9.2 Writing an Item Off

Purpose: Use this document as a reference for writing an item off for an outstanding Customer open item (Invoice or Bill) in ctcLink.

Audience: Accounts Receivable Specialist

You must have at least one of these local college managed security roles:

  • ZZ AR Item Entry

You must also set these User Preference Definitions:

If you need assistance with the above security roles or User Preference Definitions, please contact your local college supervisor or IT Admin to request role access.

WRITE OFF vs. CREDIT INVOICE

WRITE OFFS: Write offs are generally used to write off bad debt or small invoice amounts that are in collections and never be paid. The following QRG can assist in writing off these types of invoices. In this case the revenue is not reversed.

CREDIT INVOICES: Credit Invoices are created to offset an existing invoice that is created from billing. You can create other credit invoice manually to offset an entire invoice if you want the revenue to be reversed. Please see QRG Adjust or Credit an Entire Bill or Bill Line.

Writing an Item Off

Navigation: Accounts Receivable > Receivables Maintenance > Maintenance Worksheet > Create Worksheet

  1. The Create Worksheet search page displays.  It defaults to the Find an Existing Value tab.  In this example, we'll create a new worksheet.
  2. Select Add a New Value.
  3. Select Worksheet Business Unit.
  4. Leave Worksheet ID at its default value of 'NEXT' unless you have a compelling reason to assign a specific value.
  5. Select Add.
Create Worksheet Add a New Value page
  1. The Worksheet Selection page displays.  Use it to specify customer and item information that should appear on the worksheet.  ctcLink uses criteria information to retrieve all items matching the selection criteria when the worksheet is built.
    1. Use the Customer Criteria drop-down button to select the ‘Customer Items’ options.
    2. Enter or select the appropriate customer in the Cust ID field.
    3. If it didn’t default in, enter or select the appropriate business unit in the Business Unit field.
    4. Select Build.
Worksheet Selection page
  1. The Worksheet Application page displays.
    1. Use the Entry Type drop-down button to select the ‘Write-off A Debit’ option.
    2. Select the debit line item using the checkbox provided in the Sel (Selection) column on each line.  Type defaults automatically to 'WO' (Write-off a Debit).  The Balances section updates automatically.
    3. Select Save.
    4. Select Worksheet Action.
Worksheet Application page
  1. The Worksheet Action page displays.
  2. Select Create/Review Entries.
Worksheet Action page
  1. The Accounting Entries page displays.
  2. Verify the ChartFields and accounts are correct.
  3. Select Return to Previous Panel.
Accounting Entries page
  1. The Worksheet Action page displays.
  2. Use the Action drop-down button to select the ‘Post Now’ option.
  3. Select OK.
Worksheet Action page
  1. The Process Monitor opens in a new window.  Refer to the Process Monitor QRG for instructions.
  2. Use the Process List page to view the status of submitted process requests.

Note: The process has finished successfully when the Run Status column indicates ‘Success.’

Process List page
  1. Close the Process Monitor window.
  2. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

VIDEO COMING SOON!

View Tutorial via Panopto

View the external link to Writing an Item Off. This link will open in a new tab/window.

Writing an Item Off using Workflow Approvals

The Write-Off approval workflow is designed to require approval for write-off amounts entered on the maintenance worksheet that are below the write-off tolerances for the business unit but above the approval-needed limit for the user. This approval workflow is controlled by the Approval Framework feature in PeopleSoft Enterprise Components. The user is not able to set the worksheet to Post until the write-off amount is approved. Both the approver and the worksheet user can set the worksheet to post after approval is granted.

A Write-Off approval process can have a chain of Approvers. The current Approver can question the prior Approver's approval by initiating a push back. When a push back is initiated, approval control is transferred to the previous Approver and previous Approver is also notified of the Pushback.

If email approval is enabled, the Approver can approve or deny write-off or refunds directly on the email and hence bypassing the need to sign in to the PeopleSoft Receivables system. Pushback cannot be initiated from email.

For both online and email approval, the Approver needs to include comments when denying a write-off or refunds while comments are optional when approving.

Navigation: Accounts Receivable > Receivables Maintenance > Maintenance Worksheet > Create Worksheet

  1. The Create Worksheet search page displays.
  2. Select Add a New Value.
  3. Select Worksheet Business Unit.
  4. Select Add.
Create Worksheet Add a New Value page
  1. The Worksheet Selection page displays.  Use it to specify customer and item information that should appear on the worksheet.  ctcLink uses criteria information to retrieve all items matching the selection criteria when the worksheet is built.
    1. In the Customer Criteria section, use the drop-down button to select Customer Items.
    2. Enter or select the appropriate customer in the Cust ID field.
    3. If it didn’t default in, enter or select the appropriate business unit in the Business Unit field.
    4. Select Build.

Optional: instead of the Customer Criteria section, optional to use the Reference Criteria section to select specific items. Use the Qual Code look up I = Item/Invoice and Reference to look up the specific Item/Invoice ID(s).

Worksheet Selection page
  1. The Worksheet Application page displays.
    1. Use the Entry Type drop-down button to select the ‘Write-off A Debit’ option.
    2. Select the debit line item using the checkbox provided in the Sel (Selection) column on each line.  Type defaults automatically to 'WO' (Write-off a Debit).  The Balances section updates automatically.
    3. Select Save.
    4. Select Worksheet Action.
Worksheet Application page
  1. The Worksheet Action page displays.
  2. Select Create/Review Entries. Once selected, the Create/Review Entries will be grayed out.
Worksheet Action page
  1. The Accounting Entries page displays.
  2. Verify the ChartFields and accounts are correct.
  3. Select Return to Previous Panel.
Accounting Entries page
  1. The Worksheet Action page displays.
  2. Use the Action drop-down button to select the Submit to Workflow option.
  3. Select OK.
Worksheet Action page
  1. The Posting Action updates to Pending Approval status.

The workflow notification is sent to the Approver and when the Post Action Status field is changed to Pending Approval.

The Approver receives a notification in the Worklist (or AR WorkCenter) that a Write-Off amount or Refund requires Approval. From the Worklist or AR WorkCenter, the Approver can access the WorkSheet Application page for the Payment Worksheet or Maintenance Worksheet to view details of the Write-Off.

Depending upon your college business practice, either the Approver or AR Staff is able to return to Work Sheet Action page to update the Posting Action to Batch Standard, Post Now, or Post to the GL.

  1. On the Worksheet Action page, select the desired Posting Action, such as Batch Standard.
  2. Select OK.
  1. The Process Monitor opens in a new window.  Refer to the Process Monitor QRG for instructions.
  2. Use the Process List page to view the status of submitted process requests.

Note: The process has finished successfully when the Run Status column indicates ‘Success.’

Process List page
  1. Close the Process Monitor window.
  2. Process complete.

Video Tutorial

The video below demonstrates the process actions described in the steps listed above. There is no audio included with this video. Select the play button to start the video.

VIDEO COMING SOON!

View Tutorial via Panopto

View the external link to Writing an Item Off using Workflow Approvals. This link will open in a new tab/window.

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