How to write off outstanding invoices individually or in bulk
CareHQ allows outstanding invoices to be written off individually or multiple invoices at a time. It's also possible to record a reference for any write-off, and to view a tally report which lists any invoices written off along with their references and total value.
This article covers how to write off one or multiple outstanding invoices at once, and how to view a tally report of write-offs for a chosen time period.
The Reference field for a write-off can be set as required for your account if wanted, so that a reference must be entered whenever someone writes off the balance of one or more invoices. If you would like this to be required for your CareHQ account please contact support who will be happy to make the update for you.
How to write off one or more outstanding invoices
It's straightforward to write off the balance of an outstanding invoice, or multiple invoices at once, though the process varies slightly. Follow the steps below to:
Write off a single invoice
- Select Invoices from the main navigation menu, then select the Outstanding tab from the top of the page.
- Select an invoice from the list, then select the three dots (more actions) from the top right of the page and select Write off balance.
- Select an Issue date for the write-off (must be later than the invoice's issue date), and select an appropriate Nominal code. Also enter a suitable Reference if required.
- Select Write off to confirm.
The write-off will then be recorded against the invoice and the status will be automatically set to Paid.
Write off invoices in bulk
- Select Invoices from the main navigation menu, then select the Outstanding tab from the top of the page.
- In the invoices list, select the check box to the left of any invoices you wish to write off, then select Actions (above the list) and choose Write off.
- Select an Issue date for the bulk write-off (must be later than the invoices' issue dates), and select an appropriate Nominal code. Also enter a suitable Reference if required.
- Select Write off invoices to confirm.
The write-off will then be recorded against each invoice and the status of each will be automatically set to Paid.
How to view the tally report for write-offs within a period
The tally report can be used to view a summary of any write-offs within a chosen period. This shows the total value for each write-off (single invoices or bulk), plus the sum total for all write-offs within the period, with the option to access the full details of any write-off/invoice.
To view the tally report, follow the steps below:
- Select Invoices from the main navigation menu, then select the Write offs tab from the top of the page.
- Select the Tally action from the top of the page, then select a Start date and End date to define your chosen period before selecting to search (magnifying glass icon).
All write-offs within your selected time period will be listed, each showing its reference (where present), number of invoices within the write-off, and the total balance. The total number of invoices and sum total balance is also displayed for the full period.
Accessing further details from the tally report
When viewing the tally report results, follow these steps to view further details:
- Select any write-off from the list to view the list of invoices that write-off includes (whether a single invoice or multiple).
- From the above write-off invoice list, select any invoice to view its details in full.