There are three options for writing off the balance of a partially paid Accounts Payable invoice.

• To retain the original invoice records, choose option I to enter a credit write-off invoice.
• If you do not want to enter a credit invoice, but still want an audit trail, choose Option II to enter credit write-off distributions on the original invoice.
• To write-off the original invoice using the original expense accounts, choose Option III.

Note: If your invoice contains retainage, refer to article ID 17501 DocLink: How do I remove or reduce retainage held on an Accounts Payable invoice or commitment for retainage that no longer needs to be paid?

Option I: Enter a credit invoice for the amount you want to write off. Select and pay the credit invoice and original invoice together with a zero check

1. From the Tasks menu, select Enter Invoices.
2. Enter and post a credit invoice with the appropriate amounts that you want to write off. Enter the appropriate Job Cost, Property Management, or General Ledger information. For example: You have an invoice for $100. You have paid $80 and want to not pay and write off the remaining $20. You would enter and post an invoice with an amount of -$20.
3. Select and pay both the original invoice and the credit invoice together with printed or manual check or as an EFT for a zero amount.

Option II: Change the original invoice and then pay it with a zero check

1. From the Tasks menu, select Change Invoices.
2. Type your invoice ID or click List to select your invoice.
3. Change the invoice amount to a new reduced balance. Reduce the original invoice amount by the amount that you want to write off. For example, you have an invoice for $100. You have paid $80 and want to not pay and write off the remaining $20. You would reduce the amount of the invoice from $100 to $80.
   • Note: Invoice changes post to the accounting date of the invoice. If that period is closed and you do not want to post any entries to the original accounting date of the invoice, change the accounting date of the invoice to your current period. After you accept your invoice changes in Change Invoices, you can select the accounting date of the reversing entries. Select the New accounting date.
4. Add a line of distribution with the amount you want to write off as a negative amount. Enter the appropriate Job Cost, Property Management, or General Ledger information. To continue the previous example, you would add a line of distribution for -$20.
5. Accept and post the invoice changes in any interfacing applications.
6. Select and pay the invoice with a printed or manual check or as an EFT for a zero amount.

Option III: Change the original invoice

1. From the Tasks menu, select Change Invoices.
2. Type your invoice number or click List to select your invoice.
3. Change the invoice amount to the new reduced amount. Reduce the original invoice amount by the amount that you want to write off. For example, you have an invoice for $100. You have paid $80 and want to not pay and write off the remaining $20. You would reduce the amount of the invoice from $100 to $80.
   • Note: Invoice changes post to the accounting date of the invoice. If that period is closed and you do not want to post any entries to the original accounting date of the invoice, change the accounting date of the invoice to your current period. After you accept your invoice changes in Change Invoices, you can select the accounting date of the reversing entries. Select the New accounting date.
4. Change the distribution amounts to the new reduced amount. Reduce the original invoice amount by the amount that you want to write off. To continue the previous example, you would also reduce the amount of your distributions so they sum up to $80.
5. Accept and post the invoice changes in any interfacing applications.