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Finance | Project Operations, Human Resources, ...
Suggested Answer

Post Cash Sales to General Ledger

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Posted on by 20

Our organisation runs E-commerce with all sales payment is credit card and I'd to know what will be the most effective way to post these sales into general ledger without going through invoice and receiving payment? 

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  • André Arnaud de Calavon Profile Picture
    301,146 Super User 2025 Season 2 on at

    Hi Finance apps,

    Dynamics 365 offers correct functioning Retail features where you can setup retail channels and import and process retail statements.

    What exactly are you looking for when you don't want to use the standard features? If you would use a general journal, you would not update the inventory and there is no good trace if you posted all correctly.

  • Finance apps Profile Picture
    20 on at

    Hi, Thanks for your reply.

    First of all, we built our own E-commerce web. Besides selling products we purchased, we also have merchants listing their products on our web site. In this case, consumers places order on the web and merchants will ship products directly to them. For products we stocked. orders placed in the web will come to Dynamics then we can follow standard pick, ship process to reduce the stock.

    Secondly, all orders are paid upfront with credit cards, so I assume we don't need to go through invoice, receive payment and so on.

    Thirdly, we need to post sales to general ledger to report revenue and tax. Currently, I am thinking either pull out daily sales total  from E-commerce and create a GL journal or use amount on the bank statement to create a journal.

    I'd like to know if my thinking is on the right track and would appreciate for any comments, thanks.

  • Morgan Bazin Profile Picture
    95 on at

    If we ignore the other merchants that sell via your platform and focus on your company's stocked products:

    From your first point: What documents are you creating in D365? You say "orders placed in the web will come to Dynamics then we can follow standard pick, ship process to reduce the stock", which to me, implies you're creating a sales order that creates your revenue, tax, cost of sales, inventory reduction and AR - this would post to the appropriate GL and subledgers. In this case, you'd want to create a payment journal to reduce the AR and receive the payment.

    However, based on point 2, I don't think if this is the process you're actually using, so I'm not entirely sure how you're capturing the inventory portion of the transaction.

    ASSUMING that you're accounting for the inventory transactions properly through another means, you could create a general journal that records revenue (CR), sales tax (CR) and payment (DR).

    With that said - this approach is not best practice. I would be very concerned about traceability of your inventory transactions.

    For the case of the transactions being generated for an external merchant: again, not entirely sure you just want to record this directly to revenue and bank - I would assume you'd need to pay your merchant (less a platform commission, perhaps?).

  • Finance apps Profile Picture
    20 on at

    Hi, Morgan

    Thanks for your reply. For our own stocked product, we will create a sales order in D365 so revenue, tax, cost of sales, inventory reduction can be created.

    I am more interesting the AR, as customers have made payment when they checkout. So I wonder if  we still need to create a payment journal and perform receive payment for each order? It will be very time consuming doing these steps manually.

    Secondly, for merchants who send products directly to customers, we do need to pay them back (with commission deducted). Again, I am interesting on posting revenue (of which is the commission) and tax to GL.  To achieve this, assume we can create journal entries directly and post to GL?

  • Suggested answer
    Morgan Bazin Profile Picture
    95 on at

    If you're creating a Sales Order, you're going to be creating an AR entry against the customer you've selected for the order. Standard practice would be that a payment journal be created and used to settle the balance.

    If you're not creating a payment journal and relieving the receivable subledger with your cash recording, you'll have a misstated AR balance, or GL to Subledger imbalance.

    You can certainly create payment journals for the customers in question and skip the application process, leaving the payment and customer invoice as open balances, which is not ideal from a tracking perspective.

    For your other situation - yes, you could post in this manner directly to the GL. However, this will limit the ability of the system to properly process sales tax remittances if you don't use the native sales tax engine.

  • Finance apps Profile Picture
    20 on at

    Hi Morgan

    Thanks again. I'd like to discuss sales that shipped directly by the merchants. Based on your comment, assume creating a sales order in D365 is better option?

  • Morgan Bazin Profile Picture
    95 on at

    It may be.

    You can run the tax through the D365 engine from a journal, you just need to ensure you are using appropriate sales tax groups/item sales tax groups.

    The best solution depends on your organization's reporting and tracking needs.

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