Journal voucher - Promissory note journal (form) [AX 2012]

Updated: March 7, 2011

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Click Accounts payable > Journals > Promissory notes > Draw promissory note journal. Click Lines.

–or–

Click Accounts payable > Journals > Promissory notes > Redraw promissory note journal. Click Lines.

–or–

Click Accounts payable > Journals > Promissory notes > Remittance journal. Click Lines.

–or–

Click Accounts payable > Journals > Promissory notes > Settle promissory note journal. Click Lines.

Use this form to draw promissory notes, redraw promissory notes, prepare promissory note remittances, and settle promissory notes.

The following tables provide descriptions for the controls in this form. 
NoteNote

This form may contain workflow buttons. For more information about workflow buttons, see Workflow actions.

Tab

Description

Overview

Enter and view overview information about a promissory note transaction.

General

Enter and view additional information about a promissory note transaction.

Promissory note

View details about the payment, promissory note, and amount for a promissory note transaction.

Payment fee

Enter or view information about the payment fees that are attached to the transaction.

NoteNote

This tab is not available if you opened the form from a draw promissory note journal.

Remittance

View or revise the name for the location where payments are sent and view or revise the mailing address of that location. This is the mailing address that is printed on remittances and checks.

History

View information about changes that have been made to a transaction and the journal, when the changes were made, and the users who made the changes.

Button

Description

Post

Open a menu that contains the following items:

  • Post and transfer – Post lines that do not have errors and transfer lines that have errors to a new journal.

  • Post – Post selected lines. If an error exists, no lines are posted and a message is displayed.

Validate

Open a menu that contains the following items:

  • Validate – Verify that the journal lines are ready for posting.

  • Validate voucher only – Verify that the selected journal line is ready for posting.

Financial dimensions

Open a menu with options to open a form where you can select financial dimensions for the main account, offset account, or, if it is necessary, a payment fee account. The menu options that are available depend on the form that you are currently working with.

Approval

Open a menu that contains the following items:

  • Report as ready – Specify that the selected journal line is ready for approval.

  • Approve – Approve the selected journal line.

  • Reject – Reject the selected journal line.

NoteNote

This button is available only if journal approval is enabled in the Journal names form for the journal name that you selected in the journal form.

Sales tax

Open the Sales tax transactions form, where you can view or change the calculated tax amounts for the selected transaction.

Functions

Open a menu that contains the following items:

  • Settlement – Open the Settle open transactions form, where you can select transactions for settlement.

  • Generate payments – Open the Generate payments form, where you can create a promissory note payment file for the transactions that are settled.

  • Generate remittance – Open the Generate remittance form, where you can create a promissory note bank remittance file. This option is available only if you are working with a remittance journal.

  • Cancel promissory note document – Open the Cancel promissory note document form, where you can cancel the selected promissory note if it already has been submitted for bank processing.

  • Journal descriptions – Open the Journal descriptions form, where you can enter descriptions for the journal.

  • Delete the promissory note draw journal – Open the Delete journal lines form, where you can delete all lines in the journal.

  • Load the promissory note draw ledger – Open the Load ledger transactions form, where you can generate ledger accrual transactions based on information in the Accrual schemes form.

Payment status

Open a menu that contains the following items:

  • None – The status of the line at the start of the process.

  • Sent – Select when the payment or check is generated.

  • Received – Select when the bank informs you that it has received a file, if the bank has agreed to inform you about this.

  • Approved – Select when the payment is approved.

  • Rejected – Select when the payment is rejected.

Payment proposal

Open a menu that contains the following items:

  • Proposal by due date – Select open and approved customer invoice lines that are due for payment, that can yield a cash discount, or that fulfill both of these criteria.

  • Edit payment proposal – Change existing payment proposal lines, print reports for the proposals, and transfer the lines to the payment journal.

NoteNote

This button is available only if you open the form from a draw promissory note journal, remittance journal, or settlement journal.

