Enhanced Bad Debt Management

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Enhanced Bad Debt Management

(DA1168)

Further Information

Click below to view your selection of in-depth information for this project:

Benefits Statement ... 1

Legal, Fiscal and any Standards Considerations ... 1

Overview ... 2

Technical Data ... 3

Implementation - Existing Sites And/Or Existing Data ... 3

Licensing ... 3

System Keys ... 3

Data Dictionary Changes ... 3

Options ... 3

Forms Changes ... 3

Suspended Fields ... 3

Conversions ... 3

Definition of Terms ... 3

Implementation - New Line 500/Sage 1000 Installations With New Data ... 4

Licensing ... 4 System Keys ... 4 Options ... 4 Suspended Fields ... 4 Definition of Terms ... 4 System Keys ... 5

Data Dictionary Changes ... 5

Accounts Receivable ... 5

Forms Changes ... 7

Suspended Fields ... 8

Benefits Statement

This project provides functionality to make the handling of doubtful and bad debts easier. The status of a customer account and its remaining open items can be changed in a single step. If the debt is eventually written off, the VAT recovery is automated, with a full audit of the transactions.

Legal, Fiscal and any Standards Considerations

These enhancements meet the requirement in France to change the control account when debts are identified as doubtful. The need to recover VAT when a bad debt is written off is a common one and these enhancements give you the control of when to recover the VAT element of the original transaction. It is left to you to determine whether VAT can be recovered for individual debts.

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Overview

The new Account Status Change option allows you to manage the accounts of the customers that have doubtful or bad debts. Transactions can be allocated Dispute Codes and/or Doubtful Debt Codes. You can optionally (controlled by new system key SLBADDEBT) choose to move selected items to a different set of Control Accounts. The customer can be allocated a new account type and be moved to credit stopped and/or despatch held status.

The new Account Status Change Audit Trail option is a periodic audit trail detailing the changes made in the Account Status Change option.

Accounts Receivable Closed Items Cleardown will clear down the Account Status Change audit records.

The Accounts Receivable Transaction enquiry option can now display and print the Control Account, Dispute Code and Doubtful Debt Code for each transaction.

The Accounts Receivable Listing can now print the Dispute Code and Doubtful Debt Code for each transaction along with the relevant Comments and Date and Time details.

The new Bad Debt Write-off option allows you select transactions that are to be written off. No partial allocation will be possible; transactions can only be written-off as they stand. You can mark transactions as being eligible for the recovery of VAT. If so, the original VAT General Ledger postings will be reversed and, if appropriate, any VAT Register postings will be reversed using the original VAT protocol number.

The Accounts Receivable Journal Audit Trail will now have the option of printing only the details of Write-off Journals and will include details of any VAT recovered.

The Sales VAT Register report and VAT Register Report will include any recovered VAT as negative values. Note that the VAT functionality is dependent on project DA0370 (Generic Tax) being licensed.

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Technical Data

*You must read the Implementation section before attempting to install this project*

This section details important information relating to the installation of this project. If you require any further assistance please contact Customer Support.

Implementation - Existing Sites And/Or Existing Data

Licensing

• Project DA1168 (Enhanced Bad Debt Management) must be licensed for it to become available. • Note that the VAT functionality is dependent on project DA0370 (Generic Tax) being licensed.

System Keys

The system keys listed in the System Keys section need to be set up as described.

Data Dictionary Changes

The additional data required for this project is stored in new tables which are detailed in Data Dictionary Changes

The files can be created by running the Create New Project Files application and specifying a project code of

DA1168.

Options

The following options have been added:

Forms Changes

The forms listed in Forms Changes have been added with unsuspended fields:

Suspended Fields

The fields listed in the Suspended Fields section need to be unsuspended:

Conversions

Not applicable.

Definition of Terms

Not applicable.

Module Option Description Command

ce ce_sldbt_debt_mnt Doubtful Debt Maintenance cenacode 085 sl sl_change_status Account Status Change slchange sl sl_change_aud Account Status Change Audit Trail slchgaud sl sl_write_off Bad Debt Write-off sljrn W

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Implementation - New Line 500/Sage 1000 Installations With New Data

Licensing

• Project DA1168 (Enhanced Bad Debt Management) must be licensed for it to become available. • Note that the VAT functionality is dependent on project DA0370 (Generic Tax) being licensed.

