How to: Reconcile Payments Manually
The Payment Registration window shows incoming payments as lines that represent posted sales documents where an amount is due for payment. The window is designed to support you in all tasks involved in balancing internal accounts with actual cash figures to ensure effective collection from customers.
For processing of outgoing payments, see Process Payments.
Note
Because you can post different payment types to different balancing accounts, you must select a balancing account in the Payment Registration Setup window before you start processing payments. If you always post to the same balancing account, you can set that account as the default and avoid this step every time that you open the Payment Registration window. For more information, see How to: Set Up Manual Payment Reconciliation.
Payments for different customers, which have different payment dates, must be posted as individual payments.
Payments for the same customer, which has the same payment date, can be posted as a lump payment. This is useful, for example, when a customer has made a single payment that covers multiple sales invoices.
To process payments individually
In the Search box, enter Payment Registration, and then choose the related link.
Select the Payment Made check box on the line that represents the posted document for which a payment has been made.
If the Auto Fill Date Received check box is selected in the Payment Registration Setup window, then the work date is filled in the Date Received field.
In the Date Received field, enter the date when the payment was made. This date may be different from the work date.
In the Amount Received field, enter the amount that has been paid.
For full payments, this is the same as the amount in the Remaining Amount field on the line. For partial payments, this is lower than the amount in the Remaining Amount field on the line.
Repeat steps 2-4 for other lines that represent posted documents for which payments are made.
On the Home tab, in the Process group, choose Post Payments. The payment information is posted for documents represented by lines where the Payment Made check box is selected.
Payments entries are posted to general ledger, bank, and customer accounts. Each payment is applied to the related posted sales document. For more information, see Work with General Journals.
To process lump payments
In the Search box, enter Payment Registration, and then choose the related link.
Select the Payment Made check box on the lines that represent posted documents for the same customer for which a lump payment has been made.
Note
The customer in the Name field must be the same on all lines that will be posted as a lump payment.
If the Auto Fill Date Received check box is selected in the Payment Registration Setup window, then the work date is filled in the Date Received field.
In the Date Received field, enter the date when the payment was made. This date may be different from the work date.
Note
This date must be the same on all lines that will be posted as a lump payment.
In the Amount Received field, enter amounts on multiple lines that sum up to the lump payment amount.
Try to post as many full payments as possible with the lump amount. Enter amounts that are the same as the amount in the Remaining Amount field on as many lines as possible.
Repeat steps 2-4 for other lines that represent posted documents for the same customer for which a lump payment has been made.
On the Home tab, in the Process group, choose Post As Lump Payment. The entered payment information is posted for documents represented by lines where the Payment Made check box is selected.
Payments entries are posted to general ledger, bank, and customer accounts. Each payment is applied to the related posted sales document. For more information, see Work with General Journals.
If a payment in the bank is not represented by line in the Payment Registration window, it may be because the related document has not yet been posted. In that case, you can use a search function to quickly find the document and post it to process the payment. For more information, see How to: Find Unpaid Documents During Manual Payment Reconciliation.
If a payment in the bank is not represented by any document in Microsoft Dynamics NAV 2013 R2, then you can open a prefilled general journal from the Payment Registration window to post the payment directly to the balancing account without applying the payment to a document. Alternatively, you may want to record the payment in the journal until the origin of the payment has been resolved. For more information, see How to: Record or Post Payments Manually Without a Related Document.
See Also
Tasks
How to: Set Up Manual Payment Reconciliation
How to: Reconcile Payments With Discounts Manually
How to: Reconcile Overdue Payments Manually
How to: Find Unpaid Documents During Manual Payment Reconciliation