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Handling Bank Payment References (UTR) in Workflow-enabled Vendor Payment Journals

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Posted on by CAManuSharma

Hi everyone,

I’m working on a Vendor Payment Journal and have run into a process dilemma regarding workflows.

The client’s current requirement is as follows:

Approval: A manager must approve the journal lines in D365.
Execution: The user then manually executes the payment via the bank's portal.
Reference: The user receives a UTR/Payment Reference from the bank and needs to enter it into D365.
Posting: The journal is posted.

The Issue: Once the workflow is approved, the journal lines become read-only, preventing the user from entering the UTR.

In your experience, how do you typically handle this? Do you advise clients to make the payment first (obtaining the UTR), enter it into the journal, and then submit for approval? Or is there a standard workaround to allow editing of specific fields (like Payment Reference) post-approval without breaking the workflow integrity?

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Dynamics 365 Finance

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CA Neeraj Kumar 5,135 Super User 2026 Season 1 on at

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Hi Manu,

You can use data entities to update the payment reference in payment journal even after approved status...

Or even from payment transfer page, you should be able to update it.

Regards,

Neeraj Kumar

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André Arnaud de Cal... 305,005 Super User 2026 Season 1 on at

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Hi CAManuSharma,

This is an interesting question. I haven't got this requirement before. For this type of requirements, you can consider creating a new table with the field and a reference to the journal header. You can also create an edit method which will update the field value with X++ coding, bypassing validation logic on the write.

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Giorgio Bonacorsi 3,024 on at

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Hello,

Good question my friend.
Unfortunately, there aren't many straightforward alternatives for this requirement. Here are the two main options I can suggest:

Custom: Development to allow inserting/editing the payment reference for a vendor payment journal approved;

Promissory Notes: You could explore using Promissory Notes. The process is quite involved and spans multiple journals (here a guide: https://dynamics365clouderp.blogspot.com/2024/06/promissorynotes.html ):

First journal to draw the promissory note and submit for approval,

Subsequent journals to generate the payment file and record the bank entry.

I hope you can solve your issue.

Thank you,
Giorgio

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Alireza Eshaghzadeh 14,867 Super User 2026 Season 1 on at

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Hi @CAManuSharma,
I recommend using the Vendor disbursement journal workflow (VendDisbursementTemplate) and defining steps (1) and (2). This means:

-A user can create a vendor payment journal and generate the payment proposal
-The journal must then be approved by a manager (1)
-After approval, the user can generate the payment file (2)

For step (3):
If you are using a settlement file from the bank, it can be imported into FO to update payment status, payment reference, and journal entries. Please refer to ISO20022 Payment in D365FO for Norway – Part 10 (Summary) – DynFOTech and ISO20022 Payment in D365FO for Norway – Part 7 (Import Camt.054D file) – DynFOTech for more details on importing Camt.054 files.

For step (4):
You can either:

-Use the “Post” function in Payment transfer to post journal lines with Approved payment status, or
-Implement a custom batch job to automate the posting process.

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