How to Set Off a Client / Supplier
The Set Off functionality in SFM allows you to offset outstanding balances between a client and a supplier when the same entity exists in both roles. This feature is particularly useful when a company has pending sales invoices due from a client, while also having pending purchase invoices payable to the same entity acting as a supplier.
Instead of processing separate payments and receipts, the outstanding amounts can be matched and settled against each other through the Set Off process. This helps streamline account reconciliation, reduces unnecessary financial transactions, and ensures that both receivable and payable balances are updated accordingly.
To set off outstanding balances between a client and a supplier, follow the steps below.
Access the Set Off Screen
Navigate to: Current Year > Sales > Postings > Set Off
Process the Set Off
- In the Sales tab, select the required client. The client's outstanding transactions will be displayed in the section below.
- In the Purchases tab, select the corresponding supplier. The supplier's outstanding transactions will then be displayed in the section below.
- Review the outstanding transactions and select the entries that need to be set off.
- Press the Spacebar on your keyboard to mark the selected transactions for set-off.
- Verify that the total amount selected on the Sales side matches the total amount selected on the Purchases side. The set-off can only be processed when both amounts are equal.
- Once all required transactions have been selected, click the Print & Update icon to complete and process the set-off.
Permissions
If a user cannot access the Set Off function, ensure that the appropriate permissions have been assigned to their security group.
Verify the User's Security Group
- Navigate to Administration > User Accounts.
- Locate and open the relevant user account.
- Verify that the user is assigned to the correct security group.
Assign the ASETOFFS Permission
Once the user's security group has been identified:
- Navigate to Administration > Groups & Permissions.
- Open the security group assigned to the user.
- Under the Permissions Available for [Group Name] tab, search for ASETOFFS.
- Double-click ASETOFFS to assign the permission to the group.
Important: If the ASETOFFS permission is not available in the list, proceed to the next section.
Verify Permission Settings
- Under the Permissions for [Group Name] tab, locate the ASETOFFS permission.
- Review all available permission settings associated with ASETOFFS.
- Ensure that all settings are enabled and set to True.
Important: If any setting is configured as False, change it to True and save the changes before testing access again.
Additional Notes
- Permissions are assigned at the security group level, not directly to individual users.
- Any changes made to group permissions may require the user to log out and log back in before the new permissions take effect.
- If access issues persist after confirming the permissions above, verify that the user belongs to the correct security group and that all permission settings are enabled.
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