Add or Edit a Bad Debt Batch

The Bad Debt Batch page allows authorized users to define and maintain the late bad debt charges that will be added to a customer invoice.

Note: If while updating a bad debt batch you need to clear your changes, click Reset at any time to return to the previous state the page was in before you save your changes.

To access the Bad Debt Batch page, go to Financial Management > Miscellaneous Billing > Period End Processing > Bad Debt. On the Bad Debt Batch List page, click New or the Description hyperlink in the list to open an existing bad debt batch record.

The General tab allows authorized users to view general information about the batch.

  1. In Write Off Type, select the type of bad debt transaction to associate with the batch. The default is Write Off Bad Debt. The available options are: Write Off Bad Debt, Transfer to Collection Agency, Transfer to Taxes, Assign to Collection Agency, and Reclassification.
  2. The Collection Agency drop-down list appears when the Write Off Type selected is Transfer to Collection Agency or Assign to Collection Agency. Select the collection agency to which the invoices will be transferred or assigned.
  3. In Batch Date, select or enter the processing date assigned to the batch. The default is the current system date.
  4. In G/L Date, select or enter the date on which the bad debt transactions that are posted to the general ledger are recorded. The default is the current system date. The date must be a valid date, but less than the date entered in the Maximum Future post date entered on the Journal Processing tab on the Company Suite Settings page.
  5. In Department, select the department responsible for the batch. The list is populated with all departments to which your are authorized. If there is a Centralized Miscellaneous Billing Department on the Miscellaneous Billing tab on the Company FM Settings page, and you have process authority within this department, the list defaults with this department value.
  6. In Description, type a description of the charge. The maximum character length is 64; the minimum is 1.
  7. Use the From Invoice Due Date to select all qualifying invoices with a due date greater than or equal to the To Due Date that will be assigned to the bad debt batch. The date must be less than or equal to the To Invoice Due Date.
  8. Use the In To Invoice Due Date to select all qualifying invoices with a due date less than or equal to the From Due Date that will be assigned to the bad debt batch. The date must be greater than or equal to the From Invoice Due Date.
  9. Select the Select Single Customer check box if a single customer will be selected. If selected, the customer must have at least one open invoice having due dates in the range selected in the From Invoice Due Date and To Invoice Due Date fields; also, the Departments, Invoice Types, and Customer Types tabs are disabled.
  10. In Customer, select the customer for which to select an invoice for bad debt processing. It is disabled if the Select Single Customer check box is not selected. Click the Search icon next to this field to search for the record you want to display.
  11. In Invoice, select the customer invoice for bad debt processing. It is enabled if the Select Single Customer check box is selected and a valid customer has been loaded in the Customer field. It is disabled if the Select Single Customer check box is not selected. It is populated with the open invoices belonging to the customer selected.
  12. On the Departments tab, select the departments to which the bad debt will be associated. In the Available Departments box select and move the appropriate department(s) to the Selected Departments box. This list displays all departments to which you have authority. You can use Ctrl+Click to select or deselect multiple departments or Shift+Click to select a range of departments.
  13. On the Invoice Types tab, select the invoice types to which the bad debt will be associated. In the Available Invoice Type(s) box select and move the appropriate invoice type(s) to the Selected Invoice Type(s) box. This list displays all invoice types to which you have authority. You can use Ctrl+Click to select or deselect multiple invoice types or Shift+Click to select a range of invoice types.
  14. On the Customer Types tab, select the invoice types to which the bad debt will be associated. In the Available Customer Type(s) box select and move the appropriate customer type(s) to the Selected Customer Type(s) box. This list displays all customer types to which you have authority. You can use Ctrl+Click to select or deselect multiple customer types or Shift+Click to select a range of customer types.
  • To select multiple items randomly throughout the list, hold down CTRL while clicking each item.
  • To select multiple consecutive items, hold down SHIFT, and click the first item then the last item.

Click to move the selected item(s) from the Available box to the Selected box.

  • moves all items, selected or not, to the Selected box.
  • returns the selected items to the Available box.
  • returns all items to the Available box.
  1. Click Build Results, which selects the invoices for bad debt processing and creates the corresponding transactions. This button is hidden if you do not have Add rights to the Miscellaneous Billing - Bad Debt Batch Processing security component.
  2. Click Maintain Results to return the results of the invoice search (Build Results) and open the Bad Debt Invoice List page where you can select the bad debt invoices to apply to the batch.
  3. Click Accept.

The Summary tab allows authorized users to view summary information about the batch.

Field Description
Number of Invoices Total number of invoices included in the bad debt batch.
Billing Amount Total dollar amount billed of all invoices in the bad debt batch.
Late Fees Total amount of late fees charged to the invoices in the bad debt batch.
Finance Charges Total amount of finance charges charged to the invoices in the bad debt batch.
Total Amount Billed amount plus any late fees or finance charges added to the invoices in the bad debt batch.

The Approvals tab allows authorized users to view the approvals needed and completed for the selected bad debt batch.

To delete a bad debt batch click Delete. The Delete button is hidden or disabled if you do not have the appropriate security permissions. If you are authorized, when you click Delete you are prompted to confirm the deletion.

See Also

Bad Debt Batch List

Miscellaneous Billing Overview