Apply Offsets

The Offsets feature is used to manually apply an original invoice against a reversal invoice. Doing so causes the invoices to be closed, and thus will not display as an open item on your account.

1. On the Company/Payables menu, click Apply OffSets.

2. In the Select Batch dialog box, use the following buttons to manage batches.
   1. OK – Select or edit an existing batch
   2. Cancel – Close the Select Batch window
   3. New – Enter a new voucher batch
   4. Print/Post – Print or post the batch
   5. Reassign – Assign the batch to another person
3. Click New to create a new offset batch.

4. In Offsets/Matchups, use the features and fields described in the following table to manage the batch.

Field/Feature	Function
Date	Populates with the current date and may be modified
Period	Populates with the current accounting period and may be modified
Off-set Total	The total of the batch
Division/Entity	Entity affected by the batch
Batch	System generated description of the batch; may be modified
Close	Save and close the batch for use at a later time
Add Offset	Add an offset to the batch
Delete Offset	Delete the highlight offset
Database navigation arrows	Move between previous and next payment entries within the batch.
Print Journal	Print the memo report journal
Post Batch	Post the batch
Kill Batch	Cancel the batch

5. Click Add Offset.
6. Click the magnifying glass button to select a client ID.
7. Click Select Invoice.

8. Use the features and fields described in the table below to manage invoices.

Field/Feature	Function
Available Invoices tab	Displays invoices available for selection and addition to this payment batch.
Database navigation arrows	Scrolls between previous and next payment entries within this batch.
Search field	Used to search for a particular invoice. Choose search parameters of: Invoice ID Policy ID Named Insured Quote ID Date
Change ID	Used to change the ID to that of another company.
Pay In Full	If not selected the amount field on the Applied Invoices tab displays zero, alerting you to enter the amount to be applied to the invoice. If selected, the amount field on the Applied Invoices tab displays the open balance of the invoice and applies to all selected invoices.
Select Only Paid	Not currently used.
Apply	Causes the selected invoices to be displayed on the Applied Invoices tab for application.
Select	Used to individually select invoices for application.
Unselect	Used to clear the selection of the selected invoice.
Show Paid	If Yes, displays all paid and unpaid invoices in the grid for selection. If No, only unpaid invoices are displayed for selection.
Show Pending	If Yes, displays all invoices for selection, including those that may have already been selected in another batch. If No, only those invoices that are unpaid (or not selected in another batch) are displayed for selection.
Selected Invoices fields	Fields display the payment total, total of invoices selected and revised total (difference between the payment total and total of invoices selected).
Invoice Detail tab	Displays information pertaining to the history of this invoice and policy in both the AIM and AIM Accounting systems.

9. Select all offsetting invoices, and then click Apply.
10. Click Add Off-Set to add additional invoices to offset, if applicable.
11. Click Print Jrnl.
12. In the Offset Batch dialog box, use the buttons described below to manage viewing and printing of the batch.
    1. View – View the journal on screen
    2. Print – Print the journal
    3. Setup – Change the printer set up
    4. Exit – Exit Offset Batch dialog box
    5. Cancel – Cancel printing of the journal
13. Click Post Batch.

See Also