A client reported the following error on the posting journals when trying to post both Receivables and Payables Transactions. “This transaction contains multi-currency error(s)”
This transaction contains multicurrency errors
This was followed by a message informing them that the batch had gone to recovery.
I checked the usual things like exchange rate expiration dates however everything seemed fine.
The client then explained they had overwritten some exchange rates accidentally but had since changed these back however the error persisted.
I delved a little deeper using SQL and noticed that although the dates and rates were the same the TIME1 value in the MC020102 table for the transactions differed slightly from the TIME1 value in the DYNAMICS..MC00101 for the exchange rate in question.
Affected transaction showing differing TIME1 value from setup
As a test I changed one of the transactions by updating the TIME1 value in the MC020102 table to match the relevant TIME1 row in MC00100 using the script below.
UPDATE MCTRX
SET MCtrx.time1 = MC.time1
FROM mc020102 MCTRX
INNER JOIN dyn2018r2..mc00100 mc
ON mc.exgtblid = MCTRX.exgtblid
AND mc.xchgrate = MCTRX.xchgrate
AND mc.exchdate = MCTRX.exchdate
WHERE MCTRX.docnumbr = 'SALES00000001004'
I then printed an edit list of the batch and the error had gone.
Now I knew how to fix the issue I realised I could also resolve this by just opening the transactions in the entry window and re-selecting the exchange rate however there were 1000’s of affected transactions so I used the script below. (this was affecting all multi currency transactions in WORK batches so I just had to filter on DCSTATUS)
UPDATE MCTRX
SET MCtrx.time1 = MC.time1
FROM mc020102 MCTRX
INNER JOIN dyn2018r2..mc00100 mc
ON mc.exgtblid = MCTRX.exgtblid
AND mc.xchgrate = MCTRX.xchgrate
AND mc.exchdate = MCTRX.exchdate
WHERE mc.time1 <> MCTRX.time1
AND DCSTATUS = 1 --add this so only WORK trx are affected
After running this script all sales transactions posted fine.
Next I turned to the payables transactions which just involved a small tweak to the original script and also an update to a different table to correct currencies for the multi currency payables payment batch header.
--First fix Payables multi currency trx
UPDATE MCTRX
SET MCtrx.time1 = MC.time1
FROM mc020103 MCTRX --Changed to MC020103 for payables trx
INNER JOIN dyn2018r2..mc00100 mc
ON mc.exgtblid = MCTRX.exgtblid
AND mc.xchgrate = MCTRX.xchgrate
AND mc.exchdate = MCTRX.exchdate
WHERE mc.time1 <> MCTRX.time1
AND DCSTATUS = 1
--Also fix the batch header currency values for payment batches
UPDATE batch
SET batch.time1 = mc.time1
FROM mc00500 batch --batch header multi currency table
INNER JOIN dynamics..mc00100 mc
ON mc.exgtblid = batch.exgtblid
AND mc.xchgrate = batch.xchgrate
AND mc.exchdate = batch.exchdate
WHERE mc.time1 <> batch.time1
Once I’d ran through all this the transactions posted fine.
Hopefully this will help someone in the future who may face a similar issue however always remember to have a good backup of your data before running any SQL scripts and test whenever possible.
You receive the message “The Posting Date is not within your range of allowed posting dates” when trying to post a Purchase Invoice in Business Central.
According to the user setup the “Posting Date” of the document I’m posting is within the allowed posting range so why won’t the system allow me to post it?
Background – Value Entries
To provide a little more detail I’m trying to post a Purchase Invoice that I’ve matched to a Posted Purchase Receipt and I’ve increased the Unit Cost on the Purchase Invoice as the price has changed since the goods were received. I’ve also sold the items on a Sales Invoice before I’ve tried posting the Purchase Invoice.
Therefore, if we look at the value entries of this item prior to attempting to post the Purchase Invoice they are as follows
We have a value entry for the Posted Purchase Receipt showing a date of 12/05/2017 and a “Cost Amount (Expected)” of £10.00 (this the amount I used when posting the Purchase Receipt)
We also have a value entry for the Sales Invoice showing a Posting date of 25/05/2017 and a “Cost Amount (Expected)” of £10.00.