Inquiries

Open a menu that contains the following items:

  • Voucher – Open the Voucher transactions form, where you can view the ledger journal entries for the payment transactions.

  • View marked transactions – Open the Marked for settlement form, where you can view the transactions that will be settled.

  • Balance control – Open the Balance control form, where you can view the balances of each bank account.

  • Payment control – Open the Payment control form, where you can view payment lines by customer account and currency.

  • Remittance files for vendors – Open the Remittance files for vendors form, where you can view the remittance files that have been generated.

  • Sales tax totals – Open the Sales tax totals form, where you can view the total sales tax.

Print

Print reports that are relevant to the journal lines.

Add address

Open the Address form, where you can add an address.

Other address

Open a form where you can select a different address.

Field

Description

(Balance) Journal

The balance for the journal.

(Balance) Per voucher

The balance for the selected voucher.

(Total debit) Journal

The total debit amount for the journal.

(Total debit) Per voucher

The debit amount for the selected voucher.

(Total credit) Journal

The total credit amount for the journal.

(Total credit) Per voucher

The credit amount for the selected voucher.

Date

View or enter the posting date for the journal line.

The default entry is the system date, which typically is today's date. If you change the date, the date that you enter is the default date when you create a new line.

Voucher

The voucher number for the transaction.

If the number sequence for the journal name is set to Continuous in the Journal names form, and no user changes are allowed, this field is not available.

Account type

Select one of the following options for the account type:

  • Ledger

  • Customer

  • Vendor

  • Project

  • Fixed assets

  • Bank

Company accounts

Select the legal entity that is associated with the vendor for this transaction. If you are using centralized payments, the legal entity that you select here is considered the payment legal entity. For more information, see About centralized vendor payments.

Account

Enter or view the account to use.

NoteNote

If the Public sector configuration key is selected, you can change this field unless the payment has been made. The value in this field is used as part of the electronic funds transfer (EFT) payments to a vendor’s preferred bank account.

Description

Enter a description for the transaction.

NoteNote

Alternatively, you can enter the code for the journal description that was created in the Journal descriptions form.

Debit

Enter the debit amount in the currency that is selected in the Currency field.

Credit

Enter the credit amount in the currency that is selected in the Currency field.

Offset account type

Select one of the following options for the account type for the offset account:

  • Ledger

  • Customer

  • Vendor

  • Project

  • Fixed assets

  • Bank

Offset account

Enter or view the account for the selected offset account type, or accept the default entry.

Due date

The due date for the invoice. This date is calculated based on the terms of payment for the invoice that is settled with the promissory note.

NoteNote

The due date is calculated only if an invoice document is selected for settlement. If a date is not displayed, enter a due date.

Payment status

The payment status of the journal line.

  • None – The payment proposal is generated.

  • Sent – The payment has been generated.

  • Received – The payment has been received by the bank.

  • Approved – The payment is approved.

  • Rejected – The payment is rejected.

Currency

The currency code for the journal line.

If a default currency is displayed, it is taken from one of the following fields:

  • The Currency field in the Main accounts - chart of accounts: %1, Customers, or Vendors form, based on the account type that corresponds to the selection in the Account field.

  • The Currency field in the Journal names form for the journal name that is assigned to the journal that you are entering.

  • The Accounting currency field in the Ledger form.

Sales tax group

The sales tax group for the journal line.

The default entry is based on the Sales tax group field in the Main accounts - chart of accounts: %1, Customers, or Vendors form, based on the account type.

Item sales tax group

The item sales tax group for the journal line.

The default entry is based on the Item sales tax group field in the Main accounts - chart of accounts: %1 form. If this field is empty, the item sales tax group comes from the Item sales tax group field in the Sales tax area of the General ledger parameters form.

NoteNote

If the Exempt check box in the Main accounts - chart of accounts: %1 form is selected, no default entry is display. You can enter a value.

Calculated sales tax amount

The calculated sales tax amount in the transaction currency.

Actual sales tax amount

The actual or updated sales tax amount for the journal line.

