Writing off credits via CSV

Overview

A new function to write credits off via CSV based on the format provided by a client

Notes

If in the file the value of £7875 has been provided as the adjustment/write off the system will go through the oldest to the newest transactions and write off £7875, if the write off process encounters the last transaction being larger then the write off amount that is left, it will partial write off the amount it can write off instead of the transaction amount.

Configuration

An updated application and changelog will be provided with this functionality. Two hidden SVN options have been created - CSV_WRITEOFF_EXACT_MATCH and CSV_WRITEOFF_OLDEST_MATCH. No further configuration is required.

Specification

The system will look at the Company URN, name and the values provided in the file, using the unallocated report, the system will order the unallocated transactions by date and write off oldest to newest.

Usage

Write off credits will run from other actions menu in Accounts screen in the unallocated transactions section.

After applying the above Configuration, typical steps for usage would include:

1. Go to [ Accounts | Nominal Accounts | Unallocated Transactions ]. This grid shows the potential credits to be written off.
2. Create a write-off file. This file must include the customer's URN, Name, and Company Class, as well as the value to be written off under 'Adj. Pot'. Each company must be on a separate row.
3. Once this file is created, save and close the file, and go back to [ Accounts | Nominal Accounts | Unallocated Transactions ] in Khaos Control. Please note that this screen must be refreshed to add any new items to the grid, and allow them to be written-off.
4. Click the green Other Actions menu button, and click Write Off Credits
5. Select the Write Off file. The system will then check the file and find any valid write offs within the file. Any erroneous rows will be skipped, and a log of those skipped with reasons will be generated when the write-off completes.

• Invalid write-offs would include those with the wrong URN/Name/Company Class, or those with no unallocated credits.
• If valid write offs are found, a dialog will appear prompting the user to confirm the write-offs and provide details. This is the same dialog as when writing off bad debts manually - see the wiki for more details on manual write-offs.
• Depending on the SVN options, the system will then write-off the stock. This can be seen in the [ Customer | Statement ] tab.

By default, the system will:

• Order unallocated transactions by date and write off from oldest to newest.
• If the last transaction is greater than the write-off amount that is left, it will partially write-off the amount left instead of the whole transaction.

If the second SVN (CSV_WRITEOFF_EXACT_MATCH) is ever enabled, the system will:

• First look through all of the customer's transactions for an amount that exactly matches the transaction amount.
• If an exact match is found, it will write it off.
• If an exact match is not found, it will then order unallocated transactions by date and write-off from oldest to newest.

Caveats

The two new SVN options controls how the system chooses which credits to write-off.

• CSV_WRITEOFF_OLDEST_MATCH is enabled by default and forces the system to order customer's transactions and write them off from oldest to newest.
• CSV_WRITEOFF_EXACT_MATCH is disabled by default and forces the system to, before anything else, check the customer's transactions for an amount that exactly matches the transaction amount, and writes this off if found.

If both SVNs are enabled, the system will first check for an exact match, and only if this fails will it write-off transactions from oldest to newest. If neither SVNs are enabled, the system will fail to write-off any credits.