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Receipt template for cash payment for Product Management

before covering the more advanced features such as the payment reconciliation journals let's first have a look at how to process payments manually and I will do this by processing a payment from the cash receipt journal and one from the payment journal so let's start with the cash receipt Journal so in here you can see that there are three different batches Bank General and Gyro and what is very important here is the balancing account number so some of these batches have a balancing account a fixed balancing account which means that by default everything will be posted will be balanced to this account uh which is also the way uh to set this up so and for that reason I will use the bank batch there we go and here you can see now the cash receipt Journal uh also notice that I've collapsed the F box uh fbx pan uh in order to see a bit more fields and when I would like to process a payment manually the first thing I need to do is to enter the posting date so I will stick with uh the work date the 23rd of January that's fine then very important the document type now remember in general journals we said uh to leave the document type blank here it's very important that we use payment or refund because by selecting the document type payment the system will also process additional functionality related to for example payment discounts payment tolerances and so on so that's why I always advise to use payments or refund as document type in cash receipts and payment journals then there's the document number which is uh fine and uh the account type so although I could post to a GL account in cash receipt journals in most of the cases we will use customers and because typically we can use the cash receip journals to Post customer payments so I will um select customer and then the account number so this is of course the customer number I can enter the customer number or name or I can click the assist edit to look it up so and suppose that we have received the payment from customer 10,000 I can simply select the customer now the next thing that is very important is that we try to apply the payment because uh probably the customer is paying one or more open documents like an invoice uh credit memos and so on and uh the application process means that we will map the payment with one or more open customer Ledger entries more information on these applications um in the following lesson but here I will already show you how we can make applications now in general there are two different ways I can click the apply entries action in the ribbon or I can enter the applies to document number directly on the line and so for example if I see by looking at payment message that the customer paid one invoice I can go to the applies to document number click here on the assist edit and the system will show me all the open customer Ledger entries of this customer next I can select the line so suppose that the customer paid this invoice there we go I can click on okay and you will see now that the document number is entered and that also the amount is updated as so notice the negative amount because we're posting a credit to the customer uh and uh this means now that if I post this payment uh the system will also post the application so let me do this I will click on post do you want to post yes so this is a first example of how to process payments manually but let's look also at the second example and um like I just said in this case let's use the payment journal so there uh where you typically use cash receipt journals to process customer payments we use payment journals to process vendor payments also also here I will use the worldwide Bank operating batch so the bank badge where the worldwide Bank operating is linked and um as you can see this is quite similar to the cash receipt journals that we just used also here I will collapse the fbx pan and although there are number of advanced functions such as the suggest Fender payments I can also simp enter payments manually in the payment journal so um this is quite similar to what we just did in the cash receipt Journal so also here I will select document type payment in this case because there's no number series linked to the batch uh I have to enter the document number manually next I can go to the account type field so by default uh in most of the cases this is probably fendor but if you want you can also switch to customer to GL account or any of the other types but I will stick with Fender and in this case let's post the payment to vendor 10,000 London postmaster so in my uh cash receipts journal example I have entered the applies to document number directly on the line so this is something I could also do here by entering uh the applies to document number but uh like I just said there's also a second way of um applying entries and that's by going to the apply entries action in the ribbon so and let me do this so I will click on apply entries I will get the same U overview as in my previous example but in this case I need to select entries by assigning the appliers 2 ID and this will also enable me to select multiple lines something that I will do in one of the following lessons now suppose and uh let me enlarge this a bit that we have paid for example this invoice so the invoice of 8,132 again like I just said in order to select the line we need to assign an applies to ID and that's something that I can do by clicking on actions and then set applies to ID and what you will see is that the system will automatically use the document number as applies to ID here at the bottom I can see the balance and by clicking on okay the system will insert the amount if I scroll to the right there we go and uh we'll also post the application but now by using this way of uh um uh of applying you will see that the appli to document number is not visible on the line and this means that if you use the applies to document number on the line by default uh you're having a one-on-one relation or in other words you can only apply one document at a time while using the apply entries function in the ribbon will give you the opportunity to apply multiple documents at the same time so everything is entered let me um click on post and the journal is posted so let me now show you what happened on customer and uh vendor level so I will do this for the customer because uh for the vendor it's exactly the same so if I now go to customers and uh if I go to my customer at the Canon group PLC so let me um click on manage and view so for example to open the customer card and so here you can see the customer card and what I'm interested in are the customer Ledger entries so by clicking on the navigate tab I can click on Ledger entries there we go uh and here I can see uh the transactional data of my customer 10,000 and here you can see the payment I just posted so um the payment of um uh 882694518 each other I'm sorry and so uh this line and the first line but in order to be sure there's a better way uh to um get an overview of the applied entries so let me expand the factbox pane now if you select an entry the system will display here the number of Applied entries and by clicking here on the one I can see the entry uh that um the other one is applied with h so of course my invoice 103 015 that I've just used in my example okay so that's um the best the fastest way to get an overview of the applied entries uh another thing that you see by posting uh the payment and at the same time the application is that um the system has created a number of uh detailed customer entries so if I select this line I can click here on the remaining amount field or I could go to navigate and select here detailed Ledger entries so let me do this for this invoice line and here you can see now that we have two detailed entries the first one is the initial entry so the entry created when the invoice was posted and now the second line is the application so when posting the application the system will not modify the amounts directly on the customer Ledger entry but it will create additional detailed customer Ledger entries and so in this case the second one and because the second one uh with entry type application has a negative amount these two add up to zero you see so um that's the way that um receivables and payables are processed in business Central