Mass Write Off
- Cathy Allison
Mass Write Off
The Mass Write Off administrative function is for accounting to identify clients with old balances that will be written off. This feature is intended to be used for bulk actions on very old accounts as part of clean up.
Processor Intensive
The Mass Write Off function can be very processor intensive. VetView recommends that you perform this after hours to avoid disruption. The process may also take a long time to complete. Do not close the browser. If you get a warning that the web page has stopped responding, tell your browser to Wait if possible.
Client Search
This section allows you to perform a search against clients with an existing balance based on Balance Age. For short term balances, you can use the Balance Age defaults to identify clients with recent overdue debts. However, you can search for extremely old balances as part of the auditing clean up.
In the example below, the Balance Age searched for was 1500+ days, or roughly four years overdue.
The results will output into the Adjustment Type list below.
Note that the Search for this may take some times, as all of the running client balance tables will be searched.
| Field | Description |
|---|---|
| Client Search | Searches for a specific client by name. This allows you to quickly perform an action against a specific client if needed, rather than going to the Accounting screen, identifying the client, performing the accounting changes, and then changing the Client status on the client screen as well. |
| Payment Activity | Searches for clients based on the date of last received payment. If you only want to perform a bulk action for clients who have not made a payment in the last four months, you can search for clients with balances greater than 120 days. Searching for clients based on payment activity will exclude any clients who have negotiated payment plans for older balances, even if they are not participating in your Payment Plan. |
| Balance Age Defaults | Searches for clients based on the date of the balance age. |
| Minimum Balance | Searches for clients with a specified minimum balance. For example, if you are only concerned about clients with a balance over $500, you can add that amount to the filters. |
| Payment Plan | Includes clients who are marked as actively participating in your hospital's Payment Plan. |
| Balance Age Start and End | Allows for a custom search for balances over a certain age. This allows you to take a different action for balances that are one year overdue or three years overdue, for example. |
| Clients in Collections | If a client with an unpaid balance was sent to collections, you can use this filter to include or exclude them. By default, both will be displayed. |
| Price Set | Filters clients by their price sets. If you only want to include your hospital's default normal clients, and exclude any special client sets (such as military discounts, government discounts, etc) you can do so with this option. |
| Credit Status | Filters clients by their custom credit statues. This filter is a multi select, allowing you to include more than one status in the results. |
Adjustment Type List (Search Results)
The search results from the Client Search section output into the window immediately below, Adjustment Types.
This window contains a table with the client results, links to the client account, the client's name, any clients with credit balances at the top, and the current balance.
Credit Balance Warning
If a client in your search criteria has a credit balance, this balance should be applied first before you take any other actions on the account. This ensures that you are only writing of the valid amount owed by the client, not money already credited to them in the system that has not yet been applied.
These clients will appear with a pink background, in the top section of the results.
Balance Aging in Days
The section half of the table contains a detailed breakdown of the balance ages of the clients. It also displays the last time a Collection Letter was marked as sent in your system, if ever.
| Field | Description |
|---|---|
| Adjustment Type (List) | A list of all the clients in the system based on the client search. |
| Print List | Allows you to print a list of the clients who will have this action taken on their against, for record keeping purposes. |
| Clients with a Credit Balance | The top results will always display clients with a credit balance, allowing you to apply the credits to them before other actions are taken. This ensures you are not writing off funds already accounted for. |
| Regular Clients | This section includes any other clients that do not have an outstanding credit balance. |
| Account Number | This column displays the account number of the client, and is also a link to open the account in another tab or window. |
| Client Name | This column displays the name of the client, and is also a link to open the account in another tab or window. |
| Credit Balance | Displays the value of the credit balance of the client, if there is one. |
| Current Balance | The total dollar amount on the client's running account balance. This is the value that will be written off in a mass action. |
| Last Payment Amount | The last payment made by the client, if any. |
| Date | The date of the last payment made by the client, if any. |
| Balance Aging in Days | The days that the remaining outstanding balance for the client has aged. For clients with a large oustanding balance that have made payment arrangements, this allows you to see the progression of the overdue balance over time. |
| Custom Range | If a custom balance age start and end was selected, this shows the end date of that range. |
| Last Letter Sent | This column displays the last time a collection letter was sent to the client, if ever. Collection letters are created and sent on the Accounting A/R screens. |
Mass Write Off Options
After you have done a search and selected at least one client from the list, you are ready to perform actions against the selected clients.
You can take one or both actions at the same time.
Apply Adjustment
If this action is selected, additional options appear.
You can choose the age of the balances to apply the actions to, select the adjustment types, and add a reason that will appear in the client account tables and transaction tables.
Click on Adjust Selected Clients to apply the changes.
| Field | Description |
|---|---|
| Apply Adjustment to Balance | Select the date cutoff to create actions against. |
| Order Adjustment Type | Selects the adjustment type that will be applied to the Orders on the client accounts. |
| Debit Memo Adjustment Type | Selects the adjustment type that will be applied to the transaction tables in Accounts Receivable. |
| Adjustment Reason | The reason that will be added to the Adjustments, For example, "Accounting Audit Cleanup September 2022" would clearly explain why a particular balance was written off for the client's history. |
Update Credit Status
This action will change the custom credit balance on all the selected accounts to the new credit status. This action can be performed at the same time as the adjustments, for example ensuring that any client with an extremely old balance being written off is marked as Bad or Caution.
You can also make a custom credit status for these clients under Credit Status Setup, if desired.
VetView Wiki Most recent releases of VetView: Version 4.2.5 Hotfix (Released 10/31/2024)
To see commonly used terms in VetView Hospital, please visit our Hospital Glossary of Terms.