Method of payment

The payment method that is used for the current payment, invoice, or credit note.

Payment specification

Select the payment specification, if any, for the current method of payment.

Settlement type

The settlement type, such as Designated transactions.

Account name

The name of the account.

Offset account name

The name of the offset account.

Transfer

Select this check box if the transaction is a transfer transaction. The transaction type name is used to identify the transaction type in other parts of the system.

Company accounts

Select the legal entity that is associated with the vendor for this transaction.

Sales tax code

Select the sales tax code for the transaction. You must specify a sales tax code if the account is a tax account.

Sales tax direction

If this check box is selected, the sales tax direction for the current journal line in the current voucher is controlled by the selection in the Sales tax direction field in the Main accounts - chart of accounts: %1 form for the ledger account in the Account field.

If vendor payments are recorded on a voucher together with a fee from the bank, the direction of the sales tax for the fee is incoming (Sales tax receivable) because vendor accounts exist in the current voucher. By selecting the Sales tax direction field on the line for the fee, the sales tax direction comes from the main account, and consequently, is set to Sales tax payable if the sales tax direction is set to Purchase.

TipTip

To verify the actual sales tax direction for the journal line, click the Sales tax button.

Sales tax amount

The sales tax amount.

Tax exempt number

Select the tax exempt number for the transaction.

For more information, see Tax exempt numbers (form).

Offset-transaction text

If a description other than the description entered in the Description field should be used, enter it here.

Exchange rate

Select the currency exchange rate that applies to the transaction.

Secondary exchange rate

Select the currency exchange rate to use for the secondary currency.

Cross rate

The cross rate for the transaction.

Calculation method

The basis for the calculation of the cross rate.

Quantity

Enter the quantity for the current transaction. Use a Current quantity column type to display quantities in the Financial statement form.

Bank account

Select a bank account.

Promissory note number

The number of the printed promissory note.

Document

Enter the number or name of the document that is the basis of the transaction.

Document date

Enter or view a date for the document. This date is used together with the terms of payment for the invoice to calculate the due date and cash discount date.

Approved by

The user who approved the transaction.

Approved

If this check box is selected, the transaction has been approved.

Invoice payment release date

Enter a release date to put the invoice payment on hold. If you enter a date, the payment will not be generated until that date. This field is available only if the invoice is approved.

To remove a payment hold, clear the entry in this field. Any user can clear the release date, regardless of which user entered it.

Release date comment

Enter a comment for the Invoice payment release date field.

Account identification

Select or view the bank account identification of the recipient of the negotiable instrument which, in this case, is the promissory note. For example, select the bank account identification for the vendor.

You can change the bank account only if the payment status is not Sent or Approved.

Only bank accounts that have a status of Active are included in the list. For more information, see Specify when a vendor bank account is active.

Fee ID

The identifier of the payment fee.

Fee amount

The amount of the payment fee in the currency that is selected in the Currency field.

Currency

The currency code for the payment fee.

Sales tax group

The sales tax group for the payment fee.

Item sales tax group

The item sales tax group for the payment fee.

Account type

The type of account to use for the payment fee. For example, select Vendor if the vendor pays the fee, or select Ledger if your organization pays the fee.

Account

Select the account that corresponds to the account type for the payment fee.

Remittance location

Select the name for the location where remittances are sent.

Address

The mailing address that is printed on remittances and checks.

Reported as ready by

The user who reported the journal as ready.

Approved by

The user who approved the journal.

Rejected by

The user who rejected the journal.

Posted on

The date of the final posting in the journal.

Foreign company accounts

The other legal entity where the voucher also has been posted.

Foreign voucher

The voucher number in the other legal entity, if the transaction is an intercompany transaction.

Transferred on

The transfer date for the transaction.

Transferred by

The user who transferred the voucher.

Transferred to journal

The number of the journal that the transaction was transferred to.

Errors detected

Any error messages for the voucher and the actions that were taken.


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