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.

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.

Window

External Payment Parameters

Related Window Descriptions

External Payment Parameter/Write-off
External Payment Parameters

Procedure

To enter write-off parameter for difference of an exact amount:

Open the External Payment Parameters window.
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 window.
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 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.
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 window.
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.