System Keys

The system keys listed in the System Keys section need to be set up as described.

Options

Not applicable.

Suspended Fields

The fields listed in the Suspended Fields section need to be unsuspended:

Definition of Terms

Not applicable.

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System Keys

Data Dictionary Changes

Accounts Receivable

Change Status Audit Trail File (sl_change_aud, slchgaudm)

Description Value Used By

SLBADDEBT This system key controls the bad debt management functionality.

MARK - enables a range of selected sales items to be marked with a given dispute code. UPDATE - allows both the marking and the changing of the control accounts of selected sales items.

<blank> MARK UPDATE

Accounts Receivable Account Status

SLCHGPOST Set this system key to NO before starting live operations in Accounts Receivable. Thereafter, it is automatically set to YES whenever an account has its status changed and back to NO whenever the corresponding audit trail is produced.

YES NO

Accounts Receivable Account Status Change

Accounts Receivable Account Status Change Audit Trail Accounts Receivable Period End

Column Type Array Key Reference Values Notes

customer Char (8) 1 Customer code

item_no Char (12) 1 Item number

account_type Char (4) Account type

short_name Char (4) Short name

user Char (11) User

date Date Date

time Char (9) Time

dispute_code Char (11) Dispute code

dispute_date Date Dispute date

dispute_time Char (9) Dispute time dispute_comment Char (31) 5 Dispute comments doubt_code Char (11) Doubtful debt code doubt_date Date Doubtful debt date doubt_time Char (9) Doubtful debt time doubt_comment Char (31) 5 Doubtful debt comments effective_date Date Effective date gl_account Char (18) 10 G/L account

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Journal Extension File (sl_journal_ext, sljrnxm)

AR Item Document Extension File (sales_item_dc, slitemdcm)

batch Char (6) 1 Batch number customer Char(8) 1 Customer code item Char(10) 1 Item number page_no Char(6) 1 Page number journal_type Char(6) Journal type

recover_vat Char(2) Recover VAT? Y / N Journal header

recover_vat_sel Char(2) 31 Recover VAT? Y / N Journal detail lines (31 per journal page)

customer Char(8) 1 Customer code

item Char(10) 1 Item number

document_number Char(20) Document number doubt_debt_code Char(10) Doubtful debt code doubt_debt_date Date Doubtful debt date doubt_debt_time Char(8) Doubtful debt time doubt_debt_comments Char(30) 5 Doubtful debt comments

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Forms Changes

The following forms have been added:

The following fields have been added to existing forms and are NOT suspended:

Module Application Form

sl change_status customer_entry open_item_detail dispute_entry totals print_form1 print_form2 sys_form change_status_aud range_entry print_form sys_form

Module Application Form Subform Field

sl journal_entry detail detail recover_vat automatic_allocation detail recover_vat_sel sys_form delete_head journal_pr

new_batch journal_pr change_item journal_pr

journal_audit main write_off_only

recover_vat print_form vat_details vat_code

vat_register vat_protocol vat_amount

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Suspended Fields

The following fields need to be unsuspended:

Module Application Form(s) Subform(s) Field(s)

sl open_item_enquiry open_item_detail detail * control_account dispute_code dbtful_debt_code open_item_detail2 detail * control_account

dispute_code dbtful_debt_code open_item_detail3 detail * control_account

dispute_code dbtful_debt_code open_item_detail4 detail * control_account

dispute_code dbtful_debt_code unposted_detail detail * control_account

dispute_code dbtful_debt_code unposted_detail2 detail * control_account

dispute_code dbtful_debt_code print_form detail_line2 control_account

dispute_code dbtful_debt_code open_item_list print_form detail_line2 control_account

dispute_code dbtful_debt_code

Note When unsuspending fields on scrollable subforms, such as these, the Character client and Universal Client forms will need manual rearranging to ensure that all columns are displayed correctly and in the right order. Please refer to the Forms Designer Guide for further details.