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Key tasks: Customer payments and settlements

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Important

This content is archived and is not being updated. For the latest documentation, see Microsoft Dynamics 365 product documentation. For the latest release plans, see Dynamics 365 and Microsoft Power Platform release plans.

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

You can enter customer payment information in multiple ways.

You can also complete the following procedures from the Open customer invoices or Payment journals list page.

What do you want to do?

Enter and settle a check with transactions

Enter and settle a payment for a single invoice in a payment journal

Enter and settle a payment for multiple invoices in a payment journal

Mark invoice lines for settlement

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Enter and settle a check with transactions

Use this procedure if you want to enter payment and settlement information in the same form, Enter customer payments. For example, you might do this if your customer sends a check for the amount of an invoice.

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

  2. Create a journal and then click Enter customer payments. For information about how to create a journal, see Create and validate journals and journal lines.

  3. If you know the invoice, interest note, collection letter, or other transaction identifier, enter the identifier, and then click the lookup button in the Search for customer transactions field group. Select a document and go to step 5.

  4. In the Enter customer payment information field group, enter information about the payment.

  5. If the Mark by priority button is available, you can click this button to mark all debit transactions for settlement. The transactions are marked according to the settlement priority that is specified in the Accounts receivable parameters form. For more information about this button, see Enter customer payments (form).

  6. If the Mark invoice lines button is available when you select an invoice, you can click this button to open the Mark invoice lines form. Use this form to mark individual transaction lines for settlement and modify the amounts to settle for those lines.

  7. Click Save in journal.

  8. Repeat steps 3 through 7 for the remaining payments.

  9. Click Close.

  10. In the Journal form, click Validate to validate the payment line or lines, and then click Post > Post the customer payment journal.

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Enter and settle a payment for a single invoice in a payment journal

Use this procedure if you know which invoice number the payment is for.

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

  2. Create a journal, and then click Lines to open the Journal voucher form for payment journal lines. For information about how to create a journal, see Create and validate journals and journal lines.

  3. In the Invoice field, enter or select the invoice that you have received a payment for. Information about the customer is displayed automatically.

  4. Click Validate > Validate voucher only to validate the payment line, and then click Post > Post the customer payment journal.

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Enter and settle a payment for multiple invoices in a payment journal

Use this procedure if you know which customer account the payment is for, or if the payment is intended to settle multiple invoices.

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

  2. Create a journal, and then click Lines to open the Journal voucher form for payment journal lines. For information about how to create a journal, see Create and validate journals and journal lines.

  3. In the Account field, enter or select the customer account that you have received a payment for.

  4. Click Functions > Settlement.

  5. In the Settle open transactions form, select the Mark check box on the line for the customer invoice that corresponds to the received payment.

    If the customer has sent a payment that applies to several invoices, select the Mark check box on each relevant invoice line.

  6. To see whether the payment causes a discount for the customer for a specific invoice, select the invoice line, and then click the Cash discount tab. If a discount applies, it will be automatically subtracted from the original invoice amount when the payment line is created in step 9.

  7. If the Mark by priority button is available, you can click this button to mark all debit transactions for settlement, according to the settlement priority that is specified in the Accounts receivable parameters form. For more information about this button, see Settle open transactions - customer (form)

  8. If the Mark invoice lines button is available when you select an invoice, you can click this button to open the Mark invoice lines form. Use this form to mark individual transaction lines for settlement and modify the amounts to settle for those lines.

  9. Close the Settle open transactions form. The payment line or lines appear in the Journal voucher form with the correct invoice information.

  10. Click Validate > Validate voucher only to validate the payment line or lines, and then click Post > Post the customer payment journal.

    Note

    If you cannot post an invoice and you receive a message that mentions posting restrictions, you might be able to post only journals that you created. For more information, see Posting restrictions (form).

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Mark invoice lines for settlement

When you process a customer payment using the Enter customer payments, payment Journal voucher, or Settle open transactions forms, you might have to mark specific invoice lines for settlement and modify the amounts to settle for those lines.

Use this procedure to mark and modify invoice lines for settlement using the Mark invoice lines form. To open this form, click Mark invoice lines in the settlement forms. The button is available if all of the following circumstances apply:

  • The Mark lines on free text invoices and interest notes check box is selected in the Accounts receivable parameters form.

  • The total amount of the selected customer transaction must be greater than zero; it is not a credit memo or a credit interest note.

  • The selected transaction contains more than one transaction that is available to be marked.

Mark invoice lines for settlement

  1. Click Accounts receivable > Journals > Payments > Payment journal. Click Lines.

    Note

    You can also mark invoice lines from the Enter customer payments form. (Click Accounts receivable > Journals > Payments > Payment journal. Click Enter customer payments.)

  2. Select an invoice that contains multiple lines.

  3. Click Mark invoice lines.

  4. In the Mark field, mark the transactions that you want to settle.

    Note

    By default, all transaction lines that have an amount to settle are marked when you open the Mark invoice lines form. Lines that have negative amounts are also marked, but you cannot modify the amount to settle for lines that have negative amounts.

  5. Optional: Enter an amount in the Amount to settle field for each invoice line.

    Note

    The default amount for this field is the Amount in transaction currency value minus the Discount to take value for the selected line. You can decrease the default amount, but you cannot increase it. You cannot specify an overpayment for a line.

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Find form help

Journal voucher - Customer payment journal (form)

Enter customer payments (form)

Place an Accounts receivable transaction on hold

Settle transactions with payments