Accounts Receivable Write Offs

The Accounts Receivable Write Offs routine allows the user to write off outstanding Bills and/or Sub-Bills. Bills can be viewed according to Client, Matter, or Bill Entity. When writing off Sub-Bills, the user has the option to perform a complete write off, a write off of only the tax amount, or a write off of only the interest amount (the user may specify the amount being written off). When writing off Sub-Bills, the user also has the option to access the AR Redistribution screen to re-allocated Timekeeper's compensation for a specific Bill. When writing off Bills, the user has the option of performing a complete write off, or a write off of only the interest amount.

When the Accounts Receivable Write Offs routine is accessed from the eQuinox main menu, the screen shown below will be displayed.

Field Definition

AR Write Offs

Write Off
From the drop-down list provided, the user must select whether they want to write off Bills or Sub-Bills. Once the user has made their selection, the section of the screen shown below will change accordingly (i.e. the screen appears one way for writing off Bills, and another for writing off Sub-Bills).

Client
The unique identifier and name of the Client. To limit the Bills or Sub-Bills that are returned in the query results to those associated with a specific Client, the user must enter that Client's unique identifier; once the unique identifier is entered, the name will also be displayed. A selection may be made from the Look-Up form provided. Selections from the Look-Up form must be based on both the Client and the Matter.

Matter
The unique identifier and name of the Matter, based on the selection made in the previous field. Once the query is executed, only those Bills or Sub-Bills associated with this Matter will be returned. To change the Matter, the user may make a selection from the Look-Up form provided. The Look-Up form will display all Matters associated with the Client selected in the previous field. If the user leaves the Client field blank and then enters the unique identifier for the Matter, the associated Client information will be displayed automatically. If the user enters a Matter number that is not unique, the Look-Up form will be invoked, displaying all Matters with that number: the user can then make a selection from the Matters displayed.

Bill Entity
The unique identifier and name of the Bill Entity. To limit the Bills or Sub-Bills that are returned in the query results to those associated with a specific Bill Entity, the user must enter that Bill Entity's unique identifier and name. A selection may be made from the List of Values provided.

Start Bill, End Bill
To limit the Bills or Sub-Bills that are returned in the query results to those within a certain range of Bill numbers, the user can enter that range in these fields.

Once all selections are made, the user must execute a query; the query results will be displayed in the section of the form described below. To not limit the Bill or Sub-Bills that are returned, the user can leave the fields described above blank and then execute their query; all outstanding Bills or Sub-Bills will be displayed.

AR Write Offs

The first two fields on this section of the form display the Journal Type (ARWO) and Journal Number (2340).

Date
The date on which the Accounts Receivable Write Offs are being entered into the system. The default is the current Date, but this may be changed by making a selection from the Calendar provided.

Accounting Period
The Month (in number format) and Year of the Firm's current Accounting Period. This field automatically defaults to the current Accounting Period. Note: Depending on the Firm's preferences (as indicated in the Firm Parameters routine), the user may be alerted with a message when posting the Accounts Receivable Write Offs, and asked to verify the Accounting Period; this is used to ensure that all transactions occur within the correct Accounting Period.

Writing Off Sub-Bills
If the user selected to write off Sub-Bills (i.e. has selected the Sub-Bills option from the Write Off drop-down list at the top of the form), the query results section of the screen will be displayed as pictured below.

Sub-Bill Write Offs

Write Off
To write off the current Sub-Bill, the user must 'check' this field. Before the write off can take place, the user must continue to the next section of the screen, select the type of write off to be performed, and enter the amounts to be written off.

Bill, Sub-Bill
The Bill and Sub-Bill numbers for the current record. This information cannot be edited by the user.

Sub-Bill Date
The date of the current Sub-Bill, as appears on the Bill itself. This information cannot be edited by the user.

Bill Entity
The unique identifier and name of the Bill Entity associated with the current Sub-Bill. If the current Sub-Bill is a Bill Entity Bill (i.e. generated through the Create Bill Entity Bills routine), a Bill Entity will be displayed. If the current Sub-Bill is a Matter Bill (i.e. generated through the Create Matter Bills routine), the Bill Entity field will be empty. This information cannot be edited by the user.

The screen section shown immediately above displays information specific to the current Sub-Bill.

Sub-Bill Total
The total outstanding Fees, Disbursements, Tax, and Interest on the current Sub-Bill that are available to be written off. These figures are for display purposes only and cannot be edited by the user.

Write Off Totals
The user must enter the amount of Fees, Disbursements, Tax, and Interest to be written off. These fields are used in conjunction with the check boxes on the right. For example, if the user selects the Interest Only option, the system will automatically enter the total amount of Interest that is available to be written off.

Running Totals
Running totals of the amounts of Fees, Disbursements, Tax, and Interest being written off.

Interest Only
To write off only the outstanding interest for the current Sub-Bill, the user must 'check' this option: the total amount of Interest that is available to be written off will automatically be displayed in the Interest Write Off Totals field.

Complete
To perform a complete write off (i.e. to write off all outstanding amounts) for the current Sub-Bill, the user must 'check' this field. The Write Off Totals fields will automatically display the full outstanding amounts.

Bill Tax
To write off only the outstanding tax, or part of the outstanding tax for the current Sub-Bill, the user must first enter the amount of tax that is to be written off and then 'check' this option. The user will then be presented with the Tax Entry Sub-screen; see below for more information.

Distribute
To access the AR Redistribution routine and re-allocate Timekeeper's compensation for the current Sub-Bill, the user must 'check' this field.

Writing Off Tax
When writing off tax amounts (i.e. 'checks' the Bill Tax option, explained above), the user is presented with the screen seen on the left.

Writing Off Bills If the user selected to write off Bills (i.e. has selected the Bills option from the Write Off drop-down list at the top of the form), the query results section of the screen will be displayed as pictured below. Note: When writing off Bills, all associated Sub-Bills will also be written off.
	Bill The Bill number for the current record. Bill Date The date of the current Bill, as appears on the Bill itself.
Billing Timekeeper The unique identifier and initials of the Timekeeper responsible for the current Bill. Bill Entity The unique identifier and name of the Bill Entity associated with the current Bill.

Sub-Bill
The Sub-Bill number for the current record.

Client, Matter
The unique identifiers and names of the Client and Matter associated with the current Sub-Bill record.

Bill Totals
The total outstanding Fees, Disbursements, Tax, and Interest on the current Sub-Bill. These figures are for display purposes only and cannot be edited by the user. These are the amounts that will be written off when the write off is processed.

Interest Only
To write off only the outstanding interest for the current Bill, the user must 'check' this field.

When the user has selected the Bills or Sub-Bills to be written off and entered all the necessary information, the must click the Save button to complete the write off process. When the information has successfully been processed, the user will be presented with the message seen below. Also after a successful save, the journal number will appear in the Journal Number field (top left of form) and the form will be cleared and ready for the next set of transactions.

A Successful Transaction

	Displayed is a breakdown of the types of tax applied to the current Sub-Bill, and the tax subtotals (i.e. the amount of Outstanding Tax for Fees, and for Disbursements). The user must indicate the amounts for Fees and Disbursements for each tax type that is to be written off.

Bill Matter Description A description of the Matter associated with the current Bill. Write Off To write off the current Bill, the user must 'check' this field.
In the section below, the Sub-Bill information displayed is specific to the currently selected Bill in the section seen above.