When an invoice is issued for a or several visits, sales are logged in the ledger for each visit.
If payment is no longer expected for those sales for whatever reason, the visits or the entire invoice can be written off in the ledger.
There are several ways to perform a writeoff in the system:
1) Write off an invoice
This will write off the remaining balance of a Sent invoice. You can write off an invoice from the View menu in an invoice list or from the Log Entry drop down inside the invoice.
From the Invoice list in Accounting>Invoices:
Inside the invoice:
2) Write off a visit
From inside an invoice:
From the Accounting>Billing>Funder Summary>Funder visit worksheet:
Whether writing off a visit or an invoice, you will get a popup with the balance of the visit or invoice like so:
You can add a memo if you wish about the writeoff.
The Apply Date defaults to today, but if for accounting purposes you want the writeoff to be considered in another accounting period, you can select a different date.
You must also choose which expense account will be debited for the writeoff. Expense accounts are configured in Accounting>Global Settings>Accounts.
The AR of the invoice (set at the funder level) will be the account credited for the writeoff.
Sample Ledger for a written-off visit:
|Reference ID||Posting Date||Transaction Date||Type||Account Name||Account Number||Debit||Credit||Invoice Number||Invoice Date||Entry Date||Visit ID||Visit Date|
|V042745||4/26/2017||4/26/2017||Sale||Homemaking Sales||4010||75||2862||4/26/2017||5/29/2017 13:25:56||127613||6/20/2017|
The Posting Date of the transaction is the date the user selected in the Writeoff dialogue (Apply Date).
The Transaction Date is the date the transaction was performed in the system.
For example, if on May 15th, I am logging some final transactions to close my books for April, and enter an Apply Date of April 30th:
- The Posting Date will be 4/30/2017;
- The Transaction Date will be 05/15/2017.