Use this program to:
User tip: In preparation for using this program, run the "Set Customer Balances" program (page 2 of the Accounts Receivable Menu). This step is very important because it the amount in the 'balance' field of the Customer Record that is examined by the program - not the balance in the Open Item File. The Set Customer Balances program totals the amounts of a customer's open items and set the 'balance' field in the customer record to that amount.
To access the Small Amount Write-off program, type SMALL (RET) at any menu "OPTION:" field or the appropriate line number on the Rental Accounting menu. The screen will then display:
| OPTION: __ SMALL AMOUNT WRITE-OFF 1 STARTING CUST # FIRST 2 ENDING CUST # LAST 3 CUT-OFF AMT 4 POSTING DATE 08-01-07 5 G/L MAIN ACCT 6 G/L SUB ACCT 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8 |
Enter data as follows:
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1. STARTING CUST # |
Enter a particular Customer Number (up to 6 alphanumeric characters) to use as the starting customer or press (RET) to default to the "FIRST" customer. EXAMPLE: Type 100100 (RET). |
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2. ENDING CUST # |
Enter a particular Customer Number (up to 6 alphanumeric characters) to use as the ending customer or press (RET) to default to the "LAST" customer. EXAMPLE: Type 101950 (RET) |
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3. CUT-OFF AMT |
Enter an amount which will be viewed as the "cut-off" amount. Customers whose account balance is either equal to or less than the amount entered here will be selected for this program. An off-setting entry (Debit memo or Credit Memo) will be created in order to bring their account balance to zero. EXAMPLE: Type 5.00 (RET) |
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4. POSTING DATE |
Enter the date you wish to use in accounting as the posting date for the Debit and Credit Memos. Press (RET) to default to today's date. EXAMPLE: Type 012516 (RET) |
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5. G/L MAIN |
Enter a 4 digit account from your G/L Chart of Accounts to indicate which account should be debited or credited for the off-setting entries which will bring the account balances to zero. Note: The same account will be used for both the Debit Memos and Credit Memos. EXAMPLE: Type 6910 (RET) |
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6. G/L SUB ACCT |
If you use profit centers, enter a 3 digit sub-account number to indicate which profit center should be used with the G/L Main Account number. EXAMPLE: Type 000 (RET) |
The screen will then display:
| OPTION: __ SMALL AMOUNT WRITE-OFF 1 STARTING CUST # 100100 2 ENDING CUST # 101950 3 CUT-OFF AMT 5.00 4 POSTING DATE 01-25-16 5 G/L MAIN ACCT 6910 6 G/L SUB ACCT 000 1SAVE 2NEXT 3ERASE 4DELETE 5BACKUP 6 7HELP 8 |
Upon pressing F1, the system will examine the amount in the "balance" field in the customer accounts within the number range selected. If the balance is less than or equal to the "Cut-Off Amount", an off-setting Debit or Credit Memo will be created in Accounts Receivable.
Note this is not the balance from the AR Open Item File. Although the balance in the Open Item File and the balance amount in the Customer Record are normally the same, they can differ. This is why it is recommended that the "Set Customer Balances" program be run prior to using this program. (See User Tip above.)
As with any other transactions that are added to Accounts Receivable, the user can run an Edit List of these transactions from the Accounts Receivable programs. Transactions can be changed or deleted prior to posting.
When issuing credits, the program will not apply the credit to a specific record in the customer's account. Rather, an "open credit" will be issued. In order to purge the account, it will be necessary to either set the customer account to a "Balance Forward" type of account or use the "Change Apply-To" program to manually apply the open credit.