Details of the Purchase Invoice
The Purchase Invoice I’m posting is dated 01/06/2017 and I’ve amended the Unit Cost from the original £10.00 that pulled through from the Posted Purchase Receipt to £12.00
Now when I try and post this transaction, I receive the message
Therefore, just to confirm the Posting Date of the Purchase Invoice is within my allowed posting dates below is a screen shot of the User Setup window showing my Allow Posting Dates
The dates are also within the General Ledger allowed posting dates as shown below
Therefore, at first glance its not apparent why the system isn’t allowing me to post this document? The Purchase Invoice posting date is 01/06/17 and this is within my range of allowed posting dates?
The Issue – Automatic Cost Adjustment and Adjust Cost Item Entries
When posting the Purchase Invoice, the system has detected that the cost has changed from the Posted Purchase Receipt, and as this has been sold on a Sales Invoice, the cost of goods sold need adjusting.
The system therefore tries to post an adjustment using the Posting Date of the entry its adjusting (in this case the Sale Entry on the 25/05/17), which is in May, and as this falls outside of my posting range I receive the error “The Posting Date is not within your range of allowed Posting Dates”.
** Please note there is a complex method for selecting the Posting Date if the Posting Date of the entry being adjusted also fell outside of the “Allowed Posting Dates” of the General Ledger and also if “Inventory Periods” are being used. More information on this can be found in this Microsoft document https://docs.microsoft.com/en-us/previous-versions/dynamicsnav-2016/dn948192(v=nav.90)
** Its also worth noting I’m getting this message when posting the Purchase Invoice because the option “Automatic Cost Adjustment” is set to “Always” in Inventory Setup. This means the system checks for cost adjustments when you post the transaction. If this wasn’t set to “Always”, then depending on its setting its possible the document would post however when the “Adjust Cost Item Entries” batch job was subsequently run the error would occur.
See below for my Inventory Setup
Solution
There are two possible solutions to my issue here. The first is to change my “Allowed Posting Dates” in the “User Setup” to 25/05/2017 through to 30/06/2017. This will then include the posting date of the entry that will be adjusted.
Alternatively, I could change the “Allowed Posting Dates” in the General Ledger Setup to 01/06/2017 through to 30/06/2017. Then, as per the article I linked to, the system would use the date of 01/06/2017 for the adjustment entries, (i.e. the first open date in the General Ledger Setup) which does fall in my allowed periods to post to.
Therefore I’ll change my “Allowed Posting Dates” in the User Setup as per below
And now when I post the Purchase Invoice this is succecssful
If I now view the Value Entries you can see the adjustment entry created with a Posting Date of 25/05/17.
Conclusion
Although this is a simple example it shows why you may encounter this error when it seems the postings date configuration on the User Setup should allow a document to post.
I recently had an issue where a user was stuck in a batch in the Bank Management module. You can usually run the “Clear Activity” option to resolve the issue however on this occasion it didn’t work. I found I had to manually delete a row in an SQL table to clear the lock and allow the user access to the batch.
The exact issue they received is as follows:
With this error message the first thing to try is to clear activity and although this didn’t work on this occasion I’ll detail the steps below.
Ensure there are no users in Dynamics GP and click “Yes” to the message below. (rather than asking everyone to log out I usually just ensure there’s nobody doing any Bank Management activities)
After doing this you will be prompted with the message below confirming activity is cleared
However I found I still couldn’t access the batch. On investigation there is still some activity for the batch in the CBEU1020 table which needed clearing. I therefore ran the SQL query below in the company database to delete the row. (replace TWO18 with the name of your company database)
Within Dynamics NAV \ Business Central you can switch Expected Cost Posting to G/L both ON and OFF via the option below in Inventory Setup.
In this post I’ve been playing with this feature to see how things work and how the various postings differ to Dynamics GP. I also take a look at how the Value Entries in Inventory play a pivotal role in this. I end by taking a closer look at the SQL tables involved and how things fit together.
Expected Costs in Dynamics GP
When you receive goods via a Shipment transaction in Dynamics GP a Purchase Accrual is automatically created to a General Ledger accrual account to record the expected cost in the General Ledger. This account is generally taken from the Creditor Card as per below:
Dynamics GP – Creditor Account Maintenance
The
opposite debit entry is taken from the Inventory Item card as per below:
Dynamics GP – Item Account Maintenance
Let’s add a Purchase Order Shipment transaction in Dynamics GP and see this in action:
Dynamics GP – Receiving Transaction Entry
As you can
see from the screen shot above, I’m receiving one Inventory item, and this has
created an accrual distribution crediting the 000-2111-00 accrued purchases
account I specified on the creditor card. The balancing debit side is to the
Inventory code that we specified on the Inventory Item card.
