Bulk Transfer Invoices

Bulk Transfer To Another Client

User can navigate to the menu Invoices -> Bulk Transfer Invoices to Another Client, enter a “Transfer From” client from the drop-down menu and view all invoices for this client. Then user can select one or multiple or all invoices by checking the boxes. Then user chooses to transfer the invoices to another client or another agency by selecting the respective button. The system will prompt you then to choose the new client, the reason of the transfer and the financial period to attach to the invoices.

Bulk Transfer to a Collection Agency

User can navigate to the menu Invoices -> Bulk Transfer Invoices to a Collection Agency, enter a “Transfer From” client from the drop-down menu and view all invoices for this client. Then user can select one or multiple or all invoices by checking the boxes. Then user chooses to transfer the invoices. The system will prompt you then to choose the transfer to account, the reason for the transfer and the financial period to attach to the invoices.

Only Accounts that are listed as a Collection Agency will be available in the dropdown list here. Create a collection agency by navigating to Customers -> Name/Address Maintenance and clicking the + to create a new account. The New Record type field includes the "collection agency" record type.

Transfer Invoices for Multiple Customers to Collection Agency

A similar screen exists already for transfering multiple invoices for a single account to a collection agency. Now we have another menu which will allow for multiple invoices AND multiple accounts to be sent for collection

1. Navigate to A/R Module and Invoices -> Transfer Invoices to Multiple Customers to Collection Agency

2. Select desired Credit Control Status from the dropdown

3. Click Get Invoices

4. All Customers in that Credit Control Status will be displayed. Click the top checkbox in the grid to select all invoices for all customers, or pick and choose specific customers and invoices in the grid and check individual checkboxes

5. Click option Transfer to a Collection Agency

1. In the popup, fill in appropriate info

   1. Transfer to: Select a collection Agency from the dropdown.

   2. Financial Period: Defaults to current financial period, but can change to another period that is open in A/R

   3. Using Date: Defaults to today's date, but can also use the original invoice date. This selection only affects the "Invoice Date" field. The G/L Posting will still be "today" as will the entry date. The Due date remains the original invoice due date as well. So if looking at aging by due date on a collection agency, their aging will always be old. But if Today is used for the date to use, then their aging by Invoice Date will display the days it has aged in collection.

   4. Reason: Fill in any desired notes. The notes will display on the orgininal account in a column on the Transferred Invoices tab (On Accounting Tab of Account Overview screen). It will also display on both the original invoice and the new invoice if the user clicks on the invoice ID. It is in the "Other Details" shutter

      
   5. In the bottom section, update customer details. For each distinct account, there will be a separate row where account by account, the user can choose if they should update the credit control status to something else, update the prepay required flag, and/or update the credit limit.

2. Click Save and the transactions will process and the invoice will be sent to the collection agency account.

Bad Debt Indicator on customer account

There is an indicator on a customer record if they have invoices which have been transferred to a collection agency (either manually or using the bulk functions) AND have not been recovered by the collection agency

When the written off invoice has been paid (via cash receipts payment by check batch), the user will be prompted during cash receipts if they would like to remove the bad debt indicator on the customer account:

Depending on Group Security (A/R) a user may also be able to remove the Bad Debt Flag manually in Name Maintenance.

G/L Implications of transferring to a collection agency

If using the Bulk Transfer, or transferring a single invoice from the edit menu on an invoice, there are G/L transactions happening in the background. The user will see a popup requesting to select the collection agency to transfer to and the financial period to post to:

On Save, the user will see that there is a credit completed (for the original invoice) and a new invoice ID is created. (It is the same invoice ID as the original, with a T on the end for the transferred invoice and a C on the end for the credit)

The credit invoice will apply a credit to the A/R and a Debit to the Write off Expense account:

The transfer invoice will reference the G/L code of the write-off above, but there isn't a separate G/L specific to this unless it is collected:

Upon collection by the collection agency, the payment received will be a Debit to Cash and a credit to the write-off G/L: