Write-Offs—Key Exercises
IMPORTANT |
It is extremely important
that you set up and work within your own company and with your own customer to maintain your
data integrity. If you work with any other objects, your exercises will not
function as intended and the data of other students might be affected. Predictable exercise results require that your data
must be isolated in your own company. |
Basic Data Setup
Purpose: The purpose of this exercise is to show you how to
set
up the basic data required for running this particular functionality.
Windows:
Customer
- Open the
Customer
window, and query for your customer.
- Click the
Payment tab.
- Enter a payment tolerance of 3%.
- Save your changes.
Required Data
Purpose: The purpose of this exercise is to show you how
to enter the data required for the exercises below.
-
Enter and post two invoices.
General exercise for Manual
Customer Invoices
Main Exercise
Purpose: The purpose of this exercise is to
create a new
write-off template. These templates are used to notify the customers that all or
part of the balance has been written off.
Windows:
Write-off Notice Templates
- Open the Write-off Notice Templates
window, and create a new
record.
- Enter the information from the table below.
Template ID
|
Template Description |
Header |
Main Text |
Footer |
WTL |
Write-Off due to late delivery |
Header Text |
Main Text |
Footer Text |
- Save your changes.
Purpose: The purpose of this exercise is to
create a new
write-off code and to connect a write-off notice to this code.
Windows:
Write-Off Codes
- Open the Write-off Codes window.
- Populate the window (F2). You can now see system-generated write-off codes. Code *
(asterisk) is used
for automatic write-offs within the tolerance level for each customer.
- Create a new record, and enter the information from the table below.
Write-Off Code
|
Description |
Generate Write-Off Notice
|
Write-Off Template |
DEL |
Late Delivery |
Checked |
WTL |
- Save your changes.
Note: To be able to create write-off notices, the Generate
Write-Off Notice check box
must be selected.
- Select the line with the new write-off code, right-click, and the click Write-Off Limit per
User.
- If your user ID is among those listed, enter 50,000 as the write-off limit,
and save your changes. If your user ID is not among the listed, create a new
record, enter your user ID,
enter 50,000 as the write-off limit, and save your changes.
Purpose: The purpose of this exercise is to
set up the posting control for the write-off code created.
Windows:
Posting control
- Open the
Posting control window.
- Query (F3) for Posting Type PP17.
- Make sure your entry contains the information below. If it does not,
change it.
Posting Type
|
Code Part Description |
Code Part Name
|
Control Type |
Control Type Description |
PP17 |
Write-Off, Customer Claims |
Account |
PC4 |
Write-Off Code |
- Select the line with Posting Type PP17, right-click, and then click Details.
- Enter new lines containing the information below.
Write-Off Code
|
Control Type Description |
Account
|
Code Part Description |
Valid From |
Valid To |
DEL |
Late Delivery |
7940 |
Write-Off, Customer Claims |
1999-01-01 |
2099-12-31 |
- Save (F12) the detail window.
Note: Make sure that you add the posting control each time you add a
new write-off code.
Purpose: The purpose of this exercise is to show you how to
enter a customer payment that includes a manual write-off. The customer payment will be
entered in the
Mixed
Payment window.
Windows:
Mixed Payment
- Open the
Mixed
Payment window, and create a new record.
- Select the cash account where the cash was received.
- Select a balance method.
- Click the
Transactions tab, and create a new record. This tab has many columns that are used for different transaction types,
but only a few are used for entering a customer payment.
- Enter the information from the table below.
Transaction Type
|
Customer/Supplier
|
Amount |
Enter Customer Payment |
Enter the ID of your customer. |
Enter the amount of the payment. The amount should be less
than the amount of one of the previously entered invoices/installments and outside the
payment tolerance, i.e., less than 97% of the invoice/installment amount. |
- Save the record (F12).
- Select the transaction line, right-click, and then click Match Payment.
Two windows appear: the
Matching window and then the
Select Batch of Invoices window.
- In the
Select Batch of Invoices window, select one of your invoices/installments, and click OK.
The invoice/installment is copied to the
Matching window.
- Change the value in the Amount in Paym Currency field on the invoice/installment line to the
paid amount. The remaining amount of the invoice/installment is now displayed in
the Remaining Amount field.
- In the Write-Off Code field, enter the write-off code DEL, and
press Tab. The remaining amount of the invoice/installment appears as the write-off amount.
Note: By highlighting the invoice/installment line in the
Matching
window and clicking Withdrawals, you can see all withdrawals that
will reduce the necessary payment amount for this invoice/installment, discount, write-off,
and deductions.
- Click OK to close the
Matching window.
- In the header portion of the
Mixed
Payment window, right-click and
then click Approve. A window appears with payment voucher information.
- Click OK. A window appears in which you can see the created payment and
the created voucher number.
- Click OK to close
the window.
Purpose: The purpose of this exercise is to show you how to
enter a customer payment that includes a tolerance write-off.
Windows:
Mixed Payment
- Open the
Mixed
Payment window, and create a new record.
- Select the cash account where the cash was received.
- Select a balance method.
- Click the
Transactions tab, and create a new record. This tab has many columns that are used for different transaction types,
but only a few are used for entering a customer payment.
- Enter the following information from the table below.
Transaction Type
|
Customer/Supplier
|
Amount |
Enter Customer Payment |
Enter the ID of your customer. |
Enter the amount of the payment. The amount should be less
than the amount of one of the previously entered invoices/installments but within the
3% tolerance. |
- Save the record (F12).
- Select the transaction line, right-click, and then click Match Payment.
Two windows appear: the
Matching window and then the
Select Batch of Invoices window.
- In the
Select Batch of Invoices window, select one of your invoices/installments, and click
OK. The invoice/installment is copied to the
Matching window.
- Change the value in the Amount in Paym Currency field on the invoice/installment line to the
paid amount. The remaining amount of the invoice/installment should still be zero, but
the tolerance write-off code (*) should now automatically appear, along with
a
write-off amount.
Note: By highlighting the invoice/installment line in the
Matching
window and clicking Withdrawals, you can see all withdrawals that
will reduce the necessary payment amount for this invoice/installment, discount, write-off,
and deductions.
- Click OK to close the
Matching window.
- In the header portion of the
Mixed
Payment window, right-click and
then click Approve. A window appears with payment voucher information.
- Click OK. A window appears showing the payment and
the voucher number that were created.
- Click OK to close
the window.
Purpose: The purpose of this exercise is to show you how to
view
information about write-off items that were generated to be printed on write-off
notices.
Windows:
Write-off Notice Items
- Open the Write-off Notice Items window.
- Populate the window (F2). Here you can see information about the write-off
that you made in the
previous exercise. The status is Not Selected.
Purpose: The purpose of this exercise is to show you how to
create a write-off notice proposal.
Windows:
Write-Off Notice Proposals
- Open the Write-off Notice Proposals window.
- Right-click and then click Create Proposal.
- Enter your customer ID in the From Customer and To Customer
fields, or select these values from the List of Values.
- Click OK to confirm your selection.
- A proposal ID appears in the window. Select the line, right-click, and
then click Details to view the
included write-off items.
Purpose: The purpose of this exercise is to show you how to
acknowledge
the write-off notice proposal and to print a write-off notice.
Windows:
Write-Off Notice Proposals
- Open the Write-off Notice Proposals
window.
- Populate the window (F2).
- Right-click and then click Acknowledge Proposal.
- The status changes from Created to Acknowledged.
- Right-click and then click Print Write-Off Notice.
- Click Preview to view the write-off notice.