Now let’s
see what happens when we invoice the Shipment:
Dynamics GP – Purchase Invoice Entry
Just as expected the accrual is reversed via a Debit entry to the 000-2111-00 accrued purchases account and the accounts payable is credited. Therefore, the balance in the accrual account is now nil.
There’s no way to disable this behaviour in Dynamics GP. When you post a “Shipment” for some Inventory Items General Ledger entries are always created. (however you can prevent the entries posting through to the General Ledger via the Posting Setup)
Expected Costs in Dynamics NAV \ Business Central
Before we look at Expected Costing in Dynamics NAV \ Business Central we first have to take a step back and look at the various inventory entries that are created when you post inventory transactions.
When you post an inventory transaction in Dynamics NAV \ Business Central the system creates a minimum of two inventory entries: an Item Ledger Entry and a Value Entry. The Item Ledger Entry records the change in quantity and the Value Entry records the change in inventory values. For the purposes of this post we just need to know that when posting Purchase receipts Value Entries are created for Expected Costs, and when you post Purchase Invoices, Value Entries are created for Actual Costs, and Expected Costs are reversed.
Expected Cost Posting to G/L – Switched ON
Unlike Dynamics GP you can switch ON and OFF accrual postings in Dynamics NAV \ Business Central via the Expected Cost Posting to G/L option in Inventory Setup. When you switch Expected Cost Posting to G/L ON interim accounts are used to post the accrual and inventory entries for Purchase receipt transactions.
The equivalent Dynamics GP accrued purchases account is called Invt. Accrual Acc. (Interim) and is specified in the General Posting Setup window and is selected based on the Posting Groups used on the Item and Creditor. (see my previous post for more details on the posting groups). I’ve highlighted this below
Dynamics NAV \ Business Central – General Posting Setup
The Inventory code for the debit side of the transaction is taken from the Inventory Posting Group and again is based on the combination of posting groups used. I’ve highlighted this below
Dynamics NAV \ Business Central – Inventory Posting Setup
The key difference here is Dynamics GP doesn’t use an interim Inventory account whereas Dynamics NAV \ Business Central does.
In my Cronus demo data, the option Expected Cost Posting to G/L is currently switched ON so let’s see how this works when I create a Purchase Order for an Inventory item and receive it.
Here’s my Purchase Order and after clicking Post I’m going to choose receive so I receive the items into the Inventory:
When I view the item I can see this has created the following Value Entry (Number 454) which shows the Cost Amount (Expected) and Expected Cost Posted to G/L both populated.
If I highlight the Value Entry and click Navigate > General Ledger I can see the G/L Entries associated with the Value Entry
As expected,
we can see the 5510 Accrual account is being credited and the debit entry is
posting to the 2111 “Interim” Inventory code.
Now let’s invoice the purchase order and take a look at the G/L entries. First I click Post and select Invoice on the Purchase Order. (Incidentally if I were to select Receive and Invoice the system recognises I’ve already received the items. It doesn’t receive them again)
This has created the a new Value Entry (Number 455) . There’s a few things to note here. Firstly the Cost Amount (Expected) and the Expected Cost to G/L have been reversed. Secondly the Cost Amount (Actual) and Cost Posted to G/L have been populated.
Again if I highlight the Value Entry and choose Navigate > General Ledger we can the G/L Entries associated with this Value Entry.
As you can see the original entries created via the Purchase Receipt have been reversed by posting a debit to the 5510 Inventory accrual account and a credit to the 2111 Interim Inventory account. The system has then posted new entries to the 2210 Resale items inventory account (debit) and the direct cost applied account (credit). (for more info on the direct cost applied account see my previous post).
So that’s it. Although there are a few extra distributions to Dynamics GP everything makes sense. Its also apparent that the Value Entries have a direct relation to the G/L entries that are created.
Expected Costing to G/L – Switched OFF
Now let’s see what happens when we post a Purchase Receipt with the Expected Cost Posting to G/L switched OFF. First I switch the option OFF and then create and post the Purchase Receipt
This has created the following Value Entries (Number 456)
The key thing to note here is that although the Cost Amount (Expected) is populated the Expected Cost Posted to G/L isn’t. This means no G/L Entries have been created. To prove this click Navigate > General Ledger to view any G/L Entries
Let’s now invoice the Purchase Order and see what happens:
This has created the following Value Entry
This Value Entry records the Cost Amount (Expected) being reversed and the Cost Amount (Actual) and Cost Posted to G/L are also populated. Therefore we get the following G/L Entries
As expected no expected cost postings have been created or reversed for this transaction.
