The Bulk Write-Off wizard automatically writes off invoices with open or outstanding balances and is initiated from an Orders view. It ensures that when using a bad debt Payment Type to write-off a balance, the balance is adjusted appropriately and automatically in the system. The wizard also adds a comment to the bad debt payment including the date on which the amount was written off for audit purposes.
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| title | Note to Administrators |
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This wizard uses the default Bad Debt Write-Off payment type to generate write-off payments. However, an administrator can change the write-off payment type used by the wizard by modifying the Payments entity's BulkWriteOffDefaultPayment attribute. See About Payments Entity Attributes for more information. |
Follow these steps to use the Bulk Write-Off wizard, broken down by interface:
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Support for running the Bulk Write-Off wizard in the web interface is added in Aptify 5.5.5. |
| Auitabs |
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| id | container |
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| title | Main Container |
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| direction | horizontal |
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| Auitabspage |
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| - In the Orders service, create or open a view of the records for orders with a balance you want to write off.
- Select the specific orders with a balance you want to write off in the view. Do not select any record to process all records in the view.
- Launch the Invoice Consolidation wizard by selecting the Bulk Write Off Wizard option from the More menu in the view's toolbar.
- Enter the appropriate payment information. These fields may vary depending on the payment type specified by your administrator. For a standard Aptify installation, the following fields appear:
- PO # (required): Enter a reference number or other information regarding the write-off in this field. It is required to save the write-off when using the Aptify Bad Debt Write-Off payment type.
- Terms: This field is for reference purposes only. If desired, enter the original terms for the expected payment of the order that was never received.
- Due Date: This field is for reference purposes only. If desired, enter the date by which the payment was originally due.
- Click Finish to complete the wizard.
- Once the wizard is complete, a summary screen displays the results of the wizard run. Click OK to exit the dialog.
The wizard creates a Payment record for each of orders in the view with a balance. The payment uses a type of Bad Debt Write-off to bring the order's balance to zero. The wizard also adds a comment to the payments line including the date in which the amount was written off.
The screen capture below shows how the write-off of the order is displayed in the Payment records's GL Entries tab:
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| Auitabspage |
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| id | tab2 |
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| title | Desktop Client |
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| - Create or open a view of the Orders service. The view should contain the orders with a balance you want to write off.
- Select the specific orders with a balance you want to write off in the view. Do not select any record to process all records in the view.
- Click the Bulk Write-Off Wizard icon on the view toolbar to launch the wizard.
- Enter the appropriate payment information. These fields may vary depending on the payment type specified by your administrator. For a standard Aptify installation, the following fields appear:
- PO # (required): Enter a reference number or other information regarding the write-off in this field. It is required to save the write-off when using the Aptify Bad Debt Write-Off payment type.
- Terms: This field is for reference purposes only. If desired, enter the original terms for the expected payment of the order that was never received.
- Due Date: This field is for reference purposes only. If desired, enter the date by which the payment was originally due.
- Click Finish to complete the wizard.
- Once the wizard is complete, a summary screen displays the results of the wizard run. Click OK to exit the dialog.
The wizard creates a Payment record for each of orders in the view with a balance. The payment uses a type of Bad Debt Write-off to bring the order's balance to zero. The wizard also adds a comment to the payments line including the date in which the amount was written off.
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