Removing Transactions

To keep your system running at an optimum, and clean up small uncollectable balances, you can opt to write off transactions on a regular basis (monthly, quarterly, or yearly). If you have Yes selected in the Automatic Transaction Removal field on Customer (AR10.1), you are allowed to "remove" transactions. This program does not purge transactions, rather it writes them off to a zero balance. In this procedure, you will learn how to automatically remove transactions.

To remove transactions

  1. Run Automatic Transaction Removal (AR135).
    Note: If you leave the Currency Code field blank, transactions in all currencies are eligible for removal. All amounts that you add are treated as company base-currency amounts. Whether you type or select a currency code, all amounts that you add are treated as transaction amounts.
  2. Fill out the form to write off the transactions desired for the customer, transaction, or transaction code. Transactions with pending our unposted applications, adjustments, or reversals will be bypassed. Use the following guidelines to enter field values.
    Parameters: Open Item/ Payment Reason Code

    Select an adjustment reason code to be used in creating the write-off adjustments for the transactions selected. The code determines the GL posting account for the write-off.

    The Reason Code is required if you enter a Tran Type of Invoice, Credit, Debit, or All on the Transaction tab.

    The Payment Code is required if you enter a Tran Type of Payment or All on the Transaction tab.

    Customer Tab: Balance

    You can remove transactions within a range of customer balances. Type the beginning balance for the range.

    If you enter a balance range, you must enter both payment and open item reason codes. You can select any customer, or leave the customer field blank. You cannot enter any selection criteria on the Transaction or Transaction codes tabs.

    Transactions Tab: Tran Type

    You can select to remove types of transactions. If left blank, all types will be removed.

    Transactions Tab: Debit Type

    You can select to remove specific types of debit memos, such as, finance charges or chargebacks.

    If you select a debit memo type, you must select All or Debit Memo (plus any other types) in the Tran Type field.

    Transaction Codes tab: Currency

    You can select to remove transactions assigned to a specific currency code or a range of currency codes. Type the beginning code for the range. If you enter a currency code, all amounts will be considered to be transaction amounts.

    If you leave the currency code blank, transactions of all currencies are eligible for removal. All amounts that you enter will be considered to be base amounts.

  3. Optional. You can select to sort the report by customer, days past-due (in descending order), or open amount (in descending order).