Using the Bulk Write-Off Wizard

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.

Note to Administrators

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:

Support for running the Bulk Write-Off wizard in the web interface is added in Aptify 5.5.5.

 

• Aptify Web Interface
• Aptify Desktop Client

Aptify Web Interface

1. In the Orders service, create or open a view of the records for orders with a balance you want to write off.
2. 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.
3. Launch the Invoice Consolidation wizard by selecting the Bulk Write Off Wizard option from the More menu in the view's toolbar.
4. 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.
     
     
5. Click Finish to complete the wizard.
6. 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:

Aptify Desktop Client

1. Create or open a view of the Orders service. The view should contain the orders with a balance you want to write off.
2. 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.
3. Click the Bulk Write-Off Wizard icon on the view toolbar to launch the wizard.
   
   
4. 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.
     
     
5. Click Finish to complete the wizard.
6. 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.