Skip to main content

Notifications

Announcements

No record found.

News and Announcements icon
Dynamics 365 Community / Forums / Microsoft Dynamics SL (Archived) / Partial Payment for an...
Microsoft Dynamics SL (Archived)

Partial Payment for an outstanding Invoice

(0) ShareShare
ReportReport
Posted on by Community Member Microsoft Employee

Good Morning.  New to SL so please bear with me if this is a basic question. ....  Invoice 203600 was  entered and sent to the customer for $270,000.00.  We received payment in January for $250,000.00.  I applied the $250k using "Payment Application".  The remaining $20k has now come in, but I can't apply it to this invoice as it and I get the error "This record exists, therefore it cannot be added at this time".  How do I apply the remaining $20k to Invoice 203600 so it doesn't appear on the "Aged SR - Detail by Days Past Due" Report?

Thank  You

*This post is locked for comments

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Partial Payment for an outstanding Invoice

    I may not fully understand your intent but it seems like you are crossing between the payment and what the payment covers.  The payment is the amount of real cash that you receive and hits cash in bank.  If a portion of that payment covers bank fees as opposed to the original invoice amount then you should have broken that out on the invoice as a different expense account.  A payment only credits a receivable account and debits cash in bank so I am not following how a description on the payment would directly relate to bank fees or conversion fees on the GL.  Anyway, you flagged this as resolved so this response may be superfluous.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Partial Payment for an outstanding Invoice

    Rick ,

    Thank you for the information.   The specific issue with this invoice is that it was an International payment so we would like some of the payment to be listed as "bank fees" or "conversion shortage" when running the Gl for auditors at a later date.  We don't really care what is printed on the actual invoice.  Does that make sense?

  • Verified answer
    Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Partial Payment for an outstanding Invoice

    MaryAnn,

    Payment documents do not get a description (there is not even a description field on that screen).  While the actual document record has a description field, even if you were to put something in that field using a SQL update query, it would not show on the customer's statement or most of the AR reports.  Having said that, if your main reason for wanting is some sort of explanation on that payment for internal purposes, you could add a note to that payment document using the document maintenance screen.  Select the customer, switch the type to payment, select the payment reference number you used and click the little yellow button next to the customer field.  You can then enter a free-form note about that payment.  You will see a description field on that screen but it is not enabled (even with initialize mode set).  Adding a note is not going to make that note appear on various reports (unless you customize the report to include notes) but it will be available to view on the screen.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Partial Payment for an outstanding Invoice

    Final Question:  Is there any way to change the description for this second payment?

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Partial Payment for an outstanding Invoice

    That's the ticket Rick!!  Thank you so much.  I was thinking the document number needed to be the invoice number to clear it out of AR when it is actually the amount to apply.  Didn't know I could do it that way.  

  • Verified answer
    Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Partial Payment for an outstanding Invoice

    MaryAnn,

    Elaine's instructions are correct.  What is hard to tell is exactly what you tried relative to her instructions.  Perhaps a small explanation on how Dynamics SL works will help.

    Each document added to the system must be uniquely identified.  For AR documents, that means the combination of the customer ID, document type and reference number must be unique.  So, if you received 2 separate payments from a customer then they must have separate reference numbers.  For payments, the most common reference number scheme is to use the check number or EFT number for the payment.  When you get a message that something already exists then it means that combination of customer ID, document type and reference number already exists in the system.  That could be because you did not use a unique reference number or that you already entered that document in another batch that you had not yet released.

    The other thought is that you entered the second payment using a unique combination but did not apply that payment to the invoice with the outstanding balance and now you are going back attempting to apply that second payment in a new payment application batch and you are entering as if it is a new payment instead of pulling up the prior entered second payment.  When you want to apply a payment that was entered in another batch but not fully applied, you start a new payment application batch for $0.00 (since you are not introducing any new cash), select the customer, select the document type as payment and use F3 on the Number field to find and select that payment.  You can then apply that payment to the invoice.

    Not sure this helps but hope so.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Partial Payment for an outstanding Invoice

    I tried that and get:  System Error Message 3007 "This record exists, therefore it cannot be added at this time".  

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Partial Payment for an outstanding Invoice

    You must add a new payment document for the additional money you received.  Do this in the Payment Application scree in a new batch.  Then apply this payment dollars to the invoice which should show in the detail lines with a remaining  balance.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Partial Payment for an outstanding Invoice

    If I create a unique unique payment reference number the outstanding $20K from the original invoice will remain on the aged AR report.  These funds will show as  outstanding forever.  I need to know how to show Invoice 203600 as paid in full for auditing purposes.

  • Community Member Profile Picture
    Community Member Microsoft Employee on at
    RE: Partial Payment for an outstanding Invoice

    Be sure that the batch for the original payment is released.

    Be sure that you are using a unique payment reference number.   Add a period or underline to the payment reference number .

Under review

Thank you for your reply! To ensure a great experience for everyone, your content is awaiting approval by our Community Managers. Please check back later.

Helpful resources

Quick Links

December Spotlight Star - Muhammad Affan

Congratulations to a top community star!

Top 10 leaders for November!

Congratulations to our November super stars!

Tips for Writing Effective Suggested Answers

Best practices for providing successful forum answers ✍️

Leaderboard

#1
André Arnaud de Calavon Profile Picture

André Arnaud de Cal... 291,269 Super User 2024 Season 2

#2
Martin Dráb Profile Picture

Martin Dráb 230,198 Most Valuable Professional

#3
nmaenpaa Profile Picture

nmaenpaa 101,156

Leaderboard

Featured topics

Product updates

Dynamics 365 release plans