Automatically Writing Off Cash Amounts

The Automatic Cash Receipt Write Off utility allows you to determine by branch and customer how to write off minimal dollar amounts. When checking for write off amounts, the system checks the negative to positive amounts within the indicated dollar amount. This means, if you enter $25.00 in the Maximum Dollar field, the system checks from -$25 up to $0 and then to $25 for amounts to write off. The system creates a new cash receipt to account for the write off amount and does notupdate the original receipt. A note is added to the original receipt for any changed invoices to indicate that a balance was written off as a new receipt.

For example, you decide to write off any amounts below a dollar to account for changes in taxes or discounts for the previous month to close any remaining invoices. You assign invoice status codes, as set in the Valid Customer Invoice Status Codescontrol maintenance record, and enter $1.00 in the Maximum Dollar field in the Automatic Cash Receipt Write Off window. The system writes off -$1.00 up to $1.00.

In addition, you identify which G/L Account to apply different variances to or specific matching rules for MICR codes using the Automatic Write Off Setupcontrol maintenance record. Run the utility periodically to clean up your accounts and write off small dollar amounts.

Important: You can set a customer to be excluded from any cash amount write off utility run. Use the Additional Info tab from the Credit Control Parameters window in Customer Maintenance and select Exclude from Automatic Write Off of Cash Receipts.

You must have the APPLY.CR.HKEY and CR.CREDIT.ALLOWED authorization keys assigned to write off cash automatically.

Note: This utility does not take the place of the regular over and short parameters that you have set up.

To automatically write off cash amounts:

From the A/R > Utilities menu, select Automatic Cash Receipt Write Off to display the Automatic Cash Receipt Write Off window.
In the Branch/Territory field, enter the branch or territory for which you want to automatically write off amounts.
Use the Start Date and End Date fields to define the time frame to which you want to write off amounts.
In the Bill-To Customer field, select a customer whose invoices you want to search for write off amounts.
Use the following columns to define how you want the system to handle writing off cash:

Note: To set matching rules for the sales order ID or to force matches at the MICR level, see the options to set in the Automatic Write Off Setupcontrol maintenance record.

Column	Description
Invoice Status Code	Select the status code that you want to use for logging purposes when the system writes off the cash. Use the Valid Customer Invoice Status Codescontrol maintenance record to set up status codes, such as limiting the types of invoices for which the code can be used and assigning multiple cash receipt variance types.
Maximum Dollar	Enter the maximum amount of dollars you want the system to write off without user intervention. When checking for write off amounts, the system checks the negative to positive amounts within the indicated dollar amount. This means, if you enter $25.00 in the Maximum Dollar field, the system checks from -$25.00 up to $0.00 and then to $25.00 for amounts to write off.
Maximum Percent	Enter the maximum percent of an invoice that you want the system to write off without user intervention.
G/L Amount	Enter the general ledger account that you want to apply the cash receipt when the receipt uses the selected Invoice Status Code.

Note: You can use the Maximum Dollar and Maximum Percent fields independently or together. If you use both, the system respects the smaller of the two amounts.

From the File menu, select Begin to run the utility and write off the amounts. You can also schedule the utility to run at a later time, if necessary.

Note: The amounts write off to the G/L Automatic Posting based on the setup you have for the accounts.

What This Report Shows

The Automatic Cash Receipts Write Off report displays the following information by default. You can use the report options to add or subtract columns, as needed.

Column	Description
Branch/Territory	(Header) The branches and territories for which the report was run.
Status Code	(Header) The status codes for which the report was run.
Dollar	(Header) The dollar amount for which the report was run.
Percent	(Header) The percent for which the report was run.
Cash Receipt	The cash receipt number. When viewing in the Report Viewer window, you can click this number to display the cash receipt.
Sales Order	The sales order number. When viewing in the Report Viewer window, you can click this number to display the sales order.
Status Code	The status code by line item.
G/L Account	The G/L account to which the cash receipt applied.
Total Amt	The total amount on the cash receipt applied.
Disc Amt	Invoice discount amount. This is the terms discount applied at the time of sale.
Tax Amt	The tax amount applied on the cash receipt.
Freight Amt	The freight amount applied on the cash receipt.
Handling Amt	The handling amount applied on the cash receipt.
Over Pay Amt	Any amount the customer over paid on the cash receipt to apply to their account.
Write-Off Receipt	The write-off cash receipt number. When viewing in the Report Viewer window, you can click this number to display the write-off cash receipt.