The following table describes the columns used in the List of Write-off Batches.

Column	Description
Batch Number	SBN-assigned batch number to identify this batch of open write-offs.
Posted	If this column displays an X, a user attempted to post the batch but was unsuccessful.
Closed	If this column displays a +, the expected total and the actual total of the batch match, and are ready to post. If this column displays an X, a user attempted to post the batch but was unsuccessful.
Transaction Code	Identifies the type of payment/writeoff posted to the account. (For write-off batches, this appears as WRITEOFF.)
System Date	SBN-assigned date that this batch was created.
Transaction Date	User-entered date that this payment transaction occurred.
Batch Total	Total amount of this batch. This information comes from the Expected Total Amount field below.
Expected Total	Total amount expected from all sub batches together.
Filename	Filename of the batch data, if exported
Description	Free-form text description of this batch.

Using Common Functions in the List of Write-off Batches

See the reference document Common Functions in SBN for more information.

Details of Write-off Batches

The following graphic shows the details of a selected write-off batch. This pane contains fields for entering or changing write-off batch information.

Field Descriptions â€” Details of Write-off Batches

The following table describes the fields used in the Details of Write-off Batches.

Field	Description
Batch No	SBN-assigned batch number to identify this batch of open write-offs.
Create User	ID of the user who originally created this batch.
System Date	SBN-assigned date that this batch was created.
Batch Total	Total amount of this batch. This information comes from the Expected Total Amount field below.
Batch Count	Total amount of all transactions in the batch.
Transaction Code	Identifies the type of transactions included in this batch. (This menu originates from program #1586.)
File Name	If this batch has been exported to a file, the export file name displays.
Transaction Date	User-entered date that this write-off transaction occurred.
Description	Free-form text description of this batch.
Sub No	Number used to identify each sub batch.
GL Acc #	General ledger account number for this batch. SBN limits the account numbers in the menu to those used by Accounts Receivable. (This menu originates from program #1835.) O Option bl058 must be off for the menu to appear.
Expected Total	Total amount expected from each sub batch.
Expected Total (Amount)	Total amount expected from all sub batches together.
Ext Pymt Batch	Ext Pymt Batch field added in lower left-hand corner of Add screen.

Invoice Details

When you have information displayed in the Invoice Details pane of the Write-off Batches window, you can choose Invoice Details to open the Invoice Details window of the Invoice Status program. See Working in the Invoice Details Window.

The following graphic shows the Invoice Details pane. The pane displays invoice details for a selected invoice in a write-off batch.

Field Descriptions â€” Invoice Details

The following table describes the fields used in the Invoice Details pane.

Field	Description
Payment No	SBN-generated index number for this invoice.
Account No	Account number of the account this invoice is for.
Account Name (No label)	Name of the primary person on the account for this invoice.
Invoice No	SBN-assigned invoice number for this invoice.
Due Date	Date that payment is due for this invoice.
Transaction Date	Date that this invoice transaction occurred.
Transaction Type	Type of transaction entered for this invoice on the transaction date.
Pay Reason	Identifies the reason for payment for this invoice.
Pay Reason Text (No label)	Free-form text to explain the pay reason.
Comment	Free-form text for this invoice.
Error	If an error occurred during posting, this field displays a numerical code that identifies the error. For more information, see Transaction Error Codes.
Error Text	Text description of the error code, if any. For more information, see Transaction Error Codes.
Error (External)	If an external error occurred during the import process, this field displays text supplied by the external application.
Balance	Open balance on this invoice.
Unposted	Amount of any unposted payments for this invoice.
Paid	Total of all previous payments for this invoice.
Written Off	Total amount previously written-off of this invoice.
Amount	Amount that was written-off of this invoice.

Transaction Error Codes

The following table describes the transaction errors that may occur during posting. If a transaction error occurs, you will need to correct it.

Error Code	Description
-1	Payment is being held
0	No description. No error.
1	Total payout exceeds credit balance.
2	Payment on a written-off invoice.
3	Resulting balance on credit positive.
4	Invalid invoice number.
5	Invalid account number.
6	Resulting balance on credit exceeds credit amount.
7	Payout on invoice larger than available amount.
8	Zero payment.
9	The data record was flagged as bad in received file.
10	A non-digit found in a digit field.
11	Check-digit error.
12	Write-off does not match invoice balance.
13	Invoice has unposted payments.
14	Cancel write-off on non-written off invoice.
15	Calculated cancel write-off does not match write-off.
16	Open creditson contracts to be written off.
17	Written-off invoices exist. Apply payment per invoice.
18	Unallocated payment.
19	Payment awaiting invoice generation.
20	Invoice has been paid/partially paid.
92	Invoice has scheduled payments.

