apply a customer payment to an invoice in General Journal entry

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Posted on by CB-25091721-0

Hello,

All I know about the Cash Receipts Journal, the Deposit window, Register Customer Payments and the Payment Reconciliation Journal, but I am importing data from another software, which creates the customer invoice and the Service Advisor records if he got paid in that software.

I have the set up to post the all entries from the other software into BC, but it post the invoice and payment without applying the payment to invoice, thus the customer account is zero but has an invoice and payment for the same amount.

Example:

If I already have the customer selected on the Payment line, which Field/column do I add to apply the payment to the invoice automatically when posting the entry. I assume one of the Applies-to, but which one? and any other fields I need on that line? I Added Mastercard in the comments but is there a field for that too?

Are these the extra ones needed?

Thanks ahead of time,

Cedric

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Dynamics 365 Business Central

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YUN ZHU 95,331 Super User 2025 Season 2 on at

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Hi, You can check the fields below.

For example,

Thanks.

ZHU

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Mansi Soni 8,907 Super User 2025 Season 2 on at

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Hello @CB-25091721-0,

To automatically apply the payment to the correct invoice during import via the Cash Receipt Journal or General Journal, you should use the Applies-to Doc. Type (set to Invoice) and Applies-to Doc. No. fields. These fields allow Business Central to match and apply the payment to the specific open invoice. The Applies-to ID is generally system-generated and not needed manually during import. Also, the Bal. Account Type, Bal. Account No., and Payment Method Code (if used) should be set properly to ensure the full transaction posts and reflects the payment type.

Hope this answer will help you!

Regards,
Mansi Soni

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Akash Raj 121 on at

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Hi @CB-25091721-0,

If the invoice is already posted and you're posting the payment separately later, here’s how to make sure the payment is applied correctly:

When you already have the Customer No. on the payment line:

Applies-to Doc. Type:-Set this to Invoice.

Applies-to Doc. No.-Select Document No.

Without this, BC won't apply the payment automatically.

Note:-What I noticed from your Excel sheet is that you're posting both the invoice and the payment at the same time via the journal.

What you can do:

After importing (or even before), make sure to:

Set Applies-to Doc. Type to Invoice

Enter the Applies-to Doc. No. manually with the actual invoice number

Once you post the journal, Business Central will automatically apply the payment to that invoice

Hope this answer will help you!

Regards,

Akash Raj

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CB-25091721-0 83 on at

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I reposted the whole entry. Changed invoice #s so that it wouldn't say already exists, then I received this error related to the payment line.

Should I use the BC Document # instead of the External Doc #?

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Akash Raj 121 on at

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Hi @CB-25091721-0,

Yes, You have to use BC Document number for the application.

Regards,

Akash Raj.

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