Settle open transactions - customer (form) [AX 2012]

Updated: February 24, 2011

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

Click General ledger > Journals > General journal. Click Lines. Enter a payment line for a customer and then click Functions > Settlement.

–or–

Click Accounts receivable > Journals > Payments > Payment journal. Click Lines. Enter a payment line and then click Functions > Settlement.

–or–

Click Accounts receivable > Journals > Bill of exchange > Draw bill of exchange journal. Click Lines. Enter a bill of exchange line and then click Functions > Settlement.

–or–

Click Accounts receivable > Common > Customers > All customers. On the Action Pane, on the Collect tab, click Settle open transactions.

–or–

Click Accounts receivable > Common > Free text invoices > All free text invoices. On the Action Pane, click Settle open transactions.

–or–

Click Sales and marketing > Common > Sales orders > All sales orders. On the Action Pane, on the Invoice tab, click Open transactions.

Use this form to view open customer transactions and mark them for settlement. For example, you can settle payments with invoices. You can also use this form to settle a credit note with a customer invoice for a sales order. You might do this if you have already issued an invoice and the items are returned. You could enter a credit note in the Sales order form, and then settle it with the invoice. The invoice amount is settled when the credit note is posted. Free text invoices can be corrected by using the free text invoice corrections feature, which is controlled by the Free text invoice correction configuration key.

NoteNote

An icon in the Is marked field indicates that a transaction already is marked for settlement.

Discount amounts per transaction and the total discount amount for the customer or invoice are displayed in both the payment currency and the currency of the legal entity that is associated with the customer account.

If you open this form from a remittance journal, you must mark transaction lines until the invoice is fully settled. The balance must be zero.

Open transactions for the legal entities that are included in an organizational hierarchy for centralized payments, and that are associated with the selected customer (the selected customer, a customer in another legal entity that is mapped to the same address book ID, or a customer in an organizational hierarchy), are included in the form. For more information, see Set up centralized customer payments.

If you are settling intercompany transactions but the legal entities are not included in an organizational hierarchy for centralized payments, this form displays transactions that are associated with the legal entity of the payment customer. For example, if you are working in the DAT legal entity and you create a payment for a customer account in the EXT legal entity, this form displays invoices from the EXT legal entity.

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

Tab

Description

Overview

View information about open customer transactions and mark the transactions for settlement. Also view discount amounts for each transaction line, and the total discount amount granted to the customer to this point.

General

View additional information about the open customer transaction.

Payment

View details about the payment, bill of exchange, and amount for an open customer transaction.

Settlement

View the details of a partially settled transaction.

Cash discount

If a transaction includes a cash discount, view the discount date and amount, and the total transaction amount.

Collections

View collections status, interest, and collection letter information for an open customer transaction.

Financial dimensions

View information about financial dimensions, such as the default dimensions and where the dimensions are used in account structures and advanced rule structures.

Button

Description

Update

Settle the marked transactions. After transactions are settled, you can view and reverse the settlements in the Closed transaction editing form. For more information, see About cross-company payment settlements.

NoteNote

This control is available only when you open the form from the All customers list page or the Customers form.

Transaction reorganizing

Reorganize an open transaction. You can split a transaction into new transactions with new due dates, or you can select multiple open transactions and reorganize them into a single open transaction.

NoteNote

This control is available only when you open the form from the All customers list page or the Customers form.

Inquiry

View information about the voucher, history, or specifications of a transaction.

Mark payment

Designate the selected payment as the primary payment.

NoteNote

This control is available only when you open the form from the All customers list page or the Customers form.

Mark invoice lines

Open the Mark invoice lines form, where you can select individual lines for settlement and modify the amounts to settle for those lines.

This button is available if all of the following circumstances apply:

  • The Mark lines on free text invoices and interest notes check box is selected in the Accounts receivable parameters form.

  • The selected customer transaction has a transaction amount that is greater than zero; it is not a credit memo or a credit interest note.

  • The selected transaction contains more than one transaction line that is available to be marked.

Mark by priority

Mark the debit transactions in this form according to the settlement priority that is specified in the Accounts receivable parameters form. For more information, see Accounts receivable parameters (form).

This button is available if all of the following circumstances apply:

  • The Prioritize settlement check box is selected in the Accounts receivable parameters form.

  • A customer account is specified in the Enter customer payments form.

  • A positive payment amount exists in the Enter customer payments form.

