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Unpaid Invoices can affect your record-keeping on expenses and bad debt. In this article, you will learn how to write them off and ensure your accounts receivable and net income stays current.

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Step one: Create a payment method called Write-Off

  1. Go to Setup and select Settings.

  2. Click on Payment Methods in the Accounts Receivable section. 

  3. Click on Add a new payment method and name the new payment method Write-Off.

  4. Click Save.

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Step two: Write-Off unpaid Invoices

There are three ways to write off unpaid Invoices. You can do it by searching specific Customers, Open Invoices within a date range, or through an excel file. Here are detailed instructions for each way:

Option one: Write-Off Invoices for Specific Customers

  1. Go to A/R and select Receive Payment.

  2. Enter the Customer name for the Invoices you are writing off.

  3. Select Write Off as a payment method.

  4. Input the amount you are writing off.

  5. Input the payment in the line of the Invoice you are closing.

  6. Click Save & Close or Save & New if you are writing off Invoices for another Customer.

Option two: Write-Off Unpaid Invoices by Date range

  1. Go to A/R and select Open Invoices.

  2. Click on Search.

  3. Select the date range using the Date From and the Date to filters.

  4. In the Invoice you want to write off, click the button in the Actions column.

  5. Select Receive Payment. This action loads the Receive Payment screen.

  6. Select Write Off as a payment method.

  7. Input the amount you are writing off.

  8. Input the payment in the line of the Invoice you are closing.

  9. Click Save & Close or Save & New if you are writing off Invoices for another Customer.

Option three: Write-Off unpaid Invoices through an Excel file

  1. Go to A/R and select Receive Payment.

  2. Click on Receive Payment from Excel File.

  3. Upload an XLS file. The system will notify you via e-mail when the payments are processed.

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Reopen a Write-Off Invoice to receive a Customer payment

When a Customer pays an old Invoice classified as a Write-Off, you can reopen the Invoice and process the payment. Follow these instructions to reopen an Invoice and accept payment:

Step one: Cancel the payment

  1. Go to A/R and select Payment History.

  2. Click on Search.

  3. Use the search filters to locate the Invoice.

  4. Click on the button in the Actions column from the Invoice.

  5. Select Cancel Payment.

Step two: Receive the payment

  1. Go to A/R and select Receive Payment.

  2. Use the search filters to locate the Invoice.

  3. Select the payment method.

  4. Input the amount.

  5. Apply the payment in the line of the Invoice you are closing.

  6. Click Save & Close or Save & New.

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