In this article, you will learn how to write off outstanding amounts on invoices and the outcome of write-offs and where to report on them.
Write-offs are only available for Practice Pro + Accounting databases and are not available when integrated with Xero/Quickbooks.
A write-off allows you to reduce the outstanding amount on an open invoice/bill, in the event that you are not able to reclaim the amount outstanding. To create a write-off, click on the 'Global Create Button' , click 'Show all... ' if the menu isn't already expanded, and select 'Write-off' from the 'Billing' section.
Processing a Write-off
Once you have clicked on write-off you will be taken to this screen.
|TIP: You can create dedicated general ledger accounts to capture these write-off amounts. We suggest creating one for fees and another for disbursements.|
Matter: If you select 'Matter' from the drop-down menu shown above, 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 'Invoice' from the drop-down menu shown above, 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' from the drop-down menu shown above, 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 to that client that have outstanding amounts.
|Date||Date the write-off should be applied|
|Amount||Amount of the write-off|
|Fees Account||This is the GL account to use when posting the fee write-off GL entries (if any) for the accrual Invoice. When set to (Auto) it will auto-allocate based on the GL account(s) from the Invoice.|
|Disb Account||This is the GL account to use when posting the Disbursement write-off GL entries (if any) for the accrual Invoice. When set to (Auto) it will auto-allocate based on the GL account(s) from the Invoice.|
|Memo||A file note in relation to the write-off|
|Inv No.||The invoice number that you are writing off - partially or in full.|
|Matter||Matter number and name|
|AR Date||The accounts receivable date of the invoice|
|Outstanding||The amount outstanding on the invoice|
|Write-Off||The amount that you would like to write off.|
When you are satisfied with your settings, click on the 'Save' button to process the write-off and apply it against the selected bills.
To see a report on any write-offs that have been made please see: Write-Off Report Broken Link Article
Q. Where else can I find Write-Offs?
A. Other than the write-off report found above. You can find matter-specific write-offs in the matter billing screen (calculator) in the matter itself under Payments and Write-Offs.
If you would like to find a list view of write-offs that you can easily export to Excel. Go to your billing menu in the main menu bar and click on Bill list - this will give you a list of every invoice in your system and any write-offs. You can export this view to excel by clicking on More on the right-hand side of the screen.
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