Set-off Header
By the newly created set-off default values from the document type register of set-off are entered in the header. You can change or modify them.
Customer and Supplier can be different and than we talk about multilateral set-off (chain compensation).
The switch Transfer Together 
is shown when option Close outstanding items by departments and cost centers 
in Administration Panel is turned on.
You can also use the function key F2 and the Esc key with set-offs:
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It cancels entering and discards all changes made to the record that have not been saved yet.
The program asks you to confirm the operation (see Do you omit changes?).
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The key proves useful when you lose yourself in the various program functions and do not know how to proceed. |
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See Taskbar for a general description of its functions. |
OUTSTANDING RECEIVABLES TO CUSTOMERS
| Customer |
The selection of outstanding receivables to customers should be restricted by a specific customer. If the field is left empty, receivables of all customer in the selected account are selected automatically. |
| (Checkbox) |
This checkbox is selected if you want the program to find information about the amounts of outstadnig receivables of the selected customer. |
| Department |
Department, for which you want to set-off a receivable to customer. |
| Cost Ctr. |
Cost Center for which you want to set-off receivable to the customer. |
| Account |
You enter receivables account from which you prepare a set-off.
When including receivables accounts with the help of wildcard characters (e.g. 12%, 120[1,2,3]7 or 1200;1201;1206;), those receivables accounts of set-offs in progress are not considered, if these are specified in the header of the prepared set-off where you want to include outstanding items.
In case accounts in the chart of accounts are changed this field is not refreshed since the search function does not enabled wildcard characters.
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| Currency |
The list of receivables/payables may be restricted by a specific currency (local or foreign). If it is a foreign currency account you may set-off receivables and payables in the local or foreign currency. But both the currency and receivable or payable have to be equivalent.
If the field is left empty then the items shall be closed in the primary currency from the parameters.
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It is not possible to set-off receivables or payables in different currencies. |
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| Account for set-offs in progress |
You enter the account for monitoring of set-offs in progress (receivables). |
| Status |
You can select which documents you want to set-off:
- All – all documents including those closed
- Open – only open documents (default value)
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OUTSTANDING PAYABLES TO SUPPLIERS
| Supplier |
The selection of outstanding payables to suppliers should be restricted by a specific subject. If the field is left empty, the payables to all suppliers of the selected account shall be selected automatically. |
| (Checkbox) |
This checkbox is selected if you want the program to find information about amounts of outstanding payables. |
| Department |
Department, for which you want to set-off payable to supplier. |
| Cost Ctr. |
Cost Ctr. for which you want to set payable to supplier. |
| Account |
You enter payables account for which you are preparing a set-off.
When including payables accounts with the help of wildcard characters (e.g. 22%, 220[1,2,3]7 or 2200;2201;2206;), those payables accounts with set-offs in progress are not considered if these have been specified in the prepared set-off header where you want to include outstanding items. In case accounts of chart of accounts are changed this field is not refreshed since the search function is not enabled with wildcard characters.You enter payables account for which the set-off is prepared..
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| Due date to |
You enter the end due date, including to which you want to find out the balance of outstanding items. |
| Currency |
The list of receivables/payables may be restricted by a specific currency (local or foreign). If it is a foreign currency account you may set-off receivables and payables in the local or foreign currency. But both the currency and receivable or payable have to be equivalent!
If the field is left empty then the items shall be closed in the primary currency from the parameters . |
| Account for set-offs in progress |
You enter the account for monitoring of set-offs in progress (payables) |
| Status |
You can select which documents you want to set-off:
- All – all documents including those closed
- Open – only open documents (default value)
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DOCUMENT INFORMATION
| Creation date |
You enter the set-off creation date. The default value this is the current date. |
| Set-off date |
By default this is the current date. Before confirming the set-off you enter the set-off date that appears in the journal entry item of due date. |
| ID |
The ID is unique and it is created automatically. It cannot be modified. |
| Status |
Status:
- In preparation
- Posted
- Confirmed
- Rejected
- Reversed
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| Blank |
The Blank set-off checkbox, (the selected Blank checkbox, deselected – default setting).
The balance remains unchanged. The amounts of outstanding items for reconciliation are conformed to the balance. |
| Clerk |
Clerk that created the set-off. By default this is the user who is currently logged on. |
JOURNAL ENTRY CREATION
(for a detailed treatment of data see General information about journal entry )
| Doc. Type |
We can select a document type for posting with which the journal entry is to be created. This can be preset in Document Type for set-off. |
| Target Date |
We can select the period date for journal entry. |
| Posting date |
We can select the posting date for journal entry. |
| "Link" |
Consecutive numbers are automatically assigned to set-offs according to the data on th number of set-off from the program parameters and it appears in the Document (Linked document) field of the post to the set-off account in progress. In front of this automatically generated consecutive number you can put any text you want (default: KOMP) |
| Note |
In the Note field of the items to be posted you can enter any additional text. |
| Due by |
We can select due date. |
| Set-Off Date |
We can select set-off date. This is in function only with switch  marked. Entered set-off date will result in Due Date filled in journal entry. Without switcher turned on that field would be empty. |
| Append |
You can append the posting of set-off to the already existing journal entry. |
| Open Balance |
The balance of all receivables and payables. |
| Balance |
The balance of receivables and payables selected to be set-off. |
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Select
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After you enter the information on customer, supplier and accounts you display the list of outstanding receivables and payables by clicking this button.
When the program finds the information on outstanding receivables and payables to be set-off (only with the status Open), it verifies whether for the selected subject and account on the side of receivables and at the same time on the side of payables if there exists some unlinked payemnt with which you could entirely or partially close receivables and payables. Closing in this way lowers the balance of available receivables and payables to be set-off. You can see everything in the outstanding items report or in the overview of outstanding items in the manual closing of outstanding items.
That is why the program in case there remain some outstanding payments helps to find such items by displaying message window IRIS:
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Balance
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When the amounts of receivable and payable to be set-off are not equivalent the set-off amounts of receivable and payable shall be made equal to the lower selected amount by clicking the Balance button.
the same operation is performed also by clicking the Report button, enabling the report for the set-off in preparation - the amounts of set-off receivable and payable have to be equivalent also in the report.
By clicking this button you do not refresh the information on outstanding receivables and payables. When the report of set-off is made and the set-off posted you can click the Select button to find additional outstanding items.
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Close/post
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It launches a posting of set-off.
If you have not selected any transactions to be closed, a journal entry is not created and the program warns you about this by returning a message (see No records to be posted!).
Before the actual posting validations are made to every single journal entry item according to the required validation of the chart of accounts (see Errors in controls of chart of accounts).
In case that you have selected an account in the set-off header with help of wildcard characters, then the program returns a message: You are not allowed to post to account XXX!
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By posting of set-off changes to payment orders are made, if they have been created at all. Validation of payment orders is not performed, if you have posted the set-off and then created payment orders for created documents. |
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Confirms |
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Rejects |
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By clicking it you can create a set-off breakdown. |