Use the Edit/Manage A/R Underpayment Amounts screen to select Accounts Receivable invoices with a balance due that are eligible to be written off. You can enter the adjustment amount, then automatically create and post the journal entry to a pre-selected account/org combination. The adjustments should only be the amounts that your company considers uncollectible.
This process updates the A/R balances in the A/R history tables and does not affect the billing or revenue amounts. The A/R balance are also updated in the General Ledger A/R accounts.
Because of the nature of this process, Deltek suggests that you use Costpoint's screen security to restrict user access to this screen.
To keep accurate accounting records, you must clear off the A/R amounts that you have no reasonable hope of collecting. Companies generally set a fixed period starting from the date of the invoice, in which they expect to collect the outstanding invoices (for example, 120 days). After this time period has passed and collection efforts have failed, use this screen to charge the outstanding A/R amount to a write-off or bad debt account.
You can clear outstanding, uncollectible amounts from the A/R Aging Report by performing the following steps:
Enter the customer account.
Select the invoice that you want to write off.
Click 
to populate the table at the bottom of the screen to see the details of the invoice.
Enter the amount to be written off in the Adjustment column.
Preview the write-off, and then click the Print/Post A/R Adjustment button on the toolbar.
After the posting process is complete, the Adjust A/R Underpayment Amounts report prints. This report contains the accounts that were debited and credited in addition to the subperiod in which they were posted.
Use this screen after you review your company's A/R Aging Report. After you determine which invoice amounts are uncollectible and have not received proper authorization, use this screen to clear these amounts from your receivables. This function does NOT affect any billing or revenue amounts.
For this screen to work correctly, you must first set up the account and organization that will receive these write-offs. This process first looks at the settings in the Default Accounts subtask of the Manage Customers screen. The table in this subtask identifies the account and organization that is selected for this transaction type (Cash Receipts/AR Adjustments). If no account and organization have been selected here, you can add a Cash Receipts/AR Adjustments row to the subtask table. If no default account is found for Cash Receipts/AR Adjustments in the selected customer account, this process uses the default account and organization selected in the Configure Accounts Receivable Settings screen for these write-offs.
Enter or click 
to select the customer account number in this field. The unnamed field to the right displays the customer name.
Enter the earliest date for the range of customer invoices that you want to select. Invoices with the same or earlier dates are retrieved when this optional field is used. For example, if you enter the first date of your company's fiscal period and click , all invoices posted in this fiscal period display in the table.
Select this check box to use the same proj/org combination that was used when the bill was initially posted. The system default is checked.
If you select this check box, invoices in the A/R history without a negative balance are included in this table.
Select this check box if you want to make an adjustment or correction to a zero balance invoice. This feature can reverse an adjustment that was previously made using this screen. Do NOT use this feature for adjustments to billing or revenue.
Do not select this check box if adjustments are not necessary for zero balance invoices. The check box is clear as system default.
From the drop-down list, select the desired range of invoices to display in the table.
The options are:
All — Select this option to include all available invoices. The Start and End fields are disabled for this option.
One — Select this option to include only one invoice. You must enter that invoice number in the Start field. The End field is disabled for this option.
Range — Select this option to include a contiguous range of invoices. You must enter the beginning invoice number for the range in the Start field and the ending invoice number of the range in the End field.
From Beginning — Select this option to include all the invoices from the beginning of the available invoice numbers to a specific invoice number in the range. You must enter the last invoice number for the range in the End field. The Start field is disabled for this option.
To End — Select this option to include all the invoices from a beginning specific invoice number to the end of all the available invoice numbers. You must enter the invoice number from which the range should begin in the Start field. The End field is disabled for this option.
If you selected One, Range, or To End in the Invoice Number Options field, enter a valid starting invoice number for the invoice number option. If you selected All or From Beginning in the Invoice Number Option field, the Start field is unavailable.
If you selected Range or From Beginning in the Invoice Number Options field, enter an ending invoice number for the invoice number option. If you select All, One, or To End range option, the End field is unavailable.
This field displays One to indicate that you can adjust A/R underpayment amounts for one fiscal year, period, and subperiod.
Enter or select from the drop-down list the fiscal year for posting the accounts receivable adjustments. Only open fiscal years are available for selection.
Enter or select from the drop-down list the period for posting the accounts receivable adjustments. Only open periods are available for selection.
Enter or select from the drop-down list the subperiod for posting the accounts receivable adjustments. Only open subperiod are available for selection.
This non-editable field displays the subperiod ending date.
If you did not select the Include Zero Balance Due check box, this table displays all outstanding invoices with a positive balance for the selected customer.
Use the button to populate this table for the selected customer and subperiod.
This non-editable column displays the invoice number.
This non-editable column displays the original date for which the invoice was calculated.
This non-editable column displays the total amount of the invoice.
This non-editable column displays the balance due from the A/R history table.
Enter the adjustment amount to be written off. The Adjustment amount cannot be greater than the Balance Due amount.
You can use a negative number to reinstate any amounts that have been previously removed using this screen.
Enter up to 60 alphanumeric characters to describe this adjustment. These notes are not posted if the Adjustment column is empty or is equal to 0.00.
This non-editable column displays the transaction currency of the outstanding invoice.
This non-editable column displays the project number.
This non-editable column displays the bill number. The bill number is a second invoice identifier, separate from the system invoice number; it is usually used to track project-specific billing numbers required by a particular job.
This non-editable column displays the invoice type.
This non-editable column displays the amount of cash received for this invoice.
This non-editable column displays the discount taken by the project for this invoice.
This non-editable column displays the liquidation taken on this invoice.
This non-editable column displays prior adjustments if there are any. If a prior adjustment amount is greater than zero, the balance due reflects the net total of: Invoice Amount minus Discounts Taken minus Amount Received minus Prior Adjustments.