In this article I am going to show you how using Transfer Desk functionality you can automate the process of writing-off small amounts from customer accounts. The same process can be used for P&L account month or year end closure for example.

In this scenario we want to write-off small amount balances on a range of customer accounts.
Accounts:  from  10000 to  11000
Ledger code: A - Actuals
Posting period: 2/2000
The logic of this process is the following:
1. First we need to find the balance on an account
2. Take this balance amount reverse its sigh (from debit to credit)
3. Post the reversal transaction on a debtor account as credit and debit to a write-off account.
We will use the following functions from the transfer desk suite:
TXD - Transformation Designer
TPD - Transfer Profile Designer
and TD - Transfer Desk to actually run the process.
Part I.
TXD - Transformation Designer
In this function we need to create a transformation designer that copies ledger to ledger one-to-one but reverse the debit/credit marker.
Run this function and create a new transformation profile "Debit Credit" as shown on the picture.
Click here to see the screenshot
As you can see your source ledger is mapped one to one to target ledger.
If you go to advanced view by clicking button circled in red you will see the profile in advanced textual view.

Copy and past the profile text from the Appendix A and go back to the simple view by clicking the same button.
Now if you scroll down and find on the right hand column <DebitCredit>  you will see that it's mapped to the function called rvrsedebcred in the left source column.
Please note that all the other fields are map one-to-one, i.e. currency code to currency code, account to account and so on. Which is logical, because we want to change only debit credit marker on exported balances.
If you click the button "Define functions..." you will be able to see the body of the function, which reads like this:
Click here to see the screenshot
{
if (DbtCdt == "D")
{
return "C";
}
return "D"
}
DbtCdt is the function input parameter which the function gets when it's called.
To see what the function expects as input parameters select the function name in the source column and press the assist button to the right.  The function parameter form will be displayed.
Click here to see the screenshot
Our function has only one parameter "DbtCdt", this is the field, meaning the data will be taken from the ledger and the value is DebitCredit field.
You can ask how is that possible that I have this function and all the mapping. And the answer is simply, you just copy/paste the entire transformation profile with all mapping and functions from the one in appendix A.
Save your profile and exit transformation designer.
Part II.
Now we are going to create a transfer profile using TPD - Transfer Profile Designer.
Start it and create a new profile "Write Off". Create it as it shown on this picture.
Click here to see the screenshot
In this profile we use consolidation and filter to extract only a range of accounts and summarize the transactions.
Click consolidation button and enter the consolidation details as per this picture. In this example we consolidate by account and summarize by base amount.
Click here to see the screenshot
Check "Overridable" to be able to change these parameters during the runtime in TD.
The next important setting is "Credit debit scenario", select "Sum credits and debits together". That will produce total summarized amount of all debits and credits.
The next thing that needs to be setup is a filter. Click the filter designer button, enable the filter by selecting "Filter Enable" Click here to see the screenshot
and create a filter as shown on the screenshots below.
Click here to see the screenshot
The filter we are going to use takes a range of accounts from 10000 to 11000 and accounting period from 11/1917 to 12/2007. This period will ensure that the balance of accounts is taken.
Another important thing to remember is Transformation drop-down box at the bottom of the form. Choose the "DebitCredit" transformation profile that we created in the Part I.
Enter all other details like journal type, business unit, ledger (in our case it's ledger A), suspense account etc.
Save your profile and exit TPD.
Part III.
In this part we are going to run TD - Transfer Desk to post write-off transactions.
Select your transfer profile "Write Off" and enter the details as shown on the picture.
Click here to see the screenshot
Enter 002/2000 as the default posting period. All the other parameters will be taken by default from the profile in TPD - Transfer Profile Designer, you can always amend them. For example you can change the business unit code or the ledger code.
Click Run. The system will shows the information message that your profile has a filter and if you want to edit it (see picture below):

Click yes, and you will be taken into filter designer window, click no and upload will continue.
After the successful posting you will the information window of how many lines have been posted into the ledger.

You have successfully performed a write-off