Suggest Vendor Payments in Microsoft Dynamics NAV 2015

The ‘Suggest Vendor Payments’ batch job in Microsoft Dynamics NAV 2015 is a very useful feature. The creation of entries in the Payment Journal will list all the outstanding invoices based on the filtering criteria entered by the user. In NAV 2015 we have now more options than ever before.

The Document Date is what controls the calculations of Payments. The ‘Suggest Vendor Payments’ batch job can be used to process open vendor ledger entries. These are entries that result from posting invoices, finance charge memos, credit memos, and payments. The batch job creates a payment suggestion as lines in a payment journal. Only vendor entries that are not marked ‘On Hold’ are included in the batch job. The batch job can be run in such a way as to include payments for which it is possible to obtain a discount.

Departments/Financial Management/Cash Management/Payment Journals

In this blog I am going to show how dates can be used in the batch job. We are going to look at the following suggestions:

  1. Suggest Vendor Payments with the same Posting Date
  2. Suggest Vendor payments with the Due Date as Posting Date
  3. Suggest Vendor Payments with Due Date offset.

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Figure 1 Suggest vendor Payments Batch job

1.    Suggest Vendor Payments with the same posting date

If the user enters a ‘Posting Date’ different to the date entered on the ‘Due Date’ field, the ‘Posting Date’ of the batch job will be used as the ‘Posting date’ on the payment journal lines created from this batch job.

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Figure 2 Suggest vendor Payments – Same Date

  • Enter the ‘Last Payment Date’ and ‘Posting Date’.
  • The ‘Last Payment Date’ is the latest payment date that can appear on the vendor ledger entries to be included in the batch job. Only entries that have a due date or a payment discount date either before or on this date will be included. If the payment date is earlier than the system date, a warning will be displayed.
  • Enter the date that will appear as the ‘Posting Date’ on the lines that the batch job inserts in the payment journal
  • Starting Document No.: The batch job automatically fills in this field with the next available number in the number series for the journal batch that is linked to the payment journal. When you run the batch job, this is the document number that appears on the first payment journal line. NB: It is strongly recommended that you do not complete this number manually as this number will be the number when navigating the history of the payment made
  • The ‘Bal. Account Type’ and the ‘Bal. Account No.’ are the balancing account type and no. which are selected on the Payment Batch. If these fields are not completed on the Payment Journal Batch, it is can be completed on the ‘Suggest Vendor Payment’ Batch.
  • · When selecting Ok, the following warning message will be displayed:

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Figure 3 Confirmation message

Because the ‘Last Payment Date’ and ‘Posting Date’ are not the same, the following confirmation warning will give the user the choice of showing the entries as follows:

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Figure 4 Warning message

Yes: All the open entries up to the date selected in the ‘Last Payment Date’ field on the ‘Suggest Vendor Payment’ batch job will be created in the payment journal lines

  • When selecting Yes, the ‘Vendor Ledger Entries’ opens and the entries can now be selected.

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Figure 5 Payment Journal

No: Only open entries up to the date selected in the ‘Posting Date’ field on the ‘Suggest Vendor Payment’ batch job will be created in the payment journal lines

  • The ‘Posting Date’ will be the same as the ‘Posting Date’ field on the ‘Suggest Vendor Payment’ batch job
  • If entries are overdue, the message ‘Posting Date will cause an overdue payment’ will be displayed on the bottom of the Payment Journal.

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Figure 6 Payment Journal

2.   Suggest Vendor Payments with Due Date as Posting Date

When the field ‘Calculate Posting date from Applies-to-Doc. Due Date’ on the Suggest Vendor Payment batch Job is selected, the ‘Posting Date’ on the Payment Journal will be copied fro
m the ‘Due Date’ of the Open entry. When the open entry is overdue, the Workdate will be used as the Payment Date

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Figure 7 Suggest vendor payments – Due date

Options

· Enter the ‘Last Payment Date’ and ‘Posting Date’.

  • The ‘Last Payment Date’ is the latest payment date that can appear on the vendor ledger entries to be included in the batch job. Only entries that have a due date or a payment discount date either before or on this date will be included. If the payment date is earlier than the system date, a warning will be displayed.
  • Enter the date that will appear as the ‘Posting Date’ on the lines that the batch job inserts in the payment journal/
  • Starting Document No.: The batch job automatically fills in this field with the next available number in the number series for the journal batch that is linked to the payment journal. When you run the batch job, this is the document number that appears on the first payment journal line. NB: It is strongly recommended that you do not complete this number manually as this number will be the number when navigating the history of the payment made
  • The ‘Calculate Posting Date from ‘Applies-to-Doc. Due Date Offset’ field is used to calculate the Posting date from the applied entries Due Date.
  • The ‘Bal. Account Type’ and the ‘Bal. Account No.’ are the balancing account type and no. which are selected on the Payment Batch. If these fields are not completed on the Payment Journal Batch, it is can be completed on the ‘Suggest Vendor Payment’ Batch.

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Figure 8 Payment Journal

3.    Suggest Vendor Payments with Due Date Offset

When the field ‘Calculate Posting date from Applies-to-Doc. Due Date’ on the Suggest Vendor Payment batch Job is selected, the ‘Posting Date’ on the Payment Journal will be copied from the ‘Due Date’ of the Open entry.

We can base the ‘Posting Date’ on the Due Date plus or minus in the Applies-to-Doc. Due Date Offset’ field

When the open entry is overdue, the Workdate will be used as the Payment Date

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Figure 9 Suggest vendor payments

Options

  • Enter the ‘Last Payment Date’ and ‘Posting Date’.
  • The ‘Last Payment Date’ is the latest payment date that can appear on the vendor ledger entries to be included in the batch job. Only entries that have a due date or a payment discount date either before or on this date will be included. If the payment date is earlier than the system date, a warning will be displayed.
  • Enter the date that will appear as the ‘Posting Date’ on the lines that the batch job inserts in the payment journal
  • Starting Document No.: The batch job automatically fills in this field with the next available number in the number series for the journal batch that is linked to the payment journal. When you run the batch job, this is the document number that appears on the first payment journal line. NB: It is strongly recommended that you do not complete this number manually as this number will be the number when navigating the history of the payment made
  • The ‘Calculate Posting Date from ‘Applies-to-Doc. Due Date Offset’ field is used to calculate the Posting date from the applied entries Due Date.
  • Enter a date formula of ‘+3D’ OR ‘-2D’ in the ‘Applies-to-Doc. Due Date Offset’ field
  • The ‘Bal. Account Type’ and the ‘Bal. Account No.’ are the balancing account type and no. which are selected on the Payment Batch. If these fields are not completed on the Payment Journal Batch, it is can be completed on the ‘Suggest Vendor Payment’ Batch.

 

Below is two scenario’s:

In this example the Posting Date is calculated from the Due Date +5 days

Options

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Figure 10 Suggest vendor payments – Due date

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Figure 11 Payment Journal

In this example the Posting Date is calculated from the Due Date -2 days

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Figure 12 Suggest vendor payments – Due date

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Figure 13 Payment Journal

Microsoft Dynamics NAV is a business management solution from Microsoft that is quick to deploy, easy to use, and has the power to support your business ambitions. Please do not hesitate to contact Technology Management for more information.

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