Enter Write-off
Explanation
Use this activity to define the payment tolerances for customer payments
which are included in a external payment of the specified payment method. You
can specify tolerances for overpayments and underpayment in order to write off
the difference between the total payment amount and the payment amount applied
to the invoice installments. You can define the tolerances as an exact amount,
e.g. to write off overpayment due to paid reminder fee. Also tolerance amounts
and tolerance percentage can be defined as a limit, up to differences are
automatically handled. For the differences to write off according to these
parameters, difference items will be created when the invoices are automatically
or manually matched, even though only one invoice is matched with the customer
payment.
To enter write-off parameter for difference of an exact amount:
- Open the External Payment Parameters
page.
- Search for the external payment parameters for which you want to enter
write-off parameter. Click the Write-off tab. Create a new line in the exact amount table.
- Enter in the Payment Currency field the currency for which the
exact tolerance amount is valid. The difference write-off information in
this row is used for payments in this currency.
- Enter in the Exact Amount field the amount which can be written
off automatically. Enter a positive amount, if the write-off should be for
an overpayment. A negative amount defines the write-off for an underpayment.
- Enter in the Company field the company for which the overpayment
or underpayment should be automatically written off.
- Enter in the Reminder Template field a reminder template, if the
write-off information should be used only for the specified reminder
template. The reminder template of the invoice with the highest reminder
level of all matched invoices is used to by the matching to apply the
write-off information to the payment. A write-off information without
reminder template is valid for invoices of any reminder template.
- Enter in the Reminder Level field the reminder level, if the
write-off information should be used only for the specified reminder level.
The reminder level of the invoice with the highest reminder level of all
matched invoices is used to by the matching to apply the write-off
information to the payment. A write-off information without reminder level
is valid for invoices of any reminder level.
- Enter in the Write-Off Code field the write-off code to be used
to post the write-off with a customer difference item. You can select a
write-off code from the List of Values. Enter in the New Item Invoice Type field the invoice type for the
customer difference item which will write off the difference. You can select
an invoice type from the List of Values. Enter in the New Item Invoice Series field the invoice series for
the customer difference item which will write off the difference. You can
select an invoice series from the List of Values.
- Enter in the Tax Code field the tax code for the customer
difference item to post the tax reductions. You can use the tax code of the
affected customer instead, if you leave here the tax code empty. You can
select the tax code from the List of Values, if needed.
To enter write-off parameter for overpayments within the tolerance:
- Open the External Payment Parameters
page.
- Search for the external payment parameters for which you want to enter
write-off parameter. Click the Write-off tab in order to enter parameters in
the Tolerance for Overpayment group.
- Enter in the Tolerance % field the percentage within overpayments
should be automatically written off. The limit amount up to write off the
difference is calculated with this percentage based on the invoice amounts
of the matched invoice installments.
- Enter in the Tolerance Amount field the limit amount up to which
the overpayment should automatically written off.
- Continue in the Difference Write-off information table and create a new
line.
- Enter in the Company field the company for which the overpayment
should be automatically written off.
- Enter in the Write-Off Code field the write-off code to be used
to post the write-off with a customer difference item. You can select a
write-off code from the List of Values. Enter in the New Item Invoice Type field the invoice type for the
customer difference item which will write off the difference. You can select
an invoice type from the List of Values. Enter in the New Item Invoice Series field the invoice series for
the customer difference item which will write off the difference. You can
select an invoice series from the List of Values. Enter in the Tax Code field the tax code for the customer
difference item to post the tax reductions. You can use the tax code of the
affected customer instead, if you leave here the tax code empty. You can
select the tax code from the List of Values, if needed.
Note: In order to write-off differences due to invoices matched of
another company, you need to specify the Difference Write-off information for
the other company too.
To enter write-off parameter for underpayments within the tolerance:
- Open the External Payment Parameters
page.
- Search for the external payment parameters for which you want to enter
write-off parameter. Click the Write-off tab in order to enter parameters in
the Tolerance for Underpayment group box.
- Enter in the Tolerance % field the percentage within overpayments
should be automatically written off. The limit amount up to write off the
difference is calculated with this percentage based on the invoice amounts
of the matched invoice installments. The percentage must be negative since
the tolerance is used for underpayments only.
- Enter in the Tolerance Amount field the limit amount up to which
the underpayment should automatically written off. The amount must be
negative since the tolerance is used for underpayments only.
- Continue in the Difference Write-off information table and create a new
line.
- Enter in the Company field the company for which the overpayment
should be automatically written off.
- Enter in the Write-Off Code field the write-off code to be used
to post the write-off with a customer difference item. You can select a
write-off code from the List of Values. Enter in the New Item Invoice Type field the invoice type for the
customer difference item which will write off the difference. You can select
an invoice type from the List of Values. Enter in the New Item Invoice Series field the invoice series for
the customer difference item which will write off the difference. You can
select an invoice series from the List of Values. Enter in the Tax Code field the tax code for the customer
difference item to post the tax reductions. You can use the tax code of the
affected customer instead, if you leave here the tax code empty. You can
select the tax code from the List of Values, if needed.
Note: In order to write-off differences due to invoices matched of
another company, you need to specify the Difference Write-off information for
the other company too.
Prerequisites
In order to perform this activity, the external payment parameter must exist
for the payment method.
System Effects
As a result of this activity, payment differences are written off by using
customer difference items, if the difference is equal to an exact amount or
within the tolerances defined in the external payment parameters. A difference
that is automatically handled due to the tolerances defined for the company or
customer, are written off directly for the affected invoice installment without difference
item.
The payment difference is checked against the tolerances in this order:
- Exact amount, specified in External Payment Parameters.
- Tolerance for underpayment and/or overpayment, specified in External
Payment Parameters.
- Tolerance for underpayment and/or overpayment, specified in Company
and/or Customer, if the general matching parameter Consider
Customer/Company Tolerances when Matching is selected.