Writing Off Charges and Account Balances

If a receivable becomes impossible to collect, you can write off the receivable by moving the charge within your general ledger from your receivable or collections account to your write-off account. The system adds the write-off service indicator to the customer's account and applies the restrictions that you defined for write-off customers.

If you process a write-off by mistake, or if a customer agrees to pay a debt that you already wrote off, Student Financials enables you to reverse the write-off.

Page Name	Definition Name	Navigation	Usage
Student Writeoff	WRITEOFF_QCK_POST	select Student Financials, then select Collections, then select Write Offs, then select Post Student Write-off, then select Student Writeoff	Create write-offs for individual students.
Corp Writeoff	WRITEOFF_ORG_POST	select Student Financials, then select Collections, then select Write Offs, then select Post Corporate Writeoff, then select Corp Writeoff	Create write-offs for individual organizations.
Accounts To Writeoff	WRITEOFF_ACCT_SP	Select the Writeoff Accounts option or click the Accounts to Writeoff link on the Student Writeoff page.	Select accounts to write off for individual students and organizations.
Items To Writeoff	WRITEOFF_ITEMS_SP	Select the Writeoff Items option and click the Items to Writeoff link on the Student Writeoff page.	Select items to write off for individual students and organizations.
Write Offs	RUNCTL_WRITE_OFF	select Student Financials, then select Collections, then select Write Offs, then select Run Write-off Process, then select Write Offs	Process batch write-offs.
Writeoff Reversal	WRITEOFF_REVERSAL	select Student Financials, then select Collections, then select Write Offs, then select Reverse Student Writeoff, then select Writeoff Reversal	Reverse write-offs for students.
Writeoff Corp Reversal	WRITEOFF_ORG_REVER	select Student Financials, then select Collections, then select Write Offs, then select Reverse Corporate Writeoff, then select Writeoff Corp Reversal	Reverse write-offs for organizations.
Writeoff Detail	WRITEOFF_DTL_SP	Click the Writeoff Detail link on the Writeoff Reversal or Writeoff Corp Reversal page.	Review information about a write-off.

Access the Student Writeoff page (select Student Financials, then select Collections, then select Write Offs, then select Post Student Write-off, then select Student Writeoff).

Image: Student Writeoff page

This example illustrates the fields and controls on the Student Writeoff page. You can find definitions for the fields and controls later on this page.

Field or Control	Definition
ID	Select the ID of the student whose receivables you are writing off.
Balance	This field displays the total balance of the customer's account.
Anticipated Aid	This field displays the amount of financial aid that was awarded to the student but not yet disbursed.

Writeoff

Select a write-off method.

Field or Control	Definition
Writeoff Balance	Select this option to write off the entire amount shown in the Balance field.
Writeoff Account(s)	When you select this option, the Accounts to Writeoff link becomes available.
Writeoff Item(s)	When you select this option, the Items to Writeoff link becomes available.
Srv Ind Cd (service indicator code)	Select the service indicator code that sets the desired limitations on transactions for customers whose accounts you have written off.
Student Accounts and Academic Information	Click the Student Accounts link to see the View Customer Accounts page. Click the Academic Information link to view academic plan and enrollment information.

Item Information

Field or Control	Definition
Item Type	Select the item type that you are using for your write-off account. The description of the item type appears in the field to the right.
Item Amount	The amount of the transaction that you are writing off appears next to the term you select.
Term	Enter a term for the write-off.
Reference Nbr (reference number)	Enter the reference number that you use to track your write-offs.
Item Effective Date	Enter the effective date of the item.
Payment Details	Click this link to review further details about the write-off.

Access the Corp Writeoff page (select Student Financials, then select Collections, then select Write Offs, then select Post Corporate Writeoff, then select Corp Writeoff).

This page is identical to the Student Writeoff page.

Access the Accounts To Writeoff page (Select the Writeoff Accounts option or click the Accounts to Writeoff link on the Student Writeoff page.

Image: Accounts To Writeoff page

This example illustrates the fields and controls on the Accounts To Writeoff page. You can find definitions for the fields and controls later on this page.

Select the check box next to the accounts that you want to write off.

Access the Items To Writeoff page (Select the Writeoff Items option and click the Items to Writeoff link on the Student Writeoff page).

Image: Items To Writeoff page

This example illustrates the fields and controls on the Items To Writeoff page. You can find definitions for the fields and controls later on this page.

Select the check box next to the items you want to write off.

Access the Write Offs page (select Student Financials, then select Collections, then select Write Offs, then select Run Write-off Process, then select Write Offs).

Image: Write Offs page

This example illustrates the fields and controls on the Write Offs page. You can find definitions for the fields and controls later on this page.

Field or Control	Definition
By ID	Select this option to execute this process for individuals.
By External Org ID (by external organization ID)	Select this option to execute this process for organizations.
Business Unit	Select the business unit for the write-offs that you are processing.
Aging Set and Aging Category	Enter the aging set and the appropriate aging category to select the overdue amounts. For example, if you select the `STD` (standard) aging set and the code of `96` for the 120+ day aging category, transactions for individuals or organizations that match the criteria for the `STD` aging set and are more than 120 days past due are selected to be written off.
Past Due Amount and Last Activity Date	Enter the past due amount criteria for the aging category and the last activity date to further refine your selection.
Item Type Writeoff	Select the item type that your institution uses for write-offs.
Service Indicator Cd (service indicator code)	Select the appropriate service indicator code to place a hold on an individual or organization after you write off charges.
Report Only	Select this option to produce a report of individuals who are selected for write-off before you continue with the process.
Group Type and Origin ID	To perform the write-off, you must create a posting group that consists of all amounts to be written off. Select the group type and origin ID to use when creating your posting group. These fields are used for security purposes. You should use a group type and origin type with limited access.

Running this process creates a posting group. Make note of the posting group ID because you should review the posting group before you post it. After you are satisfied with the posting group, post it using the Group Post process.

Access the Writeoff Reversal page (select Student Financials, then select Collections, then select Write Offs, then select Reverse Student Writeoff, then select Writeoff Reversal).

Image: Writeoff Reversal page

This example illustrates the fields and controls on the Writeoff Reversal page. You can find definitions for the fields and controls later on this page.

Field or Control	Definition
ID	Enter the ID of the student for whom you want to reverse the write-off.
Term	Enter the term for which you want the write off reversal to apply.
Description	This field displays the description of the write-off item type.
Term	This field displays the term of the original charge.
Post Date	This field displays the date the write-off was posted.
Amount	This field displays the amount of the write-off.
Balance	This field displays the balance of each transaction.
Rev (reversed)	This field displays the write-off reversal status. When the reversal is complete, the `N` changes to a `Y` to indicate that you successfully reversed the write-off.
Reverse	Click this button next to the write-off that you want to reverse.
Writeoff Detail	Click this link to access the Writeoff Detail page.

Access the Writeoff Corp Reversal page (select Student Financials, then select Collections, then select Write Offs, then select Reverse Corporate Writeoff, then select Writeoff Corp Reversal).

This page is identical to the Writeoff Reversal page.

Writing Off Charges and Account Balances

Understanding Write-offs

Pages Used to Write Off Charges and Account Balances

Creating Write-offs for Individual Students

Writeoff

Item Information

Creating Write-offs for Individual Organizations

Selecting Accounts to Write Off for Individual Students and Organizations

Selecting Items to Write Off for Individual Students and Organizations

Processing Batch Write-offs

Reversing Write-offs for Students

Reversing Write-offs for Organizations