If a customer balance will never be paid or cleared then it may be necessary to write it off as bad debt. This will clear the balance from the customer account and post the relevant accounting.
Writing-off an invoice
Brightpearl doesn't currently provide a small balance write-off routine but there is a solution to write it off manually and clear the bad debt from the customer account.
How to write-off a balance as bad debt using an adjustment
The following steps provide the quickest way to write-off account balances where no payment needs to be recorded:
- Search for the customer and navigate to the Payment Allocation screen.
- Identify the invoice with a balance to be written off. Enter the whole amount to be written off into the Adjustment field. In order for the process to work Brightpearl requires a balance in the payment field too, so just enter 0.01 for now, this will be removed in a moment.
- At the bottom select the account code to which the balance needs to be written off to. Only account codes with "Allocate discounts to this account?" set to Yes, will be available to select here.
- Enter a reference and then click the Allocate payment button. If you see a warning about the over allocation, that's just that 0.01 you entered which you will remove now.
- Go to Reports > General ledger and click on the journal ID to view it.
- Change that 0.01 to the bank account to 0.00, enter a reason for modification and then save.
The balance has been succesfully cleared from the customer account.
How to record bad debt using a quick credit
- Go to Customers > Quick Credit .
- Search for the customer (only primary customer contacts are searchable).
- Enter a note in the details section to record this as a bad debt write-off.
- Enter the Net Amount.
- Select the correct tax code to calculate the tax and total values.
- Select your "bad debt" nominal code (you may need to create one).
- Click the Enter Credit button.
You then need to allocate this credit to the outstanding invoices on the customer's account so that they no longer appear on your aged debtors listing.
Writing off a payment discrepancy
If an invoice is underpaid or overpaid, or where exchange rate gains and losses are seen, then the difference can be written off as an adjustment at the same time as allocating the payment.
How to handle a payment discrepancy
Use these steps when a payment doesn't match the invoice amount, but the balance needs to be cleared from the account. This can occur due to an under payment, and over payment or exchange rate differences.
These steps can be used where the adjustment is being made at the same time as entered the payment.
- Search for the contact.
- Open the contact record and navigate to the payment allocation screen via the financials box on the right-hand side.
- Enter the amount paid against the relevant invoice(s).
- Enter the difference between the invoice and payment amount into the Adjustment field.
- An adjustment code field appears below the table where you can select the nominal code to post the write-off amount to, for example, "bad debt" or "write-offs" or "gains and losses". (Nominal codes are listed when they are set to "Yes" for "Allocate discounts to this account?").
- Click the Allocate payment button.