Bonus – G/L Item Ledger Relation and Post Value to G/L SQL tables
An unexpected bonus of writing this post was the chance to geek out on some of the Dynamics NAV tables. Unlike Dynamics GP, I don’t have much of a grasp of the SQL tables in Dynamics NAV however while going through the various scenario’s I was curious about how a couple of things worked which encouraged me to dig a little deeper.
The first thing was how I was able to drill down on the G/L Entries from the Value Entries screen? This meant there must be a direct or indirect relationship between the tables.
After some digging I found the link was via the G_L – Item Ledger Relation table. Therefore writing the SQL query below enabled me to join the G/L Entries and Value Entries table to see all the details for Value Entry Number 455
The next thing I was curious about was what would happen if the Expected Cost Posting to G/L was switched from OFF to ON when there were lots of Purchase Receipts that hadn’t yet been invoiced?
I found the answer to this question lay in the two prompts you receive when you switch Expected Cost Posting to G/L from OFF to ON (or ON to OFF). Below are the two messages you get when toggling the setting
Dynamics NAV \ Business Central – Inventory Setup
As per the first message it seems when you switch the option Expected Cost Posting to G/L ON the system determines if the Actual Costs for the Purchase Receipt have been posted and if not a record is written for that Value Entry to the Post Value Entry to G_L SQL table. This has a link back to the Value Entry so the system knows to create the Expected Cost interim postings for this Value Entry.
To show this in action, I switched the Expected Cost Posting to G/L option OFF and queried the SQL table:
SQL Query on Post Value Entry to GL Table
As per the image above the SQL table is currently blank.
I then created
a Purchase Order and received it as per below:
Dynamics NAV \ Business Central – Purchase Order
After posting this I queried the Post Value Entry to G/L SQL table again to see if any new rows had been added and the table was still blank
SQL Query on Post Value Entry to GL Table
I then checked the Value Entry for my receipt and as per the screen shot below the Cost Amount (Expected) is populated but the Expected Cost Posted to G/L is blank. As this is only the Purchase Receipt the Cost Posted to G/L is also zero.
Dynamics NAV \ Business Central – Value Entries
I then went back to Inventory Setup and switched Expected Cost Posting to G/L back ON and clicked YES to the prompt and now when I check the Post Value Entry to G/L table its populated as per below
SQL Query on Post Value Entry to GL Table
After toggling the Expected Cost Posting to G/L option to ON the system has determined that this Value Entry has no G/L Entries for the Expected Costs and has inserted a record into the Post Value Entry to G_L table with a direct link back to the Value Entry that was created when I posted my receipt.
Now if I run the Post Inventory Cost to G/L batch job as instructed in the second message G/L entries are created for the purchase receipt, the SQL table is cleared, and the Value Entry is updated. See below:
The report output
of the “Post Inventory Cost to G/L” shows entries have been created:
Dynamics NAV \ Business Central – Post Inventory Cost to G/L
Below are the expected cost General Ledger entries created to the interim accounts. (in my previous example these were created immediately because I had Post Expected Costs to G/L switched ON)
Dynamics NAV \ Business Central – General Ledger Entries
And finally the Expected Cost Posted to G/L field on the Value Entry has been updated to show the General Ledger entries have been created and posted.
Dynamics NAV \ Business Central – Value Entries
If I now check the Post Value Entry to G_L table in SQL I can see its been cleared.
Incidentally if I were to switch OFF Expected Cost Posting to G/L before running the Post Inventory Cost to G/L batch job the SQL row is removed from the Post Value Entry to G_L table.
Conclusion
In conclusion I find the way Dynamics GP deals with expected costs to be a much more conventional and simple approach however there’s no doubting that Dynamics NAV \ Business Central gives more flexibility.
Although I don’t know much about the inner workings of Dynamics NAV \ Business Central it also seems to me that G/L Entries are created based on the Value Entries.
In another post I hope to look at how Expected Costs work with Sales Shipments and Sales Invoices.
One thing I’ve noticed when posting Purchase Invoices with Inventory items in Dynamics NAV \ Business Central are the additional distributions to the Direct Cost Applied and Purchases accounts?
