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Payment Journals

2024/04/18 • 11 min. to read

In this topic

• Fields
• NCP Payments, Actions
• See also

The documentation on this page applies to the Zlg. book. and Zlg. ed. Book. sheets. The Payment ledger journals (payment journals or cash receipt journals) are a type of general journals that have been optimized for applying payments/direct debits. Use the journal to routinely reconcile your bank, customer and vendor accounts by clearing the corresponding open (unpaid) invoices and/or credit memos in Microsoft Business Central. The NCPE Payment Export extension can help you to suggest these payments/direct debits and automatically add them as ledger entries in the journal to create a payment file. Once a payment file has been created, you can then import them into your banking software. The valid standards for SEPA payments are taken into account.

Fields

The table includes following fields:

Posting Date	Specifies the posting date for the entry. Note Please note - it may or may not be the date ON WHICH the payment is posted. This field is copied from the payment suggestion, it is also taken into account when determining the discount.
Document Type	Specifies the type of document that the entry on the journal line is.
Document No.	The document numbers are numbered in ascending order by the payment suggestion. If a Start from Document No. is set in the payment suggestion, this is used for the first journal line.
External Document No.	Specifies a second document number. This usually refers to the numbering system used by the customer or vendor.
Account Type	Specifies the account type for the field Account No.. The following values are available: G/L Account Customer Vendor Bank Account Fixed Asset IC Partner Employee Note If you fill the journal by payment suggestion then only customer and vendor or employee appears in the Account Type.
Account No.	Specifies the account number that the entry on the journal line will be posted to. Note This field is copied from the payment suggestion.
Recipient Bank Account	Specifies the bank account that the amount will be transferred to after it has been exported from the payment journal. Tip Learn here how to set a preferred option for the payment journal lines, if for example: a vendor has one or more bank accounts:: For more information, see Set up a preferred vendor bank account You can do the same for customers, the Preferred Bank Account Code field can also be found on the customers card in the Payments section.
Message to Recipient	Specifies the message exported to the payment file when you use the Export Payments to File function in the Payment Journal window.
Description	Specifies the description of the entry. Note This field is copied from the payment suggestion.
Currency Code	Specifies the code of the currency for the amounts on the journal line.
Payment Method Code	Specifies how to make payment, such as with bank transfer, cash, or check.
Amount	Specifies the total amount (including VAT) that the journal line consists of.
Amount (LCY)	Specifies the total amount in local currency (including VAT) that the journal line consists of.
Bal. Account Type	Specifies the type of account that a balancing entry is posted to, such as BANK for a cash account. Note This field is copied from the payment suggestion.
Bal. Account No.	Specifies the number of the general ledger, customer, vendor, or bank account that the balancing entry is posted to, such as a cash account for cash purchases. Note This field is copied from the payment suggestion.
Applied (Yes/No)	Specifies if the payment has been applied.
Applies-to Doc. Type	Specifies the type of the posted document that this document or journal line will be applied to when you post, for example to register payment.
Applies-to Doc. No.	Specifies the number of the posted document that this document or journal line will be applied to when you post, for example to register payment.
Applies-to Doc. Due Date	Specifies the due date from the Applies-to Doc. on the journal line.
Payment Type	Specifies the payment typ for the journal line. The following values are available: Non-SEPA Credit Transfer SEPA Credit Transfer SEPA Direct Debit Note The field Payment Type can already be filled by the payment suggestion. You can only change the value, in a standard setup, as long as the indicator Payment Created is not set.
Payment File Status	Specifies whether the line is ready to be exported to a payment file. 🗸 Ready indicates that the line is ready. ✗ Check indicates that not all necessary values are missing in the line. 🖫 Created indicates that the line has already been exported. Tip Via the DrillDown function you can open an overview of the error messages.
Direct Debit Mandate ID	Specifies the identification of the direct-debit mandate that is being used on the journal lines to process a direct debit collection. Note This field is only available in the cash receipt journal.
Direct Debit Type	Specifies the direct debit type for the transaction. Note This field is only available in the cash receipt journal. The value of the mandate in the Direct Debit Mandate ID field is automatically applied into this field.
Direct Debit Sequence	Specifies the direct debit sequence Options: One-Off Recurrent First Last Note This field is only available in the cash receipt journal. The value of the mandate is automatically applied in this field.
Original Direct Debit Sequence	The field Original Direct Debit Sequence is being filled if the sequence is changed automatically by the file creation. If the transaction is cancelled, the direct debit sequence is reset. Note This field is only available in the cash receipt journal. The value of the mandate is automatically applied in this field.
Date of Mandate	This field will be filled when you enter the Recipient Bank Account field or via the payment suggestion and can be changed in the journal if necessary. The default value is based on the field Date of Signature from the customer bank account card. Note This field is only available in the cash receipt journal.
Payment Reference	Payment reference of the vendor (in the payment journal) or the customer (in the cash receipt journal).
One-Time Transfer	This is the indicator for a one-time instruction. Note This field is being filled by the system when a one-time bank transfer is set up. For more information, see One-Time Transfer.
Payment Status	If the file has already been created, this field is automatically filled with the option File Created.
No. of Payment Entries	Number of payment entries for this journal line.
Execution Date	Date on which the payment will be executed.
Pmt. Notification	If a payment notification exists for this line, the field is automatically filled with the option "Yes". For more information, see Create Payment Notification.
Pmt. Notification No.	The number of the notification. This number is obtained from a number series that you have set up in the NCPE Payments Export Setup in the field Payment Notification Numbers. For more information, see NCPE Payments Export Setup - Create Payment Files.
Pmt. Notification Printed	Indicates that the payment advice note has already been printed. Note This indicator is automatically set when you execute the Payment Notification E-Mail Suggestion and print the Payment Notification after creating the Payment File.
Pmt. Notification E-Mail Sent	Kennzeichen, dass das Avis bereits versendet wurde. Note This indicator is automatically set when you execute the Payment Notification E-Mail Suggestion and send the Payment Notification vie e-mail after creating the Payment File.
Bank Payment Type	Specifies the code for the payment type to be used for the entry on the journal line. Note This field is only available in the payment journal. This field is copied from the payment suggestion.
Correction	Specifies the entry as a reversal entry. This only causes the entry to be viewed on the "wrong" side with a negative sign on various analyses.
Collective Transaction No.	This field is hidden by default. If the indicator Collective Transaction is not set in the Payments Export Setup (For more information, see Payments Export Setup.), collective transactions are not executed. Lines with the same collective transaction number are combined anyway. Note The aggregation only takes place if the following fields are the same for the rows: Payment type, Account Type, Account Number, Recipient Bank Account, Currency Code, Direct Debit Type, Direct Debit Sequence, Mandate ID, Date of Mandate. Lines with payment reference are always exported separately.

