Performing a Write-Off

In this article:

• Creating a Write-off 
• Viewing Lists and Reports of Your Write-Offs

You can write off outstanding amounts on invoices. A write-off allows you to reduce the outstanding amount on an open invoice or bill, in the event that you are not able to reclaim the outstanding amount.  

Creating a Write-off 

To create a write-off:

1. In Actionstep, click the global Create button and choose Write Off from the Billing section. (You may need to click Show all if you don't see this option.) The New Write-Off window appears.
2. Complete the following information:
   • Write-off by: Click the first drop-down list and choose from the following options:
     • Matter: If you select Matter, you'll be asked to select a matter from the adjacent drop-down field. Choosing a matter will then populate the section underneath with a list of any invoices associated with that matter that have outstanding amounts.
     • Bill/Invoice: If you select Bill or Invoice, you'll be asked to select a specific invoice number, and the write-off will only be made against that one invoice.
     • Client: If you select Client, you'll be asked to select a client from the adjacent drop-down field. Choosing a client will then populate the section underneath with a list of any invoices associated with that client that have outstanding amounts.
   • Date: Enter the date the write-off should be applied.
   • Amount: Enter the amount of the write-off.
   • Fees Account: Click this drop-down list to choose the GL account to use when posting the fee write-off GL entries (if any) for the accrual Invoice. When Auto is selected, it will auto-allocate based on the GL accounts from the invoice.
   • Disb. Account: Click this drop-down list to select the GL account to use when posting the disbursement write-off GL entries (if any) for the accrual Invoice. When Auto is selected, it will auto-allocate based on the GL accounts from the invoice.
   • Memo: Enter a file note in relation to the write-off or use the Quick-code drop-down list to apply a saved memo.
     
     Based on your selections in Step 2, information in the list below is updated:
     
     
   • Inv No.: This shows the invoice number that you are writing off—partially or in full.  (You can click the link to view the full invoice.)
   • Matter: This shows the matter number and name. (You can click the link to view the matter.)
   • AR Date: This shows the accounts receivable date of the invoice.
   • Outstanding: This shows the amount outstanding on the invoice. 
   • Write-Off: This shows the amount that you want to write off. 
3. In the Write-Off column, enter the amount you want to write off. You can either enter the number directly in the field, or click the arrow next to the Outstanding amount to copy the full amount for write-off.
   
4. Click Save to save your changes and process the write-off and apply it to the selected bills.

Viewing Lists and Reports of Your Write-Offs

Actionstep provides an official Write-Off Report which shows any write-offs that have been made.

You can also find matter-specific write-offs by viewing the matter, clicking the Billing menu icon, and then clicking Payments & write-offs.

Finally, you can export a list of write-offs to Microsoft Excel by going to Billing > Bills List. This creates a list of every invoice in your system (which includes write-offs). You can then click the More drop-down list and choose Export. You can group write-offs in the list by clicking the Write-Off column heading, either before you export or after. (This sorts and groups the data.)