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Small and medium business | Business Central, N...
Suggested Answer

Best way for amending VAT (penny discrepancies) on posted & shipped sales invoices?

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Posted on by 22

Hi. 

I am new to Dynamics Business Central in a new bookkeeping role, with a lot of historic clean up to do over the past few months.

While learning the bank reconciliation process, I have been hitting a bit of a brick wall with researching how to correct penny discrepancies on VAT amounts on posted sales invoices for orders that have shipped. 

I have tried unapplying the payment on a posted sales invoice, and then attempting to use the correct function to 'create corrective credit memo'. I was under the impression this would create a credit memo to reverse the posted invoice & create a new unposted invoice with mirrored information, on which I would be able to amend the VAT amount accordingly & then reapply the payment to the corrected invoice

However, I believe due to the fact the orders relating to these posted invoices have been shipped, that this is not working. The invoice still shows as posted & no unposted sales invoice is generated for me to apply the correction to.

If anyone could enlighten me on the best method to make these VAT rounding corrections, or if it is even possible on posted sales invoices that have shipped, I would be eternally grateful.

Our invoices are generated from sales orders & posted at the point of shipment, and incoming payments are automated & linked to the bank. Going forward this will be fine, but as I have just started in this role, I have quite a few of these rounding errors to correct on the invoicing side to reconcile to the bank correctly.

Thanks,
Matt

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  • Suggested answer
    Marco Mels Profile Picture
    on at

    Hello,

    First of all, welcome to BC world! I will ask around if one of the support staff from application support can take a look at this request. Alternatively raise a support request to Microsoft via your CSP / partner.

    Thanks.

  • mattcbs Profile Picture
    22 on at

    Thanks for the welcome Marco.

    Appreciate any info you can provide. We have had some issues with rounding errors on incoming payments rounding up by a penny when hitting NAV from e-payment sources such as Paypal & Stripe. I will be looking into how to resolve this with our tech guy going forward, but I will have a bit of clean up to do on historic transactions.

    First week on the job & first time using Dynamics 365. Most of my recent experience is working in Quickbooks & it's been some years now since I have used an ERP system (Oracle Enterprise One).

    Starting to get my head around things now, but I am definitely used to a much easier workflow for amending invoices & payment applications, from Quickbooks, where you can edit amounts on pretty much anything you want without having to post reversals & replacement documents.

  • Suggested answer
    Dirk Profile Picture
    on at

    Hi Matt,

    If you have small differences between the posted sales invoice and the payment you receive then you might want to look at the "Payment Tolerance" functionality.

    You can enable this feature in the General Ledger Setup using the function "Change Payment Tolerance" and you set up to get a "Warning Message". The message appears when you have the payment and set the Applies-to ID or Applies-to Doc. No., select the Invoice to be applied and there is a difference between payment amount and invoice amount which is within the payment tolerance you specified in the G/L Setup.

    And there you can select to either leave the different as remaining amount on the invoice or the payment (if they paid more than expected) or to post the difference as tolerance.

    On posting the payment the tolerance will be registered on a P&L account which you specify in the Customer Posting Group (or in the General Posting Setup ... depending whether you need/want to use the "Adjust VAT for Paym. Disc." function)

    docs.microsoft.com/.../finance-payment-tolerance-and-payment-discount-tolerance

    Does this help?

    Thanks

     Dirk

  • mattcbs Profile Picture
    22 on at

    Hi Dirk.

    Thanks a lot for your input. I will try the described workflow & report back.

    We do have some issues (which I believe can be solved with changing decimal settings or rounding settings on data importing) where both the posted invoice AND the payment received in Business Central are a penny out from the actual payment received in Paypal or Stripe (which mirror the sales order in our webstore).

    It appears some additional rounding is happening between point of sale & the data being brought into BC

    What would be the best way to resolve this?

    I gather I would need to unapply the customer payment from the erroneous posted invoice, create a credit memo for that invoice & copy document from Posted invoice to a new unposted document, where I can amend the rounded amount down by a penny. However the payment received in BC would still show as a penny more than the actual payment received against the invoice. If you could provide some info on the best workflow for handling such issues, i would be very grateful. Is there a way to void the incoming payment, so a new one can be applied at the correct amount with the same posting date, otherwise the ledger entries would show 2 payments to reconcile to one bank statement entry.

    Would Payment reconciliation journal be the way forward here? Using transfer difference to account perhaps?

    Thanks in advance!

  • Dirk Profile Picture
    on at

    Hi Matt,

    I think this can go a little beyond usual forum work.

    I suggest you create a service request and then an Engineer will take a closer look.

    Thanks

    Kind regards

     Dirk

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