NCP Payments, Actions

• Suggest Vendor Payments

  This action determines open Vendor Ledger Entries according to your settings and inserts them in the journal to proceed the payment transaction. For more information, see Tasks, Suggest Payments.

• Suggest Customer Payments

  This action determines open Customer Ledger Entries according to your settings and inserts them in the journal to proceed the payment transaction. For more information, see Tasks, Suggest Payments.

• Suggest Employee Payments

  This action determines open Employee Ledger Entries according to your settings and inserts them in the journal to proceed the payment transaction. For more information, see Tasks, Suggest Payments.

• Payment Suggestion List

  Click on the action Payment Suggestion List to view the report. The payment suggestion list displays all lines waiting for payment and a summary of the amounts, grouped by bank account and message type.

• Create Payment File

  The action creates a payment file based on the lines in the journal. For more information, see Tasks, Create Payment File.

• Void Payment File

  With this action you can void a previously created payment file. The already exported file can no longer be deleted by the application (has to be done manually), but the journal lines can now be modified and you can create a new, corrected payment file.

• Payment File Test Report

  You can click on the action Payment File Test Report to check with preview whether all required informations have been entered. The report is especially helpful when you are making payments for the first time. You will then see an overview of all missing details. However, you can also try to create the payment file without this test report and correct any error messages manually.

• Clearing Entries

  When a payment file is created, an entry per file, with the status of the file is created in the Clearing Entry table. This action opens the overview of these entries. For more information, see History, Clearing Entries.

• Print Clearing List

  Runs a report that displays detailed information about the created payment file.

• Payment Statistics

  This action opens a page with information about the payment file. One line is printed for each payment file created from the journal. For more information, see Reports and Analysis, Payment Statistics.

• Notification E-Mail Suggestion

  The payment notification is useful to help the recipient to assign the payment(s). This is particularly true in the case of a collective transfer. Once the payment file has been created, you can send the payment notification by e-mail. Using the action Payment Notification E-mail Suggestion, a suggestion is first created. This suggestion will not be saved, but newly created each time you call the Payment Notification E-mail Suggestion. For more information, see Tasks, Notification E-Mail Suggestion.

• Print Notification

  The payment notification is useful to help the recipient to assign the payment(s). This is particularly true in the case of a collective transfer. Once the payment file has been created, you can send the payment notification by e-mail. Using the action Payment Notification E-mail Suggestion, a suggestion is first created. This suggestion will not be saved, but newly created each time you call the Payment Notification E-mail Suggestion. For more information, see Tasks, Notification E-Mail Suggestion.

• Renumber Document Numbers

  If you delete lines in the journal, gaps will occur in the document numbers. If this is a problem, click on the action Renumber Document Numbers. The document number is renumbered for all lines in the journal where neither Check Printed nor Payment File Created is set.

  Note

  Document Numbers that have been used in other suggestions are not renumbered.

See also

• Setup, Export, Payments Export Setup
• Tasks, Export, Make Payment Suggestions
• Tasks, Export, Create Payment File
• Tasks, Export, One-Time Transfer
• Tasks, Export, Payment Notification E-Mail Suggestion
• Reports and Analysis, Payment Statistics
• Archive, Clearing Entries