An invoice should be written-off if the debt is genuine and due but is not recoverable after all reasonable debt collection steps have been taken.
Invoices that are not due (e.g. goods have not been delivered) should not be written-off as they require a credit memo to be raised to apply against the outstanding invoice.
If a Department wishes to write-off the balance due on a customer invoice, the reference details of the invoice, the balance due and the reason for the write-off and GL account code(s) must be put in writing using Credit Control's Write-off form. This must then be signed by the Head of Department (or delegated authority) and sent to Credit Control who will make the necessary adjustments on UFS if approved:
- Debtors up to £10,000 - Head of Department to approve write-off.
- Debtors of between £10,000 and £25,000 - Director of Finance to approve write-off.
- Debtors over £25,000 - Finance Committee to approve write-off.
Credit Control inform the Taxation Section of invoices written off that were subject to VAT, as the VAT may be reclaimable. An adjusting journal will be posted into General Ledger by the Taxation Section where applicable using the original sale's cost centre and source of funds but with a transaction code of FJNB.