Importing Customer Payments

You can use Payment Management to manage the import and application of customer payments. Use the cash receipt journal to register customer payments from the bank account transactions. When the payments have been registered and posted in the cash receipt journal, you can reconcile your bank accounts, which requires applying the incoming payments to the customer ledger entries in order to close the sales invoices.

You can import the payments using either manual or direct communication, depending on your agreement in the bank.

Prerequisites

The following prerequisites are required for Payment Management to manage customer payments:

  • Payment Management must have been activated on the cash receipt journal. You can check this by accessing the Batch Name at the header of the cash receipt journal, which will open the General Journal Batches page. In the column Payment Management Journal, validate that Payment Management is activated on the journal.

  • A payment card with OCR/FIK reference must have been enclosed with the invoices, reminders, interest notes, or account statements for Payment Management to interpret the customer payments. When a customer uses the payment card, the reference included on the payment card will follow the payment from the customer to the bank, and then back to the Business Central platform as the payment is imported to the cash receipt journal. Payment Management will use the information in the OCR string to import, apply, and post the payments. For more information on how to define the OCR, we refer to the article Using the OCR reference interface.

  • A Payment ID mask must have been defined on the balance account. Payment Management uses the payment ID mask to interpret the information in the payment ID when the payments are imported into Business Central. For more information on how to define a payment ID, see the article Defining payment ID.

  • A balance account must have been defined on the cash receipt journal. The bank account must have been set up with Payment Management and Bank Reg. No. and Bank Account No. must have been defined for the bank account. We also recommend that IBAN and SWIFT are entered on the bank account - this is especially important when importing payments using direct communication. For more information on how to set up bank accounts with Payment Management, see Setting up bank accounts.

To import customer payments

  1. Use the Search for page or report icon and search for Cash Receipt Journals, then select the related link.
  2. Open the relevant journal, and choose Process > Import Payments.
  3. If you are using direct communication, payments available in the bank will automatically be imported. If you use manual communication, you must select the file to be imported from your local desk.
  4. A page will appear from which you can change the import settings.
  5. Fill in the import settings as needed.

When the files are imported Payment Management will automatically apply the payments that can be applied using the information in the payment notification received from the bank.

Using one balance account line per date

The import of payments might cover a great amount of payment lines, and thus a great number of payments to be posted on the balance account. To avoid the many lines being registered on the balance account during the import of payments, in the Payment Import Settings you can define if multiple lines of the same date should be summarized and registered as one bank account entry. When choosing this option, all the payments will be generated as Account Type: Customer in the cash receipt journal, and one summarized balance account line covering all the payments of the same date, will be generated as Account Type: Bank Account.

Applying the imported payments

When generating the cash receipt lines, Payment Management will use the information from the payment notification to identify the customer to which a payment belongs.

For those payments where the customer number or invoice number is identified, an Applies-to Docs. No will be inserted. The cases where the application ID is not inserted are:

  • If you on the customer card have chosen Application Method = Apply to Oldest, and it has been chosen in the import settings to not apply entries that don't make up for a unique match.
  • If you on the customer card have chosen Application Method = Apply to Oldest, and the amount paid does not match the balance of the invoice.
  • If the entry has already been applied. In this case, it may be necessary to set an Applies-to Docs. No manually

Accessing information about a payment

While looking into a specific payment, various information will be available directly on the payment line, and in the info box located at the right side of the payment journal. You can dive into more detailed information by selecting the information displayed in green text. The payment line covers the following information:

  • Journal Line Details. This section provides the most basic journal line details such as Posting Group, Account, and Balance Account.
  • Incoming Document Files. If the payment line is related to an incoming document this will be available here. Select the action Incoming Document Files, to attach a file, or to view or edit an incoming document for the payment line.
  • Notifications. If a notification is attached to the payment it will be displayed here.

Payment lines are not imported as expected

If no lines are imported as expected, we suggest that you look into the following areas:

  • Make sure that the bank account number in the file matches the bank account number stated on the cash receipt journal. Note that for bank accounts under BankConnect, the account number must be 10 digits - you should prefix with 0 if there are fewer than 10 digits in the bank account number.

  • Make sure that the cash receipt journal has been set up with Payment Management.

  • Verify that there are files available for import at the bank.

  • Look into the data imported from the bank on the page Bank Export Data:

    • CREMUL files always consist of a header line and a number of payment lines. If the bank cannot be identified during import, the header is created without corresponding payment lines, and the import of the payment lines will be blocked. The solution for this issue is to select the header line in the Bank Export Data, and choose the Remove Imported To Company action in the action bar. Investigate if the bank account information in the file matches the bank account information in Business Central, and try to import the file again.
    • Another issue can be a result of the lines generated in Bank Export Data that have been marked to Imported to Company. If the lines by mistake have been marked as imported, they cannot be imported again. Choose the Remove Imported To Company action in the action bar, and try to import the file again.