I’ve never been quite sure what the Direct Cost Applied account is, and when I’ve looked into it, I can’t find much information out there either. While researching for a previous post (here) a theory struck me for why the system might be posting to this account. Therefore, in this post I’ll detail my thoughts as to why Dynamics NAV \ Business Central posts to the Direct Costs Applied and Purchases accounts when posting Purchase Invoices using Inventory Transactions.
Purchase Invoicing in Dynamics GP
Firstly, I’ll go back to my roots – let’s see what distributions Dynamics GP creates when posting a Purchase Invoice with an Inventory Item. In this example we are receiving the Item and posting the invoice at the same time. Dynamics GP calls this a Shipment \ Invoice.
Dynamics GP – Shipment\Invoice Distributions
As you can see the distributions created are as follows:
Debit: Inventory
Credit: Accounts Payables
Debit: VAT
This would also create one General Ledger Journal in Dynamics GP (G/L Register is the NAV\BC equivalent) with one Source Document (Source Code is the NAV\BC equivalent).
I’m not an accountant but this makes sense to me. We bought something for £6 so we have a Credit postings to Accounts Payables. We have increased our Inventory so we have a £5 Debit to Inventory, and finally a Debit to VAT.
As this is not an expense invoice there are no P&L implications at this point. We will have Cost of Goods Sold postings when we sell the item.
Purchase Invoicing in Dynamics NAV \ Business Central
When I post a Purchase Invoice for an Inventory Item in Dynamics NAV \ Business Central the distributions created are below. (*Please note I have Automatic Cost Posting switched ON in Inventory Setup)
General Ledger Entries – Purchase Invoice – Automatic Post to GL switched OFF
There’s a couple of things to note here. Firstly, there are two more distributions when compared to Dynamics GP. We have distributions to the Direct Cost Applied account (7191) and the Purchases account (7110). Secondly, some GL Entries have a Source Code of PURCHASES and others have a Source Code of INVTPCOST.
Why the extra distributions?
If we dig deeper and go to the G/L Registers for this Purchase Invoice we can see the system has created two separate G/L Registers.
This G/L Register for the PURCHASES portion of the transaction:
G/L Register for PURCHASES
And this G/L Register for the INVPTCOST portion of the transaction
G/L Register for INVPTCOST
The system has created two G/L registers because in Dynamics NAV \ Business Central you can defer the INVPTCOST portion of the GL postings via the “Automatic Cost Posting” option in the Inventory Setup.
Because of this each of these separate G/L Registers needs a balancing entry in order for the debits and credits to balance and the posting to work. In the case of the PURCHASES G/L Register of the transaction the 7110 Purch, Retail account is used and for the INVPTCOST G/L Register the 7191 Direct Cost Applied account is used.
One Possible Conclusion
Based on these findings one theory I have for the postings to the Purchases and Direct Costs Applied accounts when dealing with Inventory Items is to accommodate the Automatic Cost Posting option in the Inventory Setup. (the ability to defer the posting of the Inventory portion of the transaction). It could also be because for other aspects of the costing engine that I haven’t delved into yet.
If this option didn’t exist, and Inventory postings were always posted in real time, I can’t see why there would be a need to post to these additional accounts.
This is just an observation. I have no clear evidence to back this up. I’m just a Dynamics NAV \ Business Central newbie wondering why this works differently to Dynamics GP.
Above all I’m here to learn so if there are other reasons for the additional distributions I’d love to hear them.
All ERP systems aim to make data entry simple, fast and accurate. One way to achieve this is to default as much data as possible when the user is entering transactions, including the General Ledger distributions. In this post I aim to show how Dynamics NAV \ Business Central defaults the General Ledger codes when entering a Sales Invoice using inventory Items. Also, as I come from a Dynamics GP background, I’ll start off by providing a quick overview of how Dynamics GP achieves this, to offer a comparison between the two Dynamics systems.
The Dynamics GP way
In Dynamics
GP you enter default General Ledger codes on entities like customers, vendors,
items, fixed assets and then the “catch all” which is the Posting Accounts Setup window.
Once this has been configured the General Ledger codes default automatically onto the transaction. For example, when creating a Sales Invoice for an inventory item usually the control account would default from the customer card and the revenue code would default from the inventory item (you can change this but usually it would be setup this way). At this point the user can potentially edit and change the General Ledger codes on the transaction prior to posting thus overriding the system defaults. Being able to edit the General Ledger codes inside the transaction gives the user more flexibility however it can also introduce mistakes or errors. An example would be someone changing the control account, which would likely cause a reconciliation issue at month end.
