Apply penalties—Accounts Receivable

When you apply a late fee to a customer AR sales invoice, Intacct automatically creates and posts an AR adjustment. You can then view, edit, print, or email the adjustment to the customer as needed.

Select AR sales invoices to apply penalties

1. Go to Accounts Receivable > All > Payments > Penalties.
2. You have two options:
   • To see all overdue AR sales invoices to apply penalties, sorted by due date, select View.
   • To narrow the range of AR sales invoices that Intacct displays, set filter options as needed and then select View.

     For more information on setting filter options, see Set filter options below.

   Intacct displays a list of overdue AR sales invoices. You can scroll through the list using the scroll bar to the right of the list.

   The header bar shows you how many AR sales invoices were found that meet your filter criteria. To change your filter options and revise the list of AR sales invoices displayed, select Filter.
3. Set Penalty options to their appropriate values.

   These settings apply to all the AR sales invoices you select for applying penalties at this time:

   1. Description for penalty document: When you apply penalties, Intacct creates an adjustment within a summary named PENALTIES. The adjustment documents have a Description field. Intacct uses the text that you enter here for the Description field in the adjustment. The default is Penalty, but you could change that description describe the penalty more closely, for example Late fee. The description also appears on the printed adjustment.
   2. Calculate penalty by: Choose whether to calculate the amount of the penalty based on the amount of the AR sales invoice or the amount due.

      1. Select AR sales invoice amount to penalize the entire AR sales invoice amount.

         If an AR sales invoice amount is zero, it will not appear as available to penalize. Because the amount is zero, the calculated penalty would also be zero.

      2. Select Amount due to penalize just the remaining amount due when the customer has partially paid the AR sales invoice.

         For example, suppose you have an AR sales invoice of R100, and the customer has paid R75 leaving an amount due of R25. You can penalize the entire AR sales invoice of R100 or only the amount due of R25.

Set filter options

Setting filter options enables you to narrow the focus to only those AR sales invoices you want to apply penalties to. The resulting filtered list appears in the Select AR sales invoices to Apply Penalties page, which appears after you select View.

1. You can filter for a range of customer AR sales invoices in From customer and To customer.

   Select a beginning and ending customer respectively. The dropdown lists customer range in order by ID #.

2. Set additional filters in the Additional filters section:
   • Use these filters to target specific eligible AR sales invoices. For example, you could find all AR sales invoices with a total due of more than R1,000. Or, you could filter that list further by specifying a customer with AR sales invoices where the due amount is R1,000 or more.
   • To filter AR sales invoices based on a customer name, customer ID, AR sales invoice amount, or total due: Select Customer, Customer ID, AR sales invoice amount, or Total due from their respective dropdown lists, in the order that you want them filtered by and sorted.

     For each additional filter, select an operator likes equals or greater than, then enter the value you want to filter by in the text box.

3. Use Format to control sort order and the number of filtered records per page.

   By default, Intacct sorts AP supplier invoices by customer. To sort by another option in the Sort by dropdown list, select it.

4. When you are done filtering, select View.

   The Select AR sales invoices to Apply Penalties page appears, where you can set which penalties you want to apply.

5. Find the AR sales invoice you want to apply penalties to and select the Penalize checkbox beside it.
6. Select Save.

Apply the penalty and view the adjustment

On the Select AR sales invoices to Apply Penalties page, select one or more customer AR sales invoices to apply a penalty to, and select Save. Based on the associated terms, Intacct creates a summary adjustment to account for the penalty. You can then view, edit, or print the adjustment as needed.

1. Go to Accounts Receivable > All > Payments > Adjustments.
2. Find the row with the appropriate adjustment.
   Penalty adjustments are easy to find in the list because they have a Summary title PENALTIES - <timestamp>. The timestamp is a combination of the date and time that the penalty was applied, for example, PENALTIES - 09/28/15 16:32:42.
3. Select Edit, View, or Print as needed.

   For example, if you want to send a copy of the adjustment to the customer, select Print.

   Intacct creates a PDF of the adjustment, which you can then save, and attach to a customer email.