Offset Invoices

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1 Recommendations
2 Offsetting Invoices
3 Steps to Offset an Invoice
- 3.1 Vouchers Section
- 3.2 Associate section
- 3.3 Invoices section
4 Potential Errors

Recommendations

The Offset Invoices screen does not include source invoice linking.

Recommendations for offsetting open invoices are as follows:

If offsetting government vendors, use the Enter Vouchers screen. One invoice will have to be considered the source invoice which all other invoices are linked to.
If offsetting invoices between different vendors, use the Enter Vouchers screen. One invoice will have to be considered the source invoice which all other invoices are linked to.
If offsetting invoices within the same vendor or vendor client group, use the Offset Invoices screen.

Offsetting Invoices

In the Offset Invoices screen, payable and receivable invoices, on posted vouchers, can be offset against each other.

Creating an offset open invoice voucher will clear the invoices from the subledger. Invoices between business associates linked via client groups can be offset in this screen as well.

Balances between invoices can be written off to an organization's write off account, as long as the amount written off is less than the write off threshold of the voucher currency.

To offset invoices, navigate to the menu and select Vouchers → Offset Invoices.

Steps to Offset an Invoice

Search for the invoices to be offset set by narrowing criteria using the voucher section and associate section of the Offset Invoices screen.

Vouchers Section

Offset open invoice voucher information is entered in the Vouchers section:.

Set up the voucher header in the Vouchers section.

In this field...	Enter this information...

In this field...	Enter this information...
Organization	This will default to the organization entered in the User Defaults screen. This value can be overridden manually, or selected from the Organizations List of Values.
Period	The accounting period of the voucher will default to the accounting period entered in the User Defaults screen The value can be overridden manually or selected from the Accounting Period List of Values.
Type	This value will default to the default voucher type for the ACTS092 module in the Modules screen. The value can be overridden manually or selected from the Voucher Types List of Values.
Currency	The currency of the voucher will default to the operating currency of the organization. The value can be overridden manually or selected from the Currencies list of values. All invoices to be offset must have the same currency as entered in this field.
Source	This will default to the source code entered in the User Defaults screen. The value can be overridden manually or selected from the Source Code List of Values.
Status	The status of the voucher. This field is based on one of the following statuses: Deferred - Voucher is not ready to post because it is not balanced in either the operating or reporting currency. This status also occurs if an invoice with source invoice links is not balanced to 0. Posted - Voucher has been posted to the general ledger. Vouchers in this status cannot be modified. Unposted - Voucher is ready to post to the general ledger. Vouchers in this status can be modified. Zapped - Voucher has been removed from the general ledger. Vouchers in this status cannot be modified.
Number	If the voucher type entered has autonumbering enabled, this value will auto-populate when saving the voucher. If the voucher type entered does not have autonumbering enabled, this value will need to be populated.
Remark	A user-defined description or remark about the voucher.
Auto-Gen Writeoff	If checked, when the Total Offset field does not equal $0.00, the remaining amount will be written off via a generated entry to the organization's write-off account. The amount to write off must fall within the write-off threshold for the currency as set up in the Currencies screen. If the organization entered does not have write-off account set up, an error will be displayed when selecting this checkbox.
Cost Centre	The cost centre for the write-off account. This field is required if the Auto-Gen Writeoff checkbox is selected, and the write off account has Cost Centre Required set to Y. This value can be selected from the Cost Centres List of Values.

Associate section

Invoice criteria is entered in the Associate section, which will narrow down the list of invoices to offset.

In this field...	Enter this information...

In this field...	Enter this information...
Associate	The business associate of the invoice. Enter the business associate ID or select from the Business Associates List of Values.
Associate Groups	Indicates whether to offset invoices entered to related business associates. This field will default based on the business associate entered. If checked, invoices to related business associates will be displayed in the Invoices section. If not checked, only invoices to the business associate entered will be displayed in the Invoices section.
All Organizations	Indicates whether to offset invoices entered for all organizations. This field will be unchecked by default. If checked, invoices to all organizations will be displayed in the Invoices section. If not checked, only invoices to the organization entered in the Vouchers section will be displayed.
Invoice Num	The number of the invoice. If this field is left blank, all invoices for the criteria entered will be displayed in the Invoices section. If searching for specific invoices, enter a value in this field. Wildcards (%) can be used for searching on partial invoice numbers.
Invoice Type	The invoice types to be used. Enter a value in this field or select from the Invoice Type List of Values. If this field is left blank, all invoice types for the criteria entered will be displayed in the Invoices section.
Payable/Receivable	Whether to display payable invoices, receivable invoices or both. This value can be selected from a drop down. The following statuses are available: Both Payable Receivable
Cost Centre	The cost centre of the invoice. The value can be selected from the Cost Centre List of Values.
Hierarchy	If viewing invoices by hierarchy, the hierarchy for which the invoices will be returned. This value can be selected from the Hierarchies List of Values.
Reporting Level	If viewing invoices by hierarchy, the hierarchy reporting level for which the invoices will be returned. This value can be selected from the Reporting Levels List of Values.
Reporting Entity	If viewing invoices by hierarchy, the reporting entity for which the invoices will be returned. This value can be selected from the Reporting Entities List of Values.

Invoices section

Invoices that meet the criteria entered in the Associate section are displayed in the Invoices section. To modify the invoice criteria, navigate back to the Associate section. If this is done, the invoices displayed will clear.

In this field...	Enter this information...

In this field...	Enter this information...
Number	The number of the invoice.
Type	The type of the invoice.
Date	The date of the invoice, in the format YY/MM/DD.
Balance	The remaining balance of the invoice.
Offset	Indicates whether to offset the invoice. If checked, the invoice will be offset. If not checked, the invoice will not be offset.
Offset Amount	The amount of the invoice in which to offset. This value can be over-written. When selecting the Offset checkbox, this value will default to the amount in the Balance field. The value entered should have the opposite sign (e.g. + or -) as the value in the Balance field.
Org	The organization of the invoice.
Associate	The business associate of the invoice.
Total Offset	The total offset amount for all invoices selected. If the Auto-Gen Writeoff check box is not checked, the value in this field must equal $0.00. If the Auto-Gen Writeoff checkbox is checked, the amount to write off must fall within the write-off threshold for the currency as set up in the Currencies screen.

Offset the invoices:

To select an invoice to be offset, highlight the invoice and select the Offset checkbox.
Once the invoice has been selected, the balance of the invoice will display in the Offset Amount field.
To partially offset an invoice, modify the value in the Offset Amount field.

3. Once the appropriate invoices have been offset, select Ctrl + S or the Save icon to save the voucher. To save a voucher successfully:

If the Auto-Gen Writeoff checkbox is selected, the voucher will save if the amount in the Total Offset field is less than the write off threshold of the voucher currency.
If the Auto-Gen Writeoff checkbox is not selected, the voucher will save if the amount in the Total Offset field is $0.00.

Potential Errors

If the organization entered does not have a write-off account set up, the following error will be displayed when selecting the Auto-Gen Writeoff checkbox: