Record payments and refunds in the payment journal
On the Payment Journals page, you record payments that you make to vendors and refunds that you make to customers. When you post a payment journal line, the paid amount is recorded on the specified bank account. You must then take steps to perform the actual money transfer from the related bank account.
Payment journals are general journals that are optimised for making payments. You can quickly add lines manually, you can let Business Central suggest vendor payments, and you can apply the payment to posted documents. Although you're making payments, you enter a positive amount in the Document Amount field. Depending on the document type for the journal line, this amount is then converted to a negative amount in the underlying transactions. This way, it's faster for you to add journal lines manually. If you prefer to enter negative amounts, you can personalise the payment journal to show the Amount field instead. To learn more about personalising pages, go to Start personalising by using the personalisation mode.
Applying payments to invoices or CR/Adj Notes
If you fill in the Applies-to Doc. No. field with the invoice or CR/Adj note to pay or refund, the document is set to Paid when you post the journal. This setting is referred to as "applied." As an alternative to applying when you post a payment, you can use the Apply Vendor Entries and Apply Customer Entries pages after you post the payment. To learn more, go to, for example, Reconcile Vendor Payments with the Payment Journal or from Vendor Ledger Entries.
Get suggested payments to vendors or employees
The Suggest Vendor Payments and Suggest Employee Payments actions can help you fill in payment journal lines automatically according to vendor prioritisation and due dates. To learn more, go to Suggest Vendor Payments. With this function, the Applies-to Doc. No. field is always filled in.
Print cheques and submit payments electronically to your bank
In addition to recording that the payment is made, you can also use the Payment Journal page to output the payment for further processing by your bank. To learn more, go to Make Cheque Payments and Make Electronic Payments.
To make payments in the payment journal
Choose the
icon, enter Payment Journals, and then choose the related link.Open the journal batch that you use for payments.
If you know who to pay, fill in the fields manually. Hover over a field to read a short description.
To also apply the payment to the related invoice or credit memo, choose the Applies-to Doc. No. field, on the Apply Vendor Entries page, select the relevant invoice or credit memo, and then choose the OK button.
Many fields, such as the Document Amount and Due Date fields, now contain information from the selected document.
Alternatively, use the Suggest Vendor Payments action. All the applies-to information and amounts are also entered on the journal lines. To learn more, go to Suggest Vendor Payments.
After you complete all payment journal lines, choose the Post action.
To issue a refund cheque
- Choose the icon, enter Payment Journals, and then choose the related link.
- In the Document Type field, select Refund.
- In the External Document No. field, enter a reference for the refund cheque (for example, the return order number).
- In the Account Type field, select Customer.
- In the Account No. field, select the customer's account number that the refund cheque is being issued to.
- In the Amount field, enter the amount to be refunded.
- In the Bal. Account Type field, select Bank Account.
- In the Bal. Account No. field, select the bank account the check comes out of.
- In the Applies To Doc. No. field, select the documents that require a refund.
- After you complete all payment journal lines, choose the Post/Print action, choose the Post and Print action, and then choose Yes.
See also
Make Cheque Payments
Make Electronic Payments
Managing Payables
Setting Up Banking
Export a Positive Pay file
Work with General Journals
Personalise Your Workspace
Work with Business Central