Journal voucher - Vendor payment journal (form) [AX 2012]

Updated: November 19, 2012

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 > Payments > Payment journal. Click Lines.

–or–

Click Accounts payable > Common > Vendors > All vendors. On the Action Pane, click Invoice > Payment history, select an electronic payment that has not been posted, and then click Payment display.

Use this journal to enter and post payments to vendors according to the terms of payment that you have established with each vendor.

Some buttons in the form are not available when a journal has been submitted for workflow journal approval. When the journal is approved, the Post button options are available, and the other controls and fields in the form are not. You can view, edit, or process payments for a journal that has been approved. If you modify an approved journal, the workflow status is reset, the Post button options are not available, and the other controls and fields are available. When the changes have been made, the journal must be resubmitted for approval.

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

Create and view the journal lines for payments to vendors in the payment journal that you selected.

General

Enter and view more information about the line that is selected on the Overview tab.

Payment

Enter or view information about the payment that is related to the selected line.

Payment fee

Enter or view information about the payment fee that is related to the selected line.

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.

Bank

Enter or view information about the bank from which the payment is made.

Fixed assets

Enter or view information about the fixed asset that is related to the selected line.

History

View the history of the payment transaction line.

Postdated checks

Enter or view information about postdated checks that are issued to a vendor.

This tab is available only if the Enable postdated checks check box is selected in the General ledger parameters form.

BTL91

Enter or view BTL91 information for the selected payment line.

NoteNote

(NLD) This control is available only to legal entities whose primary address is in the Netherlands.

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 the selected lines. If an error exists, no lines are posted and an error 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 Payment journal form.

Sales tax

View, and edit before posting, if you have to, the expected sales tax transaction that is related to the selected payment line.

Functions

Open a menu that contains the following items:

  • Settlement – Open the Settle open transactions form, where you can settle the payment against one of the open vendor invoices.

  • Generate payments – Open the Generate payments form, where you can generate a payment to the appropriate bank account for the selected lines.

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

  • Delete the vendor payment journal transactions – Delete all transactions in the journal.

  • Change method of payment – Change the payment method for one or more of the journal lines.

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.

  • Reuse – Select to reuse the check number for the payment. For example, if the check was damaged during printing, you can use the same check number to print a new check.

    NoteNote

    (USA) This option is displayed only to legal entities whose primary address is in the United States, and if you selected the Allow check reuse check box in the Bank parameters form.

  • Rejected – Select when the payment is rejected.

NoteNote

(NOR) Three additional statuses are also available to legal entities whose primary address is in Norway.

Payment proposal

Open a menu that contains the following items:

  • Create payment proposal – Run a batch job to retrieve open and approved vendor invoice lines. You can specify lines that are due for payment, that can yield a cash discount, or that fulfill both of these criteria.

  • Edit payment proposal – Edit the payment proposal lines that were created in the batch job, print reports of the proposals, and transfer the lines to the payment 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 vendor account and currency.

  • Payment fee – Open the Payment fee form, where you can view information about payment fee transactions.

NoteNote

The options that are available depend on the posting status of the selected journal line.

Print

Print reports for the payment lines, pro forma invoices for prepayments, and copies of payments.

Send...

Open the Send document... form, where you can select a port and purpose to use to send the payment documents electronically by using a service.

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. The system date, which typically is today’s date, is suggested, but you can select another date. When the date on a line has been changed, this date is suggested when a new line is created.

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 legal entity of the payment. For more information, see About centralized vendor payments.

Account

Enter or view the account number for the vendor.

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 of the transaction. Alternatively, enter the code for the standard journal description that is created in the Journal descriptions form.

Debit

Enter a debit amount in the currency that is selected for the journal line. Vendor payment amounts are typically, but not always, entered in this field.

Credit

Enter a credit amount in the currency that is selected for the journal line.

Offset account type

Select the account type for the offset transaction to the vendor payment. This is typically the Bank account type for vendor payment journal lines.

Offset account

Enter or view the account for the offset account type that is selected in the Offset account type field.

Payment status

Select the payment status of the payment line.

  • 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.

  • Reuse – Select to reuse the check number for the payment. For example, if the check was damaged during printing, you can use the same check number to print a new check.

