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Dynamics 365 Community / Forums / Microsoft Dynamics NAV (Archived) / Write Off Accounts Rec...
Microsoft Dynamics NAV (Archived)

Write Off Accounts Receivable

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Posted on by A. D. Brown 95

I'm reatively new to Nav.  Running Nav 5, I have a long list of A/R to write off.  I had hoped to use a dataport to do this rather than re-keying each one into a journal and posting.  I ran into a problem because when using the dataport I am able to debit sales and credit receivables in the general ledger but can't figure out how to post to/reduce the customer ledger which is where, I think, the A/R aging is pulled.  The dataport does not have a field for a balancing account so each transaction will take two lines.  Where can I find a description of how to do this?

Thanks,

Alan Brown

K&R Industries, Inc

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  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    Re: Write Off Accounts Receivable

    That's why I mentioned it above.  Your dataport wold have had to also fill in the apply type & apply-to fields to achieve that.  And since it didn't you have to go through them all manually. That's why I suggested doing it that way to begin with.  I think by setting the application method to "apply to oldest" on the customer card it might have happened automatically but you don't have control over what get's applied to what.  but if your completely wiping out all open entries then I don't that would matter. things to think about next time.

  • A. D. Brown Profile Picture
    A. D. Brown 95 on at
    Re: Write Off Accounts Receivable

    Round 2

    I am able to use the dataport to post entries to both the G/L (Bad Debt Expense) and the customer card which allows the batch to balance and post.

    The bigger problem comes after posting.  None of the entries is "applied" and I have to go through the process of applying three year's worth of transactions.  It's tedious but do-able, approximately 275 transactions in total.  

    Is there possibly a more automated way to go about this?  It's a one-time adventure, I know.  Once it's cleaned up staying on top of monthly will be simple but getting there...

  • Suggested answer
    A. D. Brown Profile Picture
    A. D. Brown 95 on at
    Re: Write Off Accounts Receivable

    Neville,

    The dataport that I have access to has the following fields:

    Posting Date

    Account Type

    Document Number

    Account Number

    Description

    Amount

    Document Group Number ( which in our system is the 'job" number and can have multiple sales orders)

    Project Number (which we don't use as far as I can tell)

    Sales Person Code.

    I have all the data needed to debit sales and credit A/R; I just create one journal line to debit sales and another to credit A/R with each line having an account type of general ledger.  How do I decrement the customer ledger and still have the journal balance to zero with this dataport?

    Thanks,

    Alan

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    Re: Write Off Accounts Receivable

    It's not that hard manually.

    In the Sales Journal create a new Batch "Bad Debt", "Write Off" whatever you want to name it.

    Set the Balance Account No. for this batch to the G/L account where Write's Off's go.

    Now all you have to do is set the first line type to "CREDIT MEMO" and enter the customer#.

    Shift-F9 to open that customers entries. On the one's you want to "Write Off" just hit F9 to select them.

    (Make sure you have the "applies-to id" field visible.

    Hit Ok, it will bring you back to the journal line and the total will automatically be calculated for you.

    then next customer#, shift-F9, F9, Ok..over and over.

    I'm just saying, that this is sometimes quicker than battling with a dataport.  

    How is you dataport applying the entries?  or are you just entering the opposite amount to show the balance = 0?

  • Neville Foyn Profile Picture
    Neville Foyn 4,320 on at
    Re: Write Off Accounts Receivable

    Hi Alan

    The required fields to include in the dataport is not something i have easily to hand however if it is not urgent and you can wait till the weekend i will hunt you down a dataport, i am sure i have something already built with a list of required fields and format?

    Cheers

    Nev

  • A. D. Brown Profile Picture
    A. D. Brown 95 on at
    Re: Write Off Accounts Receivable

    Thanks for the reply.  I understand how to use the dataport.  What I don't know is how to set up lines for import that reduce the customer ledger and there doesn't seem to be any description in Nav on how to do it even using a general journal.  My Nav partner built the dataport but is clueless.

  • Neville Foyn Profile Picture
    Neville Foyn 4,320 on at
    Re: Write Off Accounts Receivable

    Hi Alan

    Dataports are a custom tool for bringing in records

    I am guessing that you have found an existing dataport in your system that you are trying to use to import into a journal, as this is something that would have been built by your NAV partner unfortunately we wont be able to assist here as we will have never seen it before

    You will need to contact your partner and give them the spec of what you would like to do and the format you want it in and they can either update this port or create you a new one

    A dataport is definitely the way to go if you will be bringing in lots of records now or doing this kind of import again

    Cheers

    Nev

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