If you have not been invoiced for ticket sales, after a number of years you will want to write off the tickets from your IBIS system. Please get advice from your Accountant with respect to how long you must wait before writing off uninvoiced ticket sales.


The invoicing screen is designed to pull all uninvoiced tickets through everytime it does a search for pending creditor or debtor records. Writing off expired tickets improves the speed and performance of the Invoicing screen and makes reconciling more efficient. Our recommendation is to review uninvoiced tickets at the end of each financial year.


Steps for writing off expired tickets

We recommend you follow this process after you have generated your normal invoice payment run.

  1. Open the Invoicing screen and set the Invoice date back to your preferred 'write off' date.

  2. Click the creditor tab to process all the pending account records. Once completed, highlight all the accounts and click Create invoice. Note that if you have tons of invoices to generate, you are best to create them in batches of about 30 invoices at a time.

  3. Once created these will appear under the Invoices tab.

  4. Enter an invoice note in the top invoice line explaining the reason for creating these invoices (e.g. 'writing off expired tickets'). Use the fill down function to copy the note to all invoices.

  5. To write off the invoices, you will need to journal them. To perform this action in bulk, open the Manage invoices screen under the Accounts and Contacts menu. 

  6. Set the date field to Less or equal to and then select the historic invoice date you will write all invoices off up to. Set the status to filter for "New invoices" and set the Account type to "ALL", then click Refresh.

  7. All your invoices should now show in the Manage Invoices screen. Highlight all (stick to batches of about 30 if you have hundreds of invoices) and select Tools, then Bulk Journal Selected Invoices. You will need to specify a reason for the journal so enter a note to indicate you are writing off historic uninvoiced tickets, then click OK.

Once completed, you can report on both the Invoices and Journals you have written off using the Date based Accounts Reports.