    NoteNote

    (USA) This option is displayed only to legal entities whose primary address is in the United States, and if you selected the Allow check reuse check box in the Cash and bank management parameters form.

NoteNote

(NOR) Three additional statuses are available to legal entities in Norway.

Voucher

The voucher number for the transaction.

Number sequences are set up in the Number sequences form. If the Continuous check box in the Number sequences form is selected and no user changes are enabled (the To a lower number and To a higher number check boxes are cleared), this field is skipped when you move through the fields in the form.

The voucher series is attached to the journal name in the Voucher series field in the Journal names form.

Currency

The currency of the payment line. If the payment is in a foreign currency, you must specify the currency in this field.

This field receives a default currency according to the following priorities:

  • The Currency field in the Main accounts - chart of accounts: %1, Customers, or Vendors forms, according to the account type.

  • The Currency field in the Journal form, taken from the Journal names form.

  • The Accounting currency field in the Ledger form.

NoteNote

In the Validate currency code field in the Main accounts - chart of accounts: %1 form, you can set up validation rules for the use of currencies for the account.

Account name

The name of the account.

Offset account name

The name of the offset account.

Method of payment

Enter or view the payment method that is used for the selected line.

Payment specification

Select the payment specification, if any, of the method of payment that applies to the selected line.

Payment ID

Enter the payment identifier of the line.

If the payment proposal was used to create the line, the payment ID from the invoice or credit note is suggested, but you can change this.

Settlement type

The settlement type of the payment transaction.

You can use the Settle open transactions form to settle invoices that were previously posted. For more information, see Settle open transactions - vendor (form).

When you record a vendor payment and specify Vendor in the Account type field, the transaction is posted to the selected vendor account. At the same time, a transaction is made automatically in the vendor summary account in the general ledger. For more information, see Vendor posting profiles (form).

Check number

The number of the bank check that was issued to pay the vendor.

Document

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

Document date

Enter or view the date of the document that is the basis for the payment transaction. The document date is used to determine the payment due date and the cash discount date.

Withholding tax group

The vendor's withholding tax group. You can change this group or delete it if no withholding tax is calculated for the line.

Company accounts

The identifier for the legal entity. This identifier also serves as an extension on transactions that are posted between legal entities in intercompany accounting.

Account type

Select or view the account type of the journal line. In the vendor payment journal lines, the default value for this field is Vendor.

Alternate account

The alternate vendor account, which is used for withholding tax.

Sales tax group

Enter or view the sales tax group that is specified for the transaction. The default value is taken from the sales tax group that is attached to the vendor that is entered on the payment line.

For more information, see Sales tax groups (form).

Item sales tax group

Enter or view the item sales tax group that is specified for each journal line.

For more information, see Item sales tax groups (form).

NoteNote

If the Exempt check box in the Main accounts - chart of accounts: %1 form is selected for the ledger account that is selected in the Account field on the journal line, this field does not have a default value. You can enter a value manually.

Sales tax direction

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

If customer payments are recorded on a voucher together with a fee from the bank, the sales tax direction on the sales tax posting of the fee is outgoing (Sales tax payable). This is because a customer account is part of the voucher posting. However, if the Sales tax direction field is selected on the line with the fee, the sales tax direction is instead taken from the main account. The sales tax direction changes to Sales tax receivable if the sales tax direction on the main account is set to Purchase.

TipTip

To view the sales tax direction for the journal line, click Sales tax.

Offset company accounts

Enter the identifier for the legal entity where the current transaction will be offset.

Offset-transaction text

Enter a description for the offset journal entry.

Exchange rate

The currency exchange rate between the transaction currency and the accounting currency.

Secondary exchange rate

The secondary exchange rate.

Cross rate

The cross rate for the transaction.

Calculation method

The basis for the calculation of the cross rate.

Note

Enter text that is used to describe the payment in a generated file for electronic payments.

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.

For more information about posting prepayment journal vouchers, see Post prepayment journal vouchers to prepayment accounts.

Remittee currency

The currency in which the amount should be paid to the recipient's bank.