Dynamics GP – Default SOP Distributions can be edited as per above
The Dynamics NAV \ Business Central way
From a Dynamics GP perspective things change quite dramatically when you look at how Dynamics NAV \ Business Central defaults the General Ledger codes. Instead of assigning specific General Ledger codes on customers, vendors, items, fixed assets, you assign Posting Groups to each of these entities. It’s the posting groups that have the General Ledger codes assigned and based on the combination of the posting groups used, general ledger postings are automatically performed when the transaction is posted. This means unlike Dynamics GP you can’t edit or change the default General Ledger codes prior to posting which gives less flexibility but there’s also less chance of mistakes being made.
So how do Dynamics NAV \ Business Central posting groups work?
There are two main types of posting groups – Specific and General.
Specific posting groups are used to default the control accounts. For example, I’ve assigned the specific Customer Posting Group “DOMESTIC” to the customer below:
Business Central – Customer Card
If we open the Customer Posting Group window and look at the setup, we can see when I post a transaction for this customer the General Ledger code 40400 will be used for the receivables control account.
Business Central – Customer Posting Groups
Moving on
to the General Posting Groups things
become a little more complex.
General
posting groups can be split into two further groups – Business and Product. You
assign “Business” posting groups to customers and vendors and “Product”
postings groups to Items.
The
combination of the General Business
Posting group from the customer and the General
Product Posting Group from the item determines the General Ledger codes
that will be used. This is something that is best explained via an image, so
I’ve included a screen shot below of the General
Posting Setup window from my demo version of Business Central.
Business Central – General Posting Setup
As you can see the posting groups form a matrix and the combination of “Business” (labelled Gen. Bus. Posting Group in the window) and “Product” (labelled Gen. Prod. Posting Group in the window) determines the General Ledger codes used when you post a transaction.
Therefore,
based on the General Posting Setup
above, if a customer has been assigned a Gen.
Bus Posting Group of DOMESTIC as per below:
Business Central – Customer Card
And the
item they are buying has been assigned a Gen.
Prod Posting Group of RETAIL as per below:
Business Central – Item Card
Then based on the General Posting Setup matrix defined in the General Posting Setup window the General Ledger sales account that will be used when the transaction is posted is 10200.
Defaulting the VAT Codes – VAT Posting Groups
A similar concept
is used when Business Central is determining the VAT percentage and VAT General
Ledger codes to be used. The matrix is defined in the VAT Posting Setup window as per below:
Business Central – VAT Posting Setup
So, in this
example if the VAT Bus. Posting Group
on the customer was “DOMESTIC” and the VAT
Prod. Posting Group used on the Item is “STANDARD” the VAT percentage used
would be 20 and the General Ledger code used would be 56100.
So there you have it. A very quick overview of how Dynamics NAV \ Business Central uses Posting Groups to create the General Ledger distributions when posting a Sales Invoice with inventory items.
A client was experiencing the error “Install Microsoft Word” on the exception report for lots of statements when emailing a high volume of customer statements when running Dynamics GP 2013.
This mentioned the exact same issue and a user named Pam Robertson posted to advise of a fix in later versions of Dynamics GP.
I was curious to find this in the Microsoft documentation so I tracked down the fix list for Dynamics GP 2013 and a fix is indeed listed as per below for version 12.00.1920
I’ve since installed this at the client and can confirm it fixed the issue!
Therefore if you are on Dynamics GP 2013 (version 12.00.1920) or earlier and running into this issue applying this service will fix the issue.
A very quick post but I thought it worth putting out there in case anyone else encounters this issue and needs the evidence to show this is fixed in a later version of Dynamics GP.
Over the last few days I’ve been working through a vendor payment run in Dynamics 365 Business Central and thought it useful to document my journey.
In this step by step post I’ll be generating payments using the “Suggest Vendor Payments” feature and then also going through the process of removing an invoice from a payment as you would in real life.
Setup
To keep things simple before I started I created two vendors, V00080 and V00090, and posted a couple of documents on each vendor. I’ll use these as the basis for my walk through.