Write-off Details

When you add or change write-off amounts, the Invoice Details pane changes to display Write-off Details. You may view the Write-off Details pane in one of two modes:

Account
Invoice

Account Mode

The following graphic shows Write-off Details pane in Account mode.

Field Descriptions â€” Account Mode

The following table describes the fields used in the Write-off Details pane in Account mode.

Field	Description
Account Number	Account number to apply payment.
Balance	Open balance of the invoice.
Amount	The write-off amount to apply to the invoice.
Reason	Reason code for the payment. (This menu originates from program #1521.)
Unposted	Total amount of unposted payments for the account.
Name	Name of the account holder.
Last Payment Date	Last date a payment was received on the account.
Comment	Text comment to associate with the payment.

Invoice Mode

The following graphic shows the Write-off Details pane in Invoice mode.

Field Descriptions â€” Invoice Mode

The following table describe the fields used in the Write-off Details pane in Invoice mode.

Field	Description
Invoice Number	Invoice number to which the payment applies.
Reminder Group	Code for the last reminder group sent to the customer.
Reminder Date	Last date a reminder was sent for the current invoice.
Status	Status of the invoice; indicates if the invoice has been sent to a collection agency.
Amount	Amount of the payment.
Due Date	Due date of the invoice.
Balance	Open balance of the selected invoice.
Reason	Reason code for the payment. (This menu originates from program #1521.)
Account No	Account number associated with the current invoice.
Unposted	Total amount of unposted payments for the account.
Name	Name of account holder.
Paid	Amount of payments previously posted to the current invoice.
Comment	Text comment to associate with the payment.
Written Off	Total amount written off the current invoice.
PMisc4	Text field for defining bank information.
Reminder Group	Code for the last reminder group sent to the customer.
No Reminder	If this box displays a check mark, reminder notices were not sent with this invoice.
Reminder Date	Last date a reminder was sent for the current invoice.

Using Common Functions

See the reference document Common Functions in SBN for more information.

Adding Write-offs to a Batch

You may add write-offs to existing batches

From the main window of Write-off Batches
From the Display List

Note: When you write off an invoice with scheduled payments, SBN invalidates the entire payment schedule.

Use the following steps to add a write-off to a batch from the main tab:

1. In Write-off Batches, from the List of Write-Off Batches select the batch to which you want to add a write-off.

2. Choose Add.

3. Choose Search to find any write-offs on the selected batch.

Note: If the batch you are looking for has many write-offs, you can search for a range of index numbers by typing them in the Index Search Range fields before choosing Search.

4. Select the invoice on which you want to enter a write-off.

5. Choose Add again.

â€° The New Write-off pane appears.

6. Enter the payment information.

7. Choose Save.

Posting a Batch

From the main window of Write-off Batches you can post write-offs that you have added to a batch. For more information about adding write-offs to a batch, see

Adding Write-offs to a Batch
Adding a Write-off in the Display List

Use the following steps to post a batch:

1. In Write-off Batches, in the Write-off Batches List select the batch you want to post.

2. Choose Post Batch.

â€° The Post Batch pane appears.

â€° The fields default with information. You can override the defaults, if necessary.

3. Choose Post Batch again.

â€° SBN displays the posting process.

Note: The posting process shows the pending amount and number of accounts left to process in the batch.

4. Choose Exit to return to the main window of Write-Off Batches.

Using the Display List Pane

Use Display List to access additional functions for a write-off batch:

Displaying the Write-offs in a Batch
Viewing Invoice Details of a Write-off
Changing Payment Information for a Write-off
Adding a Write-off in the Display List
Deleting Write-offs from a Batch

Displaying the Write-offs in a Batch

Use the following steps to display the list for a write-off batch:

1. In Write-off Batches, in the Write-off Batches List select the batch for which you want to display details.

2. Choose Display List

â€° The Display List pane appears.

3. In Index Search Range â€” enter the range of index lines you want to view.

Note: If you leave these fields blank, SBN displays all indexed lines in the batch.

4. Choose Search.

â€° The results appear in the lower section of the pane.