Recipient name

The name of the recipient who will be issued a check. You can enter the name if the value in the Account type field is Ledger or Bank.

Posting profile

The posting profile of the transaction. If the transaction is a vendor, customer, or fixed asset transaction, the default value is defined by the setup for the selected account type and account.

Central bank purpose code

The code that is used when reporting to a central bank, if appropriate.

Purpose text

The description of the code that is used when reporting to a central bank.

Import date

Enter the import date for goods. This date is used for a report at the time of payment.

Bank document number

The number specified by a bank for an import letter of credit or an import collection.

This field is available only if the Enable import letter of credit check box is selected in the General ledger parameters form.

Shipment number

The identification number of the shipment for a purchase order that is associated with a letter of credit.

This field is available only if the Enable import letter of credit check box is selected in the General ledger parameters form.

Fee ID

The identifier of the fee.

Fee amount

The amount of the fee. This is an absolute value.

Currency

The currency code for the fee.

Sales tax group

The sales tax group for the fee.

Item sales tax group

The item sales tax group for the fee.

Account type

The type of account, such as vendor, customer, or ledger, that the transaction is applied to.

Account

Select the account for the fee transaction. The selection is limited by the account type.

Remittance location

Select the name for the location where remittances are sent.

Address

The mailing address that is printed on remittances and checks.

Bank transaction type

Select the bank transaction type that is used for the payment.

Payment reference

A reference to a specific payment.

Account identification

Select or view the recipient bank account.

You can change this field if the payment status is not Sent or Approved.

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

Transaction type

Select or view the type of transaction for the fixed asset transaction.

For more information, see the following topics:

Value model

Select or view the value model for the fixed asset.

The correct value models often are displayed by default. For example, value models that have a status of Sold or Scrapped are not available for additional transactions.

Only value models that are set up for the posting layer of the journal are suggested. For example, if the journal is set up for tax, only value models that are set up for tax are available.

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.

Errors detected

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

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.

File generated on

The date that the payment file was generated.

File No.

The number of the file that was sent.

Maturity date

Enter the date when the postdated check is due for payment in MM/DD/YYYY format.

Received date

Enter the date when the postdated check was issued to a vendor in MM/DD/YYYY format.

Postdated check status

The status of the postdated check:

  • Open – The postdated check is created and is associated with a payment.

  • Posted – The vendor payment journal is posted.

  • Cancelled – The postdated check is canceled after posting, and the corresponding general ledger entries are reversed.

  • Transferred to accounts payable – The postdated check is transferred to the vendor payment journal.

  • On hold – The postdated check is on hold.

  • Replaced – The postdated check is replaced by another check. The status of the original check changes from Cancelled to Replaced.

  • Paid – The postdated check is cleared by the bank after the maturity date.

Check number

The number of the postdated check.

Cashier

Select the identifier of the cashier who is responsible for the postdated check transaction.

Salesperson

Select the identifier of the salesperson who is responsible for the postdated check transaction.

Stop payment

Select the check box to place the postdated check on hold.

Reason for stopping payment

Enter the reason for holding payment for the postdated check.

Replacement check

Select the check box to indicate that the check is a replacement for the original check.

Comments

Enter the reason that the replacement check was issued.

Original check

Select the original postdated check details, such as the check number, maturity date, and vendor account.

Currency

The currency code used on the postdated check.

Amount

The amount specified on the postdated check.

Issuing bank branch

Enter the name of the bank branch on the postdated check.

Issuing bank name

Enter the name of the bank on the postdated check.

Payment instruction code 1

A code that is used in the SWIFT message for foreign banks.

NoteNote

(NLD) This control is available only to legal entities whose primary address is in the Netherlands.

Payment instruction code 2

A code that is used in the SWIFT message for foreign banks.

NoteNote

(NLD) This control is available only to legal entities whose primary address is in the Netherlands.

Payment instruction code 3

A code that is used in the SWIFT message for foreign banks.

NoteNote

(NLD) This control is available only to legal entities whose primary address is in the Netherlands.

Payment instruction code 4

A code that is used in the SWIFT message for foreign banks.

NoteNote

(NLD) This control is available only to legal entities whose primary address is in the Netherlands.


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