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 Applying Open Entries

2025/04/29 • 5 min. to read

In this topic

• Performing Automatic Application
• Important Notes
• Criteria and Scoring for the Application Suggestion
• Related information

With the journals, you can efficiently reconcile and close open entries based on the imported data. NAVAX Payment Imports supports you with the automatic application suggestion, which determines the best possible match based on defined criteria.

Performing Automatic Application

1. Transfer Transactions

   On the Imports page, click the Transfer action to transfer the imported data to the journal or bank reconciliation. Instructions on how to transfer bank transactions can be found in the chapter Tasks, Imports, Import Payment File. If the Trans. Charges field in the NCP Imports Setup is enabled, a line for the total charges per transaction will also be transferred. You can transfer the entire file, individual NCP Imports Data, or only specific NCP Imports Transactions.

2. Select Journal

   Select the desired journal to open it.

3. Process Imported Data

   In the journal, click
   • NCP Imports > Application Suggestions > Imports Suggest Application - All Lines to create an automatic application suggestion for all lines.
   • NCP Imports > Application Suggestions > Imports Suggest Application - Line to create an automatic application suggestion for the selected line.
   The system attempts to determine the account number and the associated open entries based on various criteria. Lines already marked as Applied are skipped.

4. Criteria for Application

   The following order is used to determine an account number or application entries for each line:

   1. Fixed Account Allocation

      If a Fixed Account Allocation is defined, it will be used. (+2000 points) Example: Account 241203 is automatically assigned if the remittance info or payment reference contains "Tax Office". For more information, see Setup, Fixed Account Allocations.

      Note

      For G/L accounts, it may happen that the description is not written into the journal line. This is due to the Omit Default Description in Journal setting on the G/L account. This option specifies whether the default description is automatically entered into the Description field of the journal lines created for this G/L account.

   2. Document Number or External Document Number

      If a Document Number or External Document Number is found in the remittance info or payment reference, it is matched with open entries. (+600 points) Example: A document number in the remittance info is assigned to an entry, and the line is applied.

   3. Customer/Vendor or Employee Number

      If a number matching a customer, vendor or employee is found, it is assigned. (+100 points) If a bank account is also found, it is assigned and increases the score. (+100 points)

      Note

      Application with open entries is not possible if no document number is present. If the Retain Account Allocations option is enabled in the NCP Imports Setup, the customer/vendor will be suggested for the line even if no document is found. However, this option may negatively affect the results of the automatic allocation.

   4. Other Criteria

      • Amount matches exactly (+100 points)
      • Payment tolerance or discount considered (+50 points)

5. Filter Lines (Optional)

   Click the NCP Imports > Deviation > Import Deviation - Set Filter button to display only lines that have not been fully applied or that do not have a G/L account entered in the Account No. field. Use the NCP Imports > Deviation > Import Deviation - Print action to print the filtered lines.

6. Use Analysis Window (Optional)

   The analysis window provides a detailed overview of the applied criteria and the scores achieved. It shows the matches found and the evaluation of each criterion. To use the analysis window, enable the Show Analysis Window option in the NCP Import Setup. After completing the application suggestion, the window will open automatically and can help to better understand the system's decision logic. However, the window should only be used for analysis purposes. For more information, see Reports and Analysis, Imports, Imports Allocation Analysis.

7. Delete Lines

   You can delete lines at any time as long as they have not been posted.

Important Notes

Fixed Account Allocations

: These can be defined in the setup to automatically assign specific accounts. For more information, see Setup, Imports, Fixed Account Allocations.

Entries without any suggestion

:

• Entries with a posting date in the future.
• Blocked customers/vendors.
• Entries cannot be uniquely assigned, e.g., if multiple entries exist.
• Remaining amount does not match the amount from transaction.

  Note

  In this case, it may help to increase the Max. Application Tolerance Amount or to disable the option Check Application Amount in the NCP Imports Setup.

Manual Applications

: If no suitable suggestion is found, you can manually enter the account number or perform the application.

Criteria and Scoring for the Application Suggestion

The criteria and scoring for the application suggestion are stored in the NCP Imports Setup. The criteria are listed in the order in which they are processed. The higher the score, the better the match with the imported data. The suggestion with the highest score is transferred to the journal line.

1. A Fixed Account Allocation is found ➟ +2000 points
2. Searches the value of the payment reference from the imported transaction in the Payment Reference of the entries ➟ +1000 points
3. Searches the value of the payment reference from the imported transaction in Document Numbers or External Document Numbers ➟ +600 points
4. Searches the value of the remittance info in the Payment Reference, Document Numbers, and External Document Numbers of the entries ➟ +600 points based on the degree of match (Only if it does not have a payment reference)
5. Searches account number in Customers/Vendors ➟ +100 points
6. Searches external account holder in Customers/Vendors ➟ +100 points
7. Searches payment reference in Customers/Vendors ➟ +300 points based on the degree of match
8. Searches remittance info in Customers/Vendors ➟ +300 points based on the degree of match (Only if it does not have a payment reference)
9. Found Customers/Vendors are blocked ➟ Not considered.
10. Found entry has a future posting date ➟ Not considered.
11. Found entry has the correct amount ➟ +100 points
12. Found entry has payment tolerance/discount on the amount ➟ +50 points

Related information

• Setup, Imports, Fixed Account Allocations
  If a bank account is determined when importing a payment file (Import Payment File), the system first checks whether fixed account allocations exist. If there are any, this bank account is used...
• Tasks, Imports, Import Payment File
  This chapter describes the import functionality for bank statements in Business Central. This import functionality is integrated into the modules NAVAX Payment Transactions Imports and NAVAX konfipay Connector Import. Typically, bank statements are exported from banking software in a standard format and then manually imported into Business Central. NAVAX konfipay Connector Import can automate this manual step by directly importing bank statements into Business Central via the konfipay Online Payment Services...
• Reports and Analysis, Imports, Imports Allocation Analysis
  If the indicator Show Analysis Window is set in the NCP Imports Setup, the system does not carry out a comparison of the Remittance Info when you execute the function Apply Entries in the journal. Instead, this window shows how the application is performed...