When you click this button, prioritized transactions are marked until the sum of the amounts to settle for these transactions is equal to or less than the payment amount that is specified in this form. The display order of the transactions does not change.

NoteNote

The transaction that is marked last might receive a partial payment. In this case, the amount to settle for that transaction is decreased so that the total amount to settle equals the payment amount specified in this form.

Select all

Select the Mark check box for all of the transactions in the list.

NoteNote

If the Public sector configuration key is selected, this button does not work on credit notes when the Restrict settlement of credit notes check box is selected for the billing classification.

Clear all

Clear the Mark check box for all of the transactions in the list.

Field

Description

Marked total

The balance of the transactions that are marked to be settled, minus the discount amount, in the currency of the legal entity that is associated with the customer account.

Marked total in %1

The remaining amount to be settled, minus the discount amount, in the currency of the customer, primary payment, or journal transaction.

NoteNote

The name of the field includes the currency code.

Customer balance

The customer balance in the currency of the legal entity that is associated with the customer account.

Estimated cash discount

The expected total discount amount in the accounting currency of the legal entity that is associated with the customer account. If the Full settlement check box is selected for any of the marked lines, the estimated cash discount includes the full settlement discount amount.

NoteNote

(AUT, CHE, DEU) Full settlement functionality is available only if the Full settlement configuration key is selected, the primary address of the legal entity is in Austria, Germany, or Switzerland, and you open the form from a payment journal.

Estimated cash discount in %1

The expected total discount amount in the currency of the customer, primary payment, or journal transaction.

NoteNote

The name of the field includes the currency code. If you opened this form from the All customers list page, the currency is taken from the customer account. If you opened this form from the All customers list page and a primary payment is selected, the currency is taken from the payment. If you opened the form from a journal form, the currency is taken from the journal transaction.

Payment proposal

Select this check box to add the marked transactions to a payment proposal. When you click Close, the Customer payment proposal form opens, where you can transfer the transactions to the payment proposal.

This field is available only when you open the form from a payment journal.

Transferred

The amount that was transferred from the voucher or payment, in the currency of the legal entity that is associated with the account.

NoteNote

This field is available only when you open the form from a Journal voucher form.

Transferred in %1

The payment amount that was transferred from the voucher, in the currency of the customer, primary payment, or journal transaction.

NoteNote

This field is available only when you open the form from a Journal voucher form. The name of the field includes the currency code.

Settlement posting date

Select how to determine the settlement posting date, if the settlement of a transaction causes an exchange difference:

  • Latest date – Use the date of the most recent transaction involved in the settlement.

  • Today's date – Use today's date.

  • Selected date – Use the date that you specify. The date must be the same as, or later than, the date of the most recent transaction involved in the settlement. If you select this option, specify the posting date for the selected transactions.

NoteNote

This control is available only when you open the form from the All customers list page or the Customers form.

Date to use for calculating discounts

Select how to determine whether a discount should be calculated:

  • Transaction date – Use the transaction date of the payment or credit note.

  • Selected date – Use the date that you specify. If you select this option, specify the discount date for the selected transactions.

NoteNote

This control is available only when you open the form from a list page or detail form.

Show

Select one of the following filter settings:

  • All – All transactions.

  • Letter of credit – Only letter of credit transactions.

  • Import collection – Only import collection transactions.

The default selection is All.

Is marked

If an icon is displayed, the transaction is marked for settlement.

NoteNote

This control is available only when you open the form from the All customers list page or the Customers form.

Primary payment

If an icon is displayed, the transaction is the primary payment for an invoice.

NoteNote

This control is available only when you open the form from the All customers list page or the Customers form.

Mark

Select this check box to mark the transaction for settlement.

Full settlement

Select this check box to settle the invoice with this payment, even if the balance is not zero. The amount shown in the Marked total field for the invoice will be cleared when you close the form.

An icon is displayed instead of the check box if full settlement is not available for the selected invoice. This can occur if you are using centralized payments and the legal entity of the invoice does not have its primary address in Austria, Germany, or Switzerland.

NoteNote

(AUT, CHE, DEU) This field is available only if the Full settlement configuration key is selected, the primary address of the legal entity is in Austria, Germany, or Switzerland, and you open the form from a payment journal.

Use cash discount

View or select an option to use the cash discount after the discount date. You can see the amount minus the cash discount in the Amount to settle field. The options are as follows:

  • Normal – The cash discount is used only if the invoice is settled by the date that is defined for the cash discount.

