How to write off Account Balances in AR

The Create Write-off Batch function in Sage 300 helps you to identify small customer account balances and quickly create an AR Adjustment Batch that tidies your debtors ledger.

It's important to note that AR Adjustments will not be reflected in Tax Tracking reports, so we only suggest using this method for small balances. Any significant values should be processed as AR Credit Notes to ensure you correctly claim back any eligible tax amounts.

To use the Write-off Batch function:

• Open Accounts Receivable > AR Periodic Processing > Create Write-off Batch. On the screen that appears, enter information in the following fields:
• Run Date: will be the AR Adjustment entry date
• Posting Date: will determine the fiscal year and period
• Write-Off Type: allows selection between single transactions or account balance, and between all outstanding amounts or only overdue entries.

Selecting Outstanding Balances includes all open transactions

• As Of Date: sets the date to which the account is analysed

We suggest you set that to "today" so that all recent account changes are considered

• Days Outstanding: sets number of days that the balance has been unresolved

EXAMPLE  As of 1/1/2017 & 30 days outstanding will find balances owed since before 1/12/2016.

• Account Type: All Customers
• Select By: Specify whether to select amounts to write off by:
  • Amount. A specific range of amounts. 
  • Percent. A percentage of the original document balance or account balance. 

In the From and To fields, enter the range of amounts or percentages by which to select amounts to write off.

EXAMPLE  Enter 0 (zero) in the From field and 10 in the To field to write off all documents with an outstanding or overdue balance of between 0 and 10 dollars, or with outstanding or overdue balances of up to 10 percent of their original amounts.

• Select By: restrict your write-off batch to ranges of customer groups, customer and national accounts using the additional filter criteria.
• PROCESS: will scan the debtors ledger, identify transactions to be created and prepare an AR Adjustment batch with the entries. Sage 300 displays a message advising the number of entries created and the batch number. This batch is unposted and we suggest you review it for accuracy before posting. 

NOTE: The Adjustments will post to the General Ledger account specified by the Customer Account Set under Write-Offs.