About reimbursements (Public sector) [AX 2012]

Updated: July 8, 2011

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

Reimbursements are issued to customers who have overpaid, or customers who have been issued a credit and have an outstanding credit balance. (This can be accomplished by using a general ledger credit voucher or a credit note.) When customer credit transactions are processed for reimbursement, a reimbursement transaction is created for each unique customer balance posting type entry across the vouchers of the transactions. This process can create several reimbursement transactions for a single credit transaction. If you select to create a separate reimbursement transaction for each billing classification, reimbursement transactions will be grouped by the unique customer balance posting type entry and billing classification. The resulting reimbursement transactions will be assigned a classification value.

Reimbursement transactions contain a debit entry for each unique customer balance posting entry type. This value equals the total of the credit transaction balances for the customer and can be separated by billing classification if the option is enabled. This is offset by a credit entry to the vendor summary account by using the financial dimensions defaulted from the debit entry. Once created, the reimbursement transactions are automatically settled against their source accounts receivables credit transactions to bring their balance to zero.

Reimbursements are always issued for the full outstanding credit amounts on selected credit transactions, even if outstanding debit transactions exist for the customer. Reimbursements are not processed for any customer who has pending settlements that have not been posted to the journal. Reimbursement settlements cannot be reversed using the Closed transaction editing. To generate a reimbursement check, you can select the reimbursement transactions for settlement against a vendor payment in the Journals.

NoteNote

To process reimbursements for customers who have outstanding credit and debit transactions, select the Include customers with outstanding debit transactions check box.

In this example, the customer has overpaid, there are two credit notes from different billing classifications, and Create a separate reimbursement for each billing classification is not selected.

Accounts receivables – payment voucher (Overpayment)

Account + dimensions

Outstanding debit

Outstanding credit

Comment

999 – 11530

50.00

Customer summary account and financial dimensions (customer balance posting type entry)

999 – 11020

50.00

Bank account for payment

Accounts receivables – Credit note voucher (Billing classification PARKS)

Account + dimensions

Outstanding debit

Outstanding credit

Comment

101 – 44200 - -

10.00

Revenue account

101 – 11530

10.00

Accounts receivable (customer balance posting type entry)

Accounts receivables – Credit note voucher (Billing classification UTL)

Account + dimensions

Outstanding debit

Outstanding credit

Comment

101 – 44400 - -

10.00

Revenue account

601 – 44400 - -

45.00

Revenue account

602 – 44400 - -

45.00

Revenue account

101 – 11530

10.00

Accounts receivable (customer balance posting type entry)

601 – 11530

45.00

Accounts receivable (customer balance posting type entry)

602 – 11530

45.00

Accounts receivable (customer balance posting type entry)

Reimbursement transaction 1 voucher (billing classification value is blank)

Account + dimensions

Debit

Credit

Comment

999 – 11530

50.00

Customer balance posting type entry

999 – 24210

50.00

Vendor summary account and debit entry financial dimensions

Reimbursement transaction 2 voucher (billing classification value is blank)

Account + dimensions

Debit

Credit

Comment

101 – 11530

20.00

Customer balance posting type entry from PARKS and UTL

101 – 24210

20.00

Vendor summary account and debit entry financial dimensions

Reimbursement transaction 3 voucher (billing classification value is blank)

Account + dimensions

Debit

Credit

Comment

601 – 11530

45.00

Customer balance posting type entry from UTL

601 – 24210

45.00

Vendor summary account and debit entry financial dimensions

Reimbursement transaction 4 voucher (billing classification value is blank)

Account + dimensions

Debit

Credit

Comment

601 – 11530

45.00

Customer balance posting type entry from UTL

601 – 24210

45.00

Vendor summary account and debit entry financial dimensions

In this example, the customer has overpaid, there are two credit notes from different billing classifications, and Create a separate reimbursement for each billing classification is selected.

Accounts receivables – payment voucher (Overpayment)

Account + dimensions

Outstanding debit

Outstanding credit

Comment

999 – 11530

50.00

Customer summary account and financial dimensions (customer balance posting type entry)

999 – 11020

50.00

Bank account for payment

Accounts receivables – Credit note voucher (Billing classification PARKS)

Account + dimensions

Outstanding debit

Outstanding credit

Comment

101 – 44200 - -

10.00

Revenue account

101 – 11530

10.00

Accounts receivable (customer balance posting type entry)

Accounts receivables – Credit note voucher (Billing classification UTL)

Account + dimensions

Outstanding debit

Outstanding credit

Comment

101 – 44400 - -

10.00

Revenue account

601 – 44400 - -

45.00

Revenue account

602 – 44400 - -

45.00

Revenue account

101 – 11530

10.00

Accounts receivable (customer balance posting type entry)

601 – 11530

45.00

Accounts receivable (customer balance posting type entry)

602 – 11530

45.00

Accounts receivable (customer balance posting type entry)

Reimbursement transaction 1 voucher (billing classification value is blank)

Account + dimensions

Debit

Credit

Comment

999 – 11530

50.00

Customer balance posting type entry

999 – 24210

50.00

Vendor summary account and debit entry financial dimensions

Reimbursement transaction 2 voucher (billing classification value is PARKS)

Account + dimensions

Debit

Credit

Comment

101 – 11530

10.00

Customer balance posting type entry from PARKS

101 – 24210

10.00

Vendor summary account and debit entry financial dimensions

Reimbursement transaction 3 voucher (billing classification value is UTL)

Account + dimensions

Debit

Credit

Comment

101 – 11530

10.00

Customer balance posting type entry from UTL

601 – 24210

10.00

Vendor summary account and debit entry financial dimensions

Reimbursement transaction 4 voucher (billing classification value is UTL)

Account + dimensions

Debit

Credit

Comment

601 – 11530

45.00

Customer balance posting type entry from UTL

601 – 24210

45.00

Vendor summary account and debit entry financial dimensions

Reimbursement transaction 5 voucher (billing classification value is UTL)

Account + dimensions

Debit

Credit

Comment

602 – 11530

45.00

Customer balance posting type entry from UTL

602 – 24210

45.00

Vendor summary account and debit entry financial dimensions


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