  • Always – The last available cash discount is used if the invoice is settled after the cash discount date. If the invoice is settled by the date that is defined for the cash discount, the cash discount amount is the same as if you select Normal.

  • Never – No cash discount is applied, even if the invoice is settled on or before the discount date.

This field works with the Calculate cash discounts for partial payments and Calculate cash discounts for credit notes fields in the Accounts receivable parameters form. If you select Normal in this field, the parameter fields apply to the settlement. If you select Always, the cash discount is always taken. If you select Never, the cash discount is never taken.

Voucher

The voucher number for the attached ledger transaction. The voucher number is determined by the voucher series as it was defined in the Number sequences form.

Account

The customer account that is associated with the transaction.

Company accounts

The legal entity that is associated with the customer account for the transaction.

Date

The date of the current transaction.

Due date

The date that the transaction is due.

Deadline

The deadline for confirmation from the bank that payments that are eligible for discounts have been paid.

Invoice

The invoice number that the transaction is attached to.

Billing classification

The billing classification that was assigned to the invoice when it was created.

NoteNote

This control is available only if the Public Sector configuration key is selected.

Bill ID

The unique identifier for the bill of exchange. The identifier is used when new bills of exchange are created.

NoteNote

This field is available only if you opened the form from a protest bill of exchange journal, redraw bill of exchange journal, remittance journal, or settle bill of exchange journal.

Sequence number

Displays 1 for the first draw bill of exchange cycle and 2 for the first redraw bill of exchange cycle.

If you open this form from a journal and the Bill ID field is blank, 0 is displayed.

NoteNote

This field is available only if you opened the form from a protest bill of exchange journal, redraw bill of exchange journal, remittance journal, or settle bill of exchange journal.

Status

The status of the bill of exchange:

  • None – No bill of exchange has been drawn.

  • Drawn – The bill of exchange has been posted in a draw bill of exchange journal.

  • Remitted – The bill of exchange document has been posted in a remittance journal.

  • Protested – A bill of exchange that was not honored by the bank has been protested in a protest bill of exchange journal.

  • Redrawn – A bill of exchange that was previously protested has been redrawn in a redraw bill of exchange journal.

  • Honored – The bill of exchange has been settled. The settlement might occur before you receive confirmation from the bank.

NoteNote

This field is available only if you opened the form from a protest bill of exchange journal, redraw bill of exchange journal, remittance journal, or settle bill of exchange journal.

Remittance number

A unique identifier for the remittance file.

NoteNote

This field is available only if you opened the form from a protest bill of exchange journal, redraw bill of exchange journal, remittance journal, or settle bill of exchange journal.

Amount in transaction currency

The transaction amount in the transaction currency.

Currency

The currency code for the transaction.

Cross rate

The direct exchange rate between the payment and the invoice, if they are in different currencies and if a primary payment is selected.

Amount to settle

The amount of the settlement in the accounting currency of the transaction.

For a partial payment, this amount should be the amount after the discount has been taken. For more information, see About partial customer payments.

If the Prioritize settlement check box is selected in the Accounts receivable parameters form, and a partial payment is applied to the transaction, the amount to settle for the transaction is decreased so that the total amount to settle equals the payment amount specified in this form.

If the Mark lines on free text invoices and interest notes check box is selected in the Accounts receivable parameters form, this amount can be determined by marking invoice lines. For more information, see Mark invoice lines (form).

Amount to settle in %1

The amount of the settlement in the currency of the customer, primary payment, or journal transaction.

NoteNote

The name of the field includes the currency code. This field is available only when you open the form from a Journal voucher form.

Bank document number

The bank document number for the letter of credit.

Shipment number

The shipment number for the letter of credit.

Cash discount date

The date by which an invoice must be settled to receive a cash discount. The cash discount is posted automatically to the ledger account that is specified for the cash discount. For more information, see About cash discounts.

Cash discount amount

The cash discount amount that is included in the customer transaction when the invoice is posted.

Discount amount in %1

The amount of the cash discount in the currency of the payment.

NoteNote

The name of the field includes the currency code for the payment. This field is available only when you open the form from a payment Journal voucher form.

Cash discount taken

The total discount amount that has been taken for prior payments or credit notes.

Cash discount taken in %1

The total discount amount that has been taken for prior payments or credit notes, in the currency of the payment.

NoteNote

The name of the field includes the currency code for the payment. This field is available only when you open the form from a payment Journal voucher form.