Note: There is now a Delete All button at the end of the button row. This button is tied to action 1579/14.

Viewing Invoice Details of a Write-off

Use the following steps to view the invoice details of a write-off:

1. Display the write-offs in a batch. See Displaying the Write-offs in a Batch.

2. From the search results select the write-off for which you want to view the invoice details.

3. Double-click your selection or choose Get Record.

â€° Detailed information appears in the Invoice Details pane.

4. Choose Invoice Details.

â€° The Invoice Details window appears.

Note: See Invoice Status for more details on the functions available from this window.

5. Choose Exit to return to the main window of Write-off Batches.

Changing Payment Information for a Write-off

From the Display List pane, you can change the payment information for a write-off that has already been entered and saved in SBN.

Use the following steps to change payment information for a write-off:

1. Display the write-offs in a batch. See Displaying the Write-offs in a Batch.

2. From the search results select the account for which you want to change payment information.

3. Choose Change Record.

â€° The Change Write-off pane appears.

4. Change the payment information.

5. Choose Save.

Searching for an Account by Name

In the Change Payment pane â€” in Account Mode â€” you can search for an account by name or by known information.

Use the following steps to search for an account:

1. From the Change Payment pane choose Name Search.

Note: If the Name Search button is not available, choose By Account to toggle the view of the Change Payment pane â€” Account Mode.

â€° The Name Search dialog box appears.

2. Type the known information for the account for which you are looking.

Note: You can use wildcard characters in all fields on the Name search dialog box. For more information on using wildcards, see Searches.

3. Choose Search.

â€° SBN displays a list of search results.

Adding a Write-off in the Display List

Use the following steps to add a write-off to an existing batch:

1. Display the write-offs in a batch. See Displaying the Write-offs in a Batch.

2. Choose New Record.

â€° The New Write-off pane appears in Invoice mode.

3. Choose By Acc to change to Account mode.

â€° The pane changes to account mode.

5. In Account No â€” type the account number to which you want to add the write-off.

6. Choose Lookup Invoice.

â€° The grid in the lower section of the pane displays invoices attached to the selected account.

7. In the grid select the invoice that you want to write-off.

8. Choose either

l Select.

â€° SBN enters the amount of that invoice into the WriteOff Amount column and into the Amount field above the grid.

or...

l Select All.

â€° SBN enters the amounts of all invoices into the Write Off Amount column and into the Amount field above the grid.

9. Complete the Reason and Comment fields, if needed.

10. Choose Save.

Deleting Write-offs from a Batch

From the Display List pane, you can delete write-offs from a batch.

Use the following steps to delete a write-off:

1. Display the write-offs in a batch.

2. From the search results select the write-off you want to delete.

3. Choose Delete Record.

â€° SBN asks you to confirm your selection.

4. Choose Yes.

Note: There is now a Delete All button at the end of the button row. This button is tied to action 1579/14.

Zeroing Out the Expected Amount of a Batch

Use the following steps to zero-out the expected balance of a write-off batch:

1. From the Write-off Batches List, select the batch you want to delete.

2. Double-click your selection or choose Get Record.

â€° The details appear in the Write-off Batch Details.

3. Choose Change Record.

â€° Fields open in the Write-off Batch Details.

4. Replace the expected amount with 0.00.

5. Choose Save.

Button Functions

The following table displays the buttons, describes the shortcut keys, actions, and functionality.

Button	Name	Shortcut Key	Action	Description
	Get Record	alt+f1	1579/ 1	View details of selected batch.
	Change Record	f2	1579/ 2	Change details of selected batch.
	New record	f3	1579/ 3	Create new write-off.
	Delete Record	shift+f10	1579/ 4	Delete selected write-off.
	Post Batch	f4	1579/ 5	Post write-offs that you have added to a batch.
	Print selected records	f7	1579/ 6	Print selected records.
	Copy current record	shift+f3		Copy current record.
	Previous Record	shift+f4		Go to previous record.
	Next Record	shift+f5		Go to next record.
	List Details	f6		Display list for write-off batch.
	Reprint Report Locally	f7	1579/ 8	Reprint report locally.
	Add	f5	1579/ 7	Add write-offs to existing batch.
	Redisplay Screen	f11		Refresh screen.
	Exit without saving	esc		Exit without saving changes to selected record.
	Save Existing Record	enter		Save changes to selected record.