Inserting a Write Off

You would consider writing off a client's balance if all other avenues of obtaining the outstanding amount have been exhausted.

1. Search for the client that you wish to insert a write-off.
2. From the Client Details window, click Write Off.
   • The client's balance will be displayed in the Amount Paid field. This can be overwritten if required.
   • The current date will be displayed in the Date field. This can be overwritten if required.
3. In the User field, enter your user code.
   • VisionVPM will default the Department field to the one entered in Maintenance > Computer Defaults. This can be overwritten if required.
4. In the Entry Description field, enter the reason for the write off.
   • VisionVPM automatically selects the Add write of amount to client notes check box. This can be cleared if you do not want the details to be displayed in the client's Notes field on the Main tab.
   • VisionVPM automatically selects the Auto allocation on save option. If you want to manually select the invoice that this credit invoice will be allocated against select the Display unallocated payments/credits after the save option.
5. Click Save.

Results

• An invoice is created and the amount of the write off is entered against the Bad Debt general ledger account.

  This account is set in Maintenance > Account Defaults.

• The write off details will be displayed in the Notes field on the Client Details window, if the Add write off amount to client notes check box was selected.
• The allocation will be automatically selected, unless you have selected the Display unallocated payments / credits after the save option, and then you can manually allocated the credit invoice.

If the client is a bad debtor, you may wish to mark the client as a Bad Debtor in VisionVPM.

1. Go to the Settings tab of the Client Details window.
2. Click the Bad Debtor check box.
   • VisionVPM will automatically change the Visual Reminder to a Bad Debtor icon, with the code of 8049.
   • You can write a Visual Note which will appear on the Main tab, denoting the client is a bad debtor.
   • The Visual Reminder icon and bad debtor information will appear when you invoice the client.
3. Click Save.