| Write Off Client | 
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The Write Off Client program is used to write off all or a portion of a client's accounts receivable balance. Write offs only affect balances, and do not credit hours. If you select to write off an individual statement, you have the option of writing off the entire statement or selecting which portion of the statement you want to write off. You also have the option of writing off the balance for all timekeepers or a specific timekeeper for all statements or an individual statement. Writing off a client automatically generates a write off client ledger record for audit trail purposes and adjusts the receipt allocation records. Write offs are shown on the next statement (provided a description-only transaction is entered when the write off is performed).
Note: Do not confuse this program with the Write-Up/Write-Down Fees & Costs program which is used to adjust work-in-process amounts before billing.
Note: The software will prompt you to make a backup before running the Write Off Client program. Making a backup is highly recommended, because if a network error or power outage were to interrupt this process, restoring a backup will be necessary.
To write off a client, first specify the client who you want to write off.
Once the client has been selected, amounts will be displayed in the Billed, Amount Due, Write Off Amount, and New Amount Due columns for that client. Next, specify which of the following options to use for the write off:
All
Specific
All
Specific Timekeeper
After changing the above options, the amounts in the Billed, Amount Due, Write Off Amount, and New Amount Due columns, will automatically be updated based on the selected options.
The Unapplied Payments section of the window will display any unapplied amounts for regular, fee, expense, and advance payments. This section excludes work-in-process payments.
The Work-in-Process section displays the grand totals of any regular, fee, expense, advance, or payment transactions for the client that have not yet appeared on a final statement nor been updated.
After specifying which portion of the client's balance you want written off, click OK to begin the write off process. You will be asked to confirm that you want to continue with the write off. Click Yes if you want to continue; otherwise, click No to cancel the write off.
If you click Yes to continue, a Client Write Off Description window will be displayed allowing you to enter an optional description only (Type 4) transaction. Once the Description window is closed, a message will be displayed indicating that the write off has completed. Click OK to continue.
If you wrote off the client's entire balance, the Change Client to Inactive or Delete window will be displayed giving you the option of changing the client's billing status to inactive or deleting the client.
Note: The Type 4 description only transactions entered when performing a write off or payment adjustment will not be included on the statement if an Invoice Format is specified. These Type 4 transactions will always print on the matter’s next statement that is run in statement format, regardless of the specified transaction types, date ranges, or statement template configuration.
The Cancel button can be used to close the Write Off Client window. If amounts have been written off, the Write Off Verification List will be displayed when you close the Write Off Client window allowing you to generate a verification list of write offs.
Note: For a list of reports that contain write off information, see Knowledge Base Article R11697, “Report Finder: Info in Tabs3 Billing Reports.”
Note: When starting a write off from the Tabs3 Billing Matter Manager, Statement Manager, or Statement Information windows, you will be prompted to make a backup (unless using the Platinum software) and then the Write Off Client program will be shown with the Client ID and Write Off Date specified. When accessed from the Statement Manager or Statement Information, the Statement to Write Off will be set to Specific and the statement number will be selected.
| See also: | Undoing Statements vs. Write Offs vs. Credit Transactions |
| Notes About Write Off Client | |
| Reversing Write Offs |
Note: The "Client" terminology used in “Write Off Client” and “Client,” and the "Timekeeper" terminology used in “Timekeeper to Write Off” can be changed in Customization. This terminology is used on all menus, windows and reports. However, the label "Client" is used in all documentation.
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