Scenario: Settle a vendor payment with an invoice [AX 2012]

Updated: November 9, 2011

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

This scenario illustrates two simple examples of a settlement in which one payment is settled with one or more invoices. For more information, see Key tasks: Vendor payments and settlements, About parameters for settlements in Accounts payable, and Accounts payable parameters (form).

Fabrikam has purchased products from vendor 3064 two times and has received two invoices from the vendor. As of January 26, the vendor balance is 600.00.

Invoice number

Invoice date

Invoice amount

Inv_10100

January 15

100.00

Inv_10200

January 25

500.00

On February 1, April pays the vendor for invoice Inv_10200. There is a question about Inv_10100, so April does not want to pay that invoice yet. April enters the payment and settles the payment with invoice Inv_10200 by following these steps.

  1. Click Accounts payable > Journals > Payments > Payment journal.

  2. Create a journal, and then click Lines to open the Journal voucher form for payment journal lines.

  3. In the Account field, select vendor 3064.

  4. Click Functions > Settlement.

  5. In the Settle open transactions form, select the Mark check box on the line for invoice Inv_10200. The remaining invoice amount, minus any available cash discount, is displayed in the Amount to settle field. No cash discounts are available for this invoice. Therefore, the amount is 500.00.

  6. Close the Settle open transactions form. The payment line that has information from the invoice is displayed in the Journal voucher form. The payment line contains the amount from the vendor invoice. This amount is the amount that the legal entity can pay to the vendor.

    NoteNote

    In the Journal voucher form, click Inquiries > Balance control to verify that the amount of the payment that is made to the vendor does not exceed the balance of the bank account.

  7. Click Functions > Generate payments.

  8. Select an export format, and then select the bank account from which the payment is drawn.

  9. In the Generate payments form, click Dialog, enter information in the fields, and then click Document to specify a printer destination.

  10. Click OK to close the Printer setup form, and then click OK to close the dialog box.

  11. In the Generate payments form, click OK.

  12. Click Validate >Validate voucher only to validate the payment line, and then click Post > Post and transfer.

The balance for vendor 3064 is now 100.00. Invoice Inv_10200 is fully settled. Therefore, the balance for that invoice is 0.00.

On February 1, April makes a payment of 500.00 to vendor 3064. April settles the payment with invoice Inv_10100 and makes a partial payment on invoice Inv_10200 by following these steps.

  1. Click Accounts payable > Journals > Payments > Payment journal.

  2. Create a journal, and then click Lines to open the Journal voucher form for payment journal lines.

  3. In the Account field, select vendor 3064.

  4. Select the description.

  5. In the Debit field, enter 500.00.

  6. Click Functions > Settlement.

  7. In the Settle open transactions form, select the Mark check box on the lines for invoices Inv_10100 and Inv_10200.

  8. On the line for invoice Inv_10100, in the Amount to settle field, accept the default value of 100.00.

  9. On the line for invoice Inv_10200, in the Amount to settle field, change the default value of 500.00 to 400.00.

  10. Close the Settle open transactions form.

  11. In the Journal voucher form, click Functions > Generate payments.

  12. Select an export format, and then select the bank account from which the payment is drawn.

  13. Click Dialog, enter information in the fields, and then click Document to specify the printer destination.

  14. Click OK to close the Printer setup form, and then click OK to close the dialog box.

  15. In the Generate payments form, click OK.

  16. Click Validate > Validate voucher only to validate the payment line, and then click Post > Post and transfer.

The balance for vendor 3064 is now 100.00. Invoice Inv_10100 is fully settled. Therefore, the balance for that invoice is 0.00. For invoice Inv_10200, 400.00 is settled, and the remaining balance is 100.00.


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