You can use this task to write off outstanding debit or credit balances that you will not collect from or pay to the agency.
Note
Before writing off a subsidy balance, in Charge Type Setup, the Writeoff General Ledger account number must be assigned to all charge types that you want to write off.
This task is available for HAP Subsidy receivables that are greater than six months old.
To write off a subsidy balance, follow these steps:
1. Go to Household Detail > Accounting Tab > Subsidy Tab.
2. In the Open Items section, highlight the balance that you want to write off.
3. Go to Tasks > Writeoff Selected Subsidy Balance.
4. The following fields are populated by the system and cannot be modified:
▪ Due Date—Displays the date on which the balance was due.
▪ Amount Due—Displays the amount of the balance.
▪ Community—Displays the community.
▪ Apt. Nbr.—Displays the apartment number
▪ Receivable Type—Displays the receivable type.
Note
The GL accounts for write-offs of the receivable type are displayed beneath the Amount field.
5. Review or complete the following fields:
▪ Charge Date—Defaults to the current date. You can enter or select a different date. You cannot enter a future charge date.
▪ Amount—Defaults to the full amount of the selected item. The amount is shown as a credit. You can change the amount if you want to write off a portion of the balance.
Note
If the open subsidy item you are writing off has a credit balance, the amount in the Amount field displays as a positive balance and cannot be modified.
You cannot write-off a credit balance. You must use the Apply Credits task first, and then write off the remaining balance.
▪ Note—Indicates that the item is a write-off. You can edit the note.
6. Click Finished. The write-off event appears in Event History, and the subsidy balance no longer appears as an open item.