Work with Accounts payable

 

Updated: November 1, 2016

Applies To: Dynamics Marketing

System_CAPS_importantImportant

Microsoft Dynamics Marketing is scheduled to be retired on May 15, 2018. After that date the service will no longer be available. Please plan accordingly. For details, see the blog post Microsoft Dynamics Marketing service will be discontinued, and learn what’s coming next.

The Accounts Payable page lets users pay expenses that have balances due.

  • Users must have the Accounts Payable privilege to view and use the Accounts Payable page. More information: Work with user accounts and staff contacts

  • Microsoft Dynamics Marketing must have at least one 'active' Accounts Payable general ledger account for the Accounts Payable page to operate.

Microsoft Dynamics Marketing has a default general ledger account for Accounts Payable named Accounts Payable. This general ledger account needs to be activated if you want to use it. More information: Chart of accounts.

  1. Go to Budgeting > Settings > Chart of Accounts.

  2. Choose the Show All button Show All/Active Only button.

  3. Choose the Accounts Payable account.

  4. Choose its Active check box Check box symbol.

  5. Choose Submit.

  1. Go to Budgeting > Settings > Chart of Accounts..

  2. Choose New button.

  3. Enter the information. More information: Chart of accounts

  4. Choose Submit.

Go to Budgeting > Payments > Accounts Payable.

  1. Select the Accounts Payable account you want to work with. If you want to work with all your Accounts Payable accounts do not select an account.

  2. If you are using multiple currencies, select the currency you want to work with.

  3. Select the payment account.

    Microsoft Dynamics Marketing displays bank and payment holding accounts. More information: Chart of accounts.

  4. Enter the payment date.

  5. Select the expenses due before date; or choose Show All to see all expenses.

  6. Choose the check boxes of the expenses you want to pay.

    Microsoft Dynamics Marketing sets the amount to the balance due. You can change the amount to pay.

  7. If you are deducting withholding tax from the payment, enter the withholding tax amount for each expense in the Withholding Tax field on the expense's row in the grid. More information: Manage taxes

  8. Choose Submit.

Microsoft Dynamics Marketing creates a record of the payment for each expense.  When an expense is paid in full, it no longer will appear on the Accounts Payable page.

Microsoft Dynamics Marketing enables users to adjust payments made to vendors. For example, a vendor is owed $10,000 and offers a 2% discount if payment is made within 10 days of receipt of their invoice. You want to deduct 2% of the payment amount at the time the payment is made, making the net amount due $9,800. A payment credit can be applied to facilitate posting the discount taken without necessitating the creating of a journal entry or the modification of the transaction. Payment credits have the following characteristics:

  • They are associated both with the payment and expenses.

  • Payment credits are posted to the general ledger on the same date as the payment itself.

  • Payment credits can be associated with items/services (see Track items and services) or directly with the general ledger (see Chart of accounts).

  1. Choose the Discount button next to the expense you want to apply the discount to.

    Microsoft Dynamics Marketing adds a row to the Payment Discounts grid.

  2. Specify the item/service (optional), general ledger account (required), description and amount.

  3. If there is a credit with a vendor, it will appear in the grid with a negative balance. To use the credit, select it. Microsoft Dynamics Marketing will deduct the credit from the total amount due to the vendor.

  4. Choose Submit.

    Microsoft Dynamics Marketing posts the payment and discounts.  

You can view expenses only or expenses and expense items.

  1. Select Expense in the View pull-down menu to view expense;

  2. Select Expense Items to view expense items.

Microsoft Dynamics Marketing provides features to help manage sequential liability: the Payment in Full Indicator (PFI)  and the Invoice Payment Total on the Accounts Payable dashboard provide an excellent way to determine whether the client invoice for a media expense has been paid. More information: Media

Financial and general ledger accounts are designed for marketing budget management only. Financial features are restricted to the limits stated in the Security and Financial Disclaimer. Microsoft Dynamics Marketing is not designed to comply with country/region-specific laws, regulations, or common business practices.

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