Cash discount amount to take

The discount amount to take for the payment or credit note that is being settled with the selected invoice.

You can change the value in this field in the following situations:

  • The transaction is marked and the form is opened from a payment Journal voucher form.

  • The transaction is marked and Selected date is selected in the Date to use for calculating discounts field.

For more information, see About partial customer payments.

If the Full settlement check box is selected for any of the marked lines, the default entry includes the full settlement discount amount.

NoteNote

(AUT, CHE, DEU) Full settlement functionality is available only if the Full settlement configuration key is selected, the primary address of the legal entity is in Austria, Germany, or Switzerland, and you open the form from a payment journal.

Cash discount amount to take in %1

The discount amount to take for the payment or credit note that is being settled with the selected invoice, in the currency of the payment.

NoteNote

The name of the field includes the currency code for the payment. This field is available only when you open the form from a payment Journal voucher form.

If the Full settlement check box is selected for any of the marked lines, the default entry includes the full settlement discount amount.

NoteNote

(AUT, CHE, DEU) Full settlement functionality is available only if the Full settlement configuration key is selected, the primary address of the legal entity is in Austria, Germany, or Switzerland, and you open the form from a payment journal.

Full settlement cash discount

The full settlement discount amount for the payment or credit note that is being settled with the selected invoice. This amount is calculated automatically based on the line that has the Full settlement check box marked, minus the amounts in the Cash discount amount and Cash discount taken fields.

NoteNote

(AUT, CHE, DEU) This field is available only if the Full settlement configuration key is selected, the primary address of the legal entity is in Austria, Germany, or Switzerland, and you open the form from a payment journal.

Full settlement cash discount in %1

The full settlement discount amount for the payment or credit note that is being settled with the selected invoice, in the currency of the payment. This amount is calculated automatically based on the line that has the Full settlement check box marked, minus the amounts in the Discount amount in %1 and Cash discount taken in %1 fields.

NoteNote

(AUT, CHE, DEU) This field is available only if the Full settlement configuration key is selected, the primary address of the legal entity is in Austria, Germany, or Switzerland, and you open the form from a payment journal.

Description

The description for the current transaction. The description can be inserted automatically when invoices are posted, or you can enter it manually.

Alternative cash discount account

You can enter an alternate account for the cash discount that will override the regular posting setup for the current line. For example, if you let customers deduct cash discounts on payments that are made after a payment date, you can track the unauthorized cash discount deductions in a separate account.

Transaction type

The transaction type that is attached to the transaction when it is posted, such as Payment or Customer.

Correction

If this check box is selected, the current transaction is a correction of another transaction. When credit notes are updated, ledger transactions are debited or credited as reverse entries.

Posting profile

The posting profile that is used for the transaction.

A posting profile can be related to selected customers, groups of customers, or all customers.

Last foreign currency revaluation adjustment date

The date of the most recent foreign currency revaluation for the current transaction. You can use the Foreign currency revaluation form to revalue foreign currencies on open customer transactions.

Last foreign currency revaluation adjustment voucher

The voucher for the most recent foreign currency revaluation for the transaction.

Last foreign currency revaluation adjustment rate

The exchange rate that was used for the most recent foreign currency revaluation for the transaction.

Billing classification

The billing classification that was assigned to the invoice when it was created.

NoteNote

This control is available only if the Public Sector configuration key is selected.

Approved by

The initials of the worker who approved the transaction.

Approved

If this check box is selected, the transaction has been approved. The default value for payments comes from the payment journal.

Document

The number of the document, such as a bill of exchange, that the transaction is based on.

Document date

Enter or view the document date.

When a customer invoice is entered, the actual date of the invoice is usually used as the posting date. If this is the case, both the due date and the cash discount date are based on the document date.

Order account

The order account that is related to the transaction.

Tax invoice ID - sales

The identifier for the tax invoice that is generated when value added tax (VAT) is realized. This ID is automatically assigned when the invoice is posted. The ID uses the number sequence that is specified in the General ledger parameters form.

NoteNote

(THA) This control is available only to legal entities whose primary address is in Thailand.

Payment reference

A reference to a specific payment.

Method of payment

The payment method that was used for the customer transaction.

Payment specification

Enter a payment specification code, if one is required for the current method of payment.

Payment specification codes are used with automatic payment transfers to select different levels of payment specifications. Payment specification codes are defined by banks. They must be included in each payment record in the payment transfer file to inform the bank of the level of payment specification for each payment.

