Set-Off Header

Customer

The selection of the outstanding receivables to the customers should be restricted by a specific customer. If the field is left empty, the receivables of all the 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 the outstanding receivables of the selected customer.

Department

The Department, for which you want to set-off a receivable to the customer.

Cost Ctr.

The cost center for which you want to set-off a receivable to the customer.

Account

You enter the receivables account from which you prepare a set-off.

When including the receivables accounts with the help of the 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 the accounts in the chart of accounts are changed, this field is not refreshed since the search function does not enable wildcard characters.

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 the receivable or the payable have to be equivalent.
If the field is left empty then the items shall be closed in the primary currency from the parameters. 

warning It is not possible to set-off receivables or payables in different currencies.

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)

Supplier

The selection of the outstanding payables to the suppliers should be restricted by a specific subject. If the field is left empty, the payables to all the 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

The Department, for which you want to set-off a payable to supplier.

Cost Ctr.

Cost Ctr. for which you want to set payable to the supplier.

Account

You enter the payables account for which you are preparing a set-off.

When including the payables accounts with the help of the 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 the outstanding items. In case the accounts of the chart of accounts are changed this field is not refreshed since the search function does not enable wildcard characters. You enter the payables account for which the set-off is prepared..

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 the 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 the 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 the monitoring of the set-offs in progress (payables)

Status

You can select which documents you want to set-off:

• All – all the documents including those closed
• Open – only the open documents (default value)

Created On

You enter the set-off creation date. The default value is the current date.

Due 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 the due date.

Number

The number is unique and it is created automatically. It cannot be modified.

Status

Status:

• In preparation
• Posted
• Confirmed
• Rejected
• Reversed

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

The clerk that created the set-off. By default this is the user who is currently logged in.

Posting Type

Here you select a posting type, and you can choose between:

• Create – by choosing this option you can create a new posting of set-off to the journal entry
• Append – by choosing this option you can append the posting of set-off to the already existing journal entry

Doc. Type

We can select a document type for posting with which the journal entry is to be created. This can be present in the Document Type for set-off.

Target Date

We can select the period date for the journal entry.

Posting date

We can select the posting date for the journal entry.

Initiator

In this field you select the initiator. You can choose between:

• Our company
• Buyer
• Supplier

External ID

This field is used for various integrations with another provider. For example, in SI for ZZI.

Note

In the Note field of the items to be posted you can enter any additional text.

Due by

Here, you can select the due date.

Set-Off Date

You can select the set-off date. This functions only if the switch Fill In Due Date when Posting is marked. Entered set-off date will result in Due Date filled in journal entry. Without the switcher turned on that field would be empty.

Transfer Together

The switch Transfer Together is shown when the option Close outstanding items by departments and cost center in Settings | Program | Administration Panel in the panel Settings | Financials | Posting is turned on.

Fill In Due Date when Posting marked

Marked option will fill in the due date to the set-off entries. Without this set, the due date will stay empty at set-off entries and such posting will not close the invoices. Receivables and payables are closed when the set-off is confirmed.

Copy Notes from Journal Entry Line

Marked option copies notes from the receivables and the payables entries to the set-off entries.

Outst. Amount Only

If the checkbox is checked, the documents which are linked with the same Linked Doc. will be visible in one line as a sum amount.

Open Balance

The balance of all the receivables and the payables.

Balance

The balance of the receivables and the payables selected to be set-off.

Select

After you enter the information about the customer, the supplier, and the accounts, you display the list of outstanding receivables and payables by clicking this button.

warning The data on outstanding receivables/payables are taken from the journal entry items to be posted!

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 the receivables and at the same time on the side of the payables, there exists some unlinked payment 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 the outstanding items in the manual for closing outstanding items.

That is why the program, in case there are some outstanding payments, helps to find such items by displaying the message window IRIS:

• If there is an outstanding receivable or payable: 4116 There is still an outstanding payment on account (xx) for subject (yy)!
• If there are both the outstanding receivable as well as the payable: 4554 There are still outstanding payments on accounts to be set-off!

Balance

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 you do not refresh the information on outstanding receivables and payables. When the report of set-off is made and the set-off is posted you can click the Select button to find additional outstanding items. 

Close/post

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 the help of a wildcard characters, then the program returns a message: You are not allowed to post to account XXX!

WARNING By posting set-off changes to payment orders are made, if they have been created at all. The 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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