How to: Reconcile Payments Using Automatic Application

The Payment Reconciliation Journal window specifies payments, either incoming or outgoing payments, that have been recorded as transactions on your bank account and that you can apply to their related unpaid invoices and credit memos or other open entries. A payment reconciliation journal is related to one bank account that reflects the electronic bank site where the payment transactions are recorded.

You use the Apply Automatically function, either automatically when you import a bank file with payment transactions or when you activate it, to apply payments to their related open entries based on a matching of data on a journal line with data on one or more open entries.

On journal lines where a payment has been applied automatically to one or more open entries, the Match Confidence field has a value between Low and High to indicate the quality of the data matching that the suggested payment application is based on. In addition, the Account Type and Account No. fields are filled with information about the customer or vendor that the payment is applied to. If you have set up a text-to-account mapping, the automatic application can result in a match confidence value of High - Text-to-Account Mapping.

For detailed information and examples about the application rules that govern the automatic application, see How to: Set Up Rules for Automatic Application of Payments and How to: Map Text on Recurring Payments to Accounts for Automatic Reconciliation.

For each journal line in the Payment Reconciliation Journal window, you can open the Payment Application window to see all candidate open entries for the payment and view detailed information for each entry about the data matching that a payment application is based on. Here, you can manually apply payments or reapply payments that were applied automatically to a wrong entry. For more information, see How to: Review or Apply Payments After Automatic Application.

Important
When the bank account that you are reconciling payments for is set up for the local currency, then the Payment Application window will show all open entries in the local currency, including open entries for documents that were originally invoiced in foreign currencies. Payments applied to entries with converted currencies may therefore be posted with different amounts than on the original document because of the potentially different exchange rates used by the bank and Microsoft Dynamics NAV respectively. Therefore, we recommend that you look for foreign currency codes in the Currency Code field in the Payment Application window to check if applications are based on converted currencies. To review the original document amount in the foreign currency and to see the exchange rate used, choose the Applies-to Entry No. field, and then, on the shortcut menu, choose DrillDown to open the Customer Ledger Entries or Vendor Ledger Entries window. To add the Currency Code column to your view, open the shortcut menu for the column heading, and then choose Choose Columns. Any gains-and-loss adjustment required due to currency conversions is not handled automatically by Microsoft Dynamics NAV.

Important

When the bank account that you are reconciling payments for is set up for the local currency, then the Payment Application window will show all open entries in the local currency, including open entries for documents that were originally invoiced in foreign currencies. Payments applied to entries with converted currencies may therefore be posted with different amounts than on the original document because of the potentially different exchange rates used by the bank and Microsoft Dynamics NAV respectively.

Therefore, we recommend that you look for foreign currency codes in the Currency Code field in the Payment Application window to check if applications are based on converted currencies. To review the original document amount in the foreign currency and to see the exchange rate used, choose the Applies-to Entry No. field, and then, on the shortcut menu, choose DrillDown to open the Customer Ledger Entries or Vendor Ledger Entries window. To add the Currency Code column to your view, open the shortcut menu for the column heading, and then choose Choose Columns.

Any gains-and-loss adjustment required due to currency conversions is not handled automatically by Microsoft Dynamics NAV.

Note
If you use payment discounts, and if the payment date is before the payment due date, then the Remaining Amt. Incl. Discount field in the Payment Application window will be used for matching. Otherwise, the value in the Remaining Amount field will be used. If the payment was made with a discounted amount after the payment due date, or the full amount was paid but a discount was granted, then the amount will not be matched.

Note

If you use payment discounts, and if the payment date is before the payment due date, then the Remaining Amt. Incl. Discount field in the Payment Application window will be used for matching. Otherwise, the value in the Remaining Amount field will be used.

If the payment was made with a discounted amount after the payment due date, or the full amount was paid but a discount was granted, then the amount will not be matched.

Note
You can start the bank transactions import at the same time as you open the Payment Reconciliation Journal window for an existing payment reconciliation journal in the Payment Reconciliation Journals window. The following procedure describes how to import bank transactions into the Payment Reconciliation Journal window after you have created a new journal.

To reconcile payments using automatic application

In the Search box, enter Payment Reconciliation Journals, and then choose the related link.
To work in a new payment reconciliation journal, on the Home tab, in the New group, choose New Journal.
In the Payment Bank Account List window, select the bank account that you want to reconcile payments for, and then choose OK.
The Payment Reconciliation Journal window opens prepared for the selected bank account.
On the Home tab, in the Application group, choose Import Bank Transactions.
If the bank account for the selected journal is not set up for importing bank transactions, then a dialog box will open to help you fill the relevant fields. For more information, see Bank Statement Import Format.
In the Select a file to import window, select the file that contains the bank transactions for payments that you want to reconcile, and then choose Open.
The Payment Reconciliation Journal window is filled with lines for payments representing bank transactions in the imported file.
On lines for payments that have been automatically applied to their related open entries, the Match Confidence field has a value between Low and High to indicate the quality of the data matching that the suggested payment application is based on. In addition, the Account Type and Account No. fields are filled with information about the customer or vendor that the payment is applied to.
Select a journal line, and then, on the Home tab, in the Application group, choose Apply Manually to review, reapply, or apply the payment manually in the Payment Application window. For more information, see How to: Review or Apply Payments After Automatic Application.
When you have finished your manual application, the Match Confidence field on the journal line that you have processed manually contains Accepted.
Select an unapplied journal line for a recurring cash receipt or expense, such as a car gasoline purchase, and then on the Home tab, in the Application group, choose Map Text to Account. For more information, see How to: Map Text on Recurring Payments to Accounts for Automatic Reconciliation.
When you have finished your mapping of payment text to accounts, on the Home tab, in the Application group, choose Apply Manually.
When you are content that all payments on the journal lines are correctly applied or set to direct posting, on the Home tab, in the Application group, choose Post.

When you post the payment reconciliation journal, the applied open entries memos are closed, and the related customer, vendor, or general ledger accounts are updated. For payments on journal lines based on text-to-account mapping, the specified customer, vendor, and general ledger accounts are updated. For all journal lines, bank account ledger entries are created.

You can compare the value in the Balance on Bank Account After Posting field together with the value in the Statement Ending Balance field to track when the bank account is reconciled based on payments that you post.

Note
The actual reconciliation of the bank account based on bank ledger entries that you create by posting payments in the Payment Reconciliation Journal, you perform in the Bank Acc. Reconciliation window. For more information, see Reconcile Bank Accounts.

Tip
For more information about how to work with fields and columns, see Work with Data. For more information about how to find specific pages, see Search.

To reconcile payments using automatic application

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