NoteNote

You must contact your bank for information about how to use the various specification codes.

Payment

The terms of payment that were used for the transaction.

Prepayment journal voucher

Select this control to specify that the payment is a prepayment that was made by using a prepayment journal voucher. For more information about prepayments and the prepayment journal vouchers, see About prepayments and prepayment journal vouchers.

Payment step identification

The payment step that is currently associated with this transaction.

NoteNote

This field is available only if the Payment management configuration key is selected.

Previous payment step ID

The payment step that was associated with this transaction before it reached the current payment step.

NoteNote

This field is available only if the Payment management configuration key is selected.

Reporting batch

The reporting batch for payment management.

Bill ID

The bill of exchange identifier that corresponds to the transaction.

NoteNote

This field is available only if the Bill of exchange configuration key is selected.

Sequence number

Displays 1 for the first draw bill of exchange cycle and 2 for the first redraw bill of exchange cycle.

Status

The status of the bill of exchange:

  • None – No bill of exchange has been drawn.

  • Drawn – The bill of exchange has been posted in a draw bill of exchange journal.

  • Remitted – The bill of exchange document has been posted in a remittance journal.

  • Protested – A bill of exchange that was not honored by the bank has been protested in a protest bill of exchange journal.

  • Redrawn – A bill of exchange that was previously protested has been redrawn in a redraw bill of exchange journal.

  • Honored – The bill of exchange has been settled. The settlement might occur before you receive confirmation from the bank.

Remittance number

A unique identifier for a bank remittance file.

NoteNote

This field is available only if the Bill of exchange configuration key is selected.

Original amount currency

The total amount of the original transaction in the transaction currency, before any foreign currency revaluations.

Original amount

The total transaction amount of the original transaction in the accounting currency.

Amount in transaction currency

The open transaction amount in the transaction currency, after foreign currency revaluations.

Amount

The open amount of the transaction in the accounting currency.

Exchange rate adjustment amount

If an invoice was created in a foreign currency, and if a foreign currency revaluation was made between the time of invoicing and the time of payment, the amount of the foreign currency revaluation is displayed in the accounting currency.

Settled currency

The settled part of the amount in the currency shown in the Currency field.

Amount settled

The settled part of the amount in the accounting currency. This includes any foreign currency revaluations and penny differences.

Last settlement voucher

The voucher number for the most recent settlement.

Last settlement voucher account number

The customer account for the most recent settlement voucher.

Last settlement voucher company

The legal entity that is associated with the most recent settlement voucher.

Last settlement

The date of the most recent settlement.

Settlement

If this check box is selected, the transaction can be settled automatically.

Closed date

If the transaction has been settled, the date for the full settlement is displayed. This date corresponds to the transaction date of the final payment. If the field is empty, the transaction has not yet been fully settled. For example, if a prepayment that is posted on January 1 is settled against an invoice that is posted on February 1, the invoice date is displayed.

Close

The posting profile that is used when payment has been confirmed by the bank and the settlement can be considered closed.

Cash discount date

The last payment date on which the customer can receive a cash discount. The date is calculated based on the cash discount terms, as defined in the Cash discounts form. (Click Accounts receivable > Setup > Payment > Cash discounts.)

Cash discount amount

The amount of the cash discount that is included in the customer transaction when the invoice is posted.

Amount in transaction currency

The amount of the transaction minus the cash discount, in the transaction currency.

Interest note

The interest note number for the most recent interest calculation for the transaction.

Date

The date of the most recent interest calculation for the transaction.

Interest date

The date of the most recent interest note for the transaction.

Collection letter

The current collection letter number for the transaction.

Collection letter code

The current collection letter code for the transaction.

Date

The date of the most recent collection letter for the transaction.

Valid collection letter code

The collection letter code to use for the next collection letter for the transaction. For more information, see Valid collection letter code.

Collections status

The status of the transaction in the collections process. For more information, see the Collections form and Collections (form).

Reason code

The reason code for the current collections status. The reason code is selected when the collections status is changed in the Collections form.

Reason comment

The reason comment for the current collections status. The reason comment is entered when the collections status is changed in the Collections form.

Financial dimensions

The financial dimensions that were set up in the Financial dimensions form.

Where the %1 dimension is used

The account structures and advanced rule structures that use the financial dimensions that you selected in the Financial dimensions or Default financial dimensions field group.

NoteNote

The name of the field depends on the selection in the Financial dimensions or Default financial dimensions field group.


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