Create a process to write off bad debt
There presently is no defined way to write off a bad debt. If someone owes money and is no longer a member they can be archived but their bad debt remains in accounts receivable. Our solution to keep A/R in check is to create a tender called Bad Debt and then apply that as a payment. Though that works it falsely inflates payments received reports which treats it like money that came in. Soooo, need something like a system created bad debt tender that by default does not show up financial reports as a payment but as what it really is - a write off.
consider also voting for “credit memos” – http://forums.wildapricot.com/forums/308932-wishlist/suggestions/8827036
We are only one year into using WA and already I see this as a major headache. We have so many unpaid invoices that will need to be hand deleted. This is going to take a ton of man hours from year to year without a bulk delete. Hope this rises to the top of the wish list.
Agreed that some way of bulk adding and/or changing invoices is very desirable. One use case for my club is that we regularly go to weekend tournaments, where we organise member's accommodation. Usually we provide a rough idea of price and finalise it after everyone has signed up for the tournament, so we will need to change the price for each person that has signed up, for each tournament throughout the year.
Monique Jenkins commented
I would like to see this option but more importantly, the option to edit invoices in mass electronically. As a first time user of the system, we forgot to update our membership fee on the website before the reminder email went out so now we have over 200 invoices out with the wrong membership renewal fee on them. Definitely would be helpful to be able to change those and resend in mass instead of manually changing each one!!
Ed T commented
Though I suppose from an accounting point of view a write off is a credit I think there is a lot to be said for treating them as separate entities. In reports I would prefer to see a separate line item of cumulative bad debts shown. Also as noted by others it would be helpful to have it clear in someone's individual account that the "credit" was issued for the purpose of writing off a bad debt.
AdminEvgeny Zaritovskiy (VP Technology of Wild Apricot by Personify, Wild Apricot by Personify) commented
We have a request on credit memos - see http://forums.wildapricot.com/forums/308932-wishlist/suggestions/8827036-credit-memo-for-invoice
Can we consider them together or bad debt should be a separate type (for example, from taxation point of view)? I believe, we can, but would be great to hear your comments.
This topic is important to our group as well. When the invoice is deleted there is no evidence of the unpaid bills on the individual's account. We would also like to remove the 'bad debt' from the aging receivables but keep track of potential chronic 'non-payers'. Thanks
Evgeny Zaritovskiy commented
Ideally, you should not delete invoices, but rather issue credit notes on them. This way you have financial trail and reasons. We do not have credit notes yet - this is another thread - but as soon as we have, we will also have to add ability to bulk record credit notes.
I to have come across a bulk invoice suggestion, but in my case it is a need for a bulk delete. Although mine is a 1 off situation (we had not set up a "delete invoice if not paid by X amount of days", and we now have 562 outstanding, but now irrelevant invoices showing on people's accounts. This bulk delete, for me, would work by searching all, filtering by unpaid, and then by date range.