On the vendor I set the “Payment Method” as “Cheque” as per below (I’ll likely look at another post for EFT\BACS in the future)
Setup of one of the Vendors I created for my walk through
The documents I posted onto the vendors created the following vendor ledger entries which I’ll be working with:
As you can see I have two invoices on vendor V00080 with a total of £180.00 and two invoices and one credit note on V00090 giving a total of £240.00.
Payment Journal
In order to pay these documents I’ll be using the “Payment Journal” which can be found by clicking the search option and typing “Payment Journal”
Once in the “Payment Journal” page the first thing to select is the batch. As you can see I’ve selected one called PAYMENTRUN
If we drill down on the batch you can see it determines the balancing account and also the number series to use. I’ve select “Bank Account” as the balancing account so the system will create “Bank Account Ledger Entries” that I can later reconcile via the bank reconciliation.
Once we have decided on the batch we can turn to creating the payments.
Suggested Vendor Payments
The process that completes the initial swoop looking for transactions to pay based on a set of criteria is “Suggest Vendor Payments”
On clicking “Suggest Vendor Payments” you are presented with the following options
I’ll focus on the ones I’ll be using as part of my payment run for vendors V00080 and V00090
Last Payment Date:- This is the due date cut off. I’m going to set this to 31/07/19 as I don’t want to pay any invoices after this date.
Find Payment Discounts:- I’m going to switch this on because if there are any payment discounts, I want the payments that are created to reflect them.
Summarise per Vendor:- I’m going to switch this on because I only want to create one payment journal entry per vendor rather than one entry per invoice I’m paying.
Posting Date:- I’m going to set this to 14/08/19 as this is the date I’ll be paying the invoices.
Balance Account Type:- I’m going to set this to “Bank Account” as I want the system to create bank account ledger entries so I can reconcile the payment via bank reconciliation.
Bal Account No:- I’m selecting “CHECKING” as this is the bank I’ll be paying from.
Payment Type:- I’m selecting “Computer Cheque” as on this occasion I’ll be printing cheques.
Vendor No:- I’ll be entering a range of V00080..V00090 as I only want to pay those two vendors
Therefore my options are:
When i click OK I get the following payments generated for me.
Now the system has generated the payments we can go ahead and tweak them for what we actually want to pay.
Editing the Payments
As you can see the system has generated a Payment for Vendor V00080 of £60.00 and a Payment for Vendor V00090 of £240.00
To view the invoices that have been applied on the payment you click “Process > Apply Entries”
If I select this option on the payment of £60.00 on Vendor V00080 you can see the invoices applied:
As you can see above the system has applied INV00002 but hasn’t applied INV0001. This is because INV0001 has a due date of 01/08/19 which falls outside of the due date cut off I entered into the “Last Payment Date” field in the “Suggest Vendor Payments” window. I’m happy with this so I’ll click ok and move to the next payment.
If I highlight the payment for Vendor V00090 and click “Process > Applied Entries” I get the following screen:
The first thing to note is the system has included the credit memo on the payment run. This is great and exactly what I’d expected.
Next I’m going to remove INV90001 from the payment run as I’m not ready to pay this Invoice just yet. To do this I’ll highlight the line and click “Process > Set Applies-to-ID”. Doing this blanks out the “APPLIES-TO-ID” field and also sets the “AMOUNT TO APPLY” and “APPLN. AMOUNT TO APPLY” to £0.00 on the invoice as per below
This all seems fine however when you click OK it would appear the payment amount hasn’t been updated on the Payment Journal to reflect the change I made?
It would seem I have to manually update this or the system would still post a payment for £240.00 onto the account. i.e. the posted payment would remain open and there would be an amount remaining of £30.00 on it.
I therefore edit the payment amount on the header to £210.00 to reflect the new payment amount:
Printing the Cheques
To print the cheques you just need to select “Cheque > Print Cheques”
On clicking this option you are presented with the following options:
I’m going to leave all the defaults and click “Print” and select my printer.
After doing this the flag “Cheques Printed” is checked.
Posting the Payments
Once you have printed the cheques and are ready to post you can just click “Post\Print> Post” as per below
This will create the Vendor Ledger Entries and also Bank Account Ledger Entries as our “Balancing Account Type” is set to “Bank Account”.
If I now view the “Vendor Ledger Entries” I can see the payments have been posted and applied to the invoices.
Conclusion
I hope you have found this write up on the payment run useful. I’m sure I’ve left out some options that can be used and being new to the Dynamics 365 Business Central \ NAV world I’d be very interested to hear of other peoples experiences.
