How to handle errors in the payment journal

  • 24/11/2024
  • 10 minutes to read

In this chapter, you will find an overview of some of the challenges you may encounter in the payout journal.

Notification is not generated

Problem:

When you create a payment suggestion in the payment journal, the notification is not generated automatically. You can create the notification manually when you select Payment Information, Notification, and Build Notification Lines.

Solution:

This may be because the counter account is not set up. This is done in Define currency-specific balance accounts. Here you create a line for each currency code you use including currency code "Blank".

It may also be because the bank that has been used as a balance account has not specified a Bank Code. You do this on the bank account card under the tab **Transfer.

Payment from abroad to abroad fails

Problem:

You are trying to create a payment from one foreign account to another foreign account, but receive an error message from the bank suggesting that "you are sending an account number as a financial account". This error message only appears if you use direct communication.

Solution:

The error most often occurs because IBAN cannot be used as payment information. You must set up a financial account in your online bank for direct communication to work. You must also create an account in Dynamics NAV or Business Central on-premises, to handle the payment.

See guide for Bank Data, manual upload, create an abroad to abroad payment via shadow account.

Payment entries cannot be posted

Problem:

You try to post your payment entries, but they are not posted.

Solution:

If you are unable to post your payment records, it may be because they do not have the required posting status. The required status for posting payment entries can be found under Setting up a payment suggestion. The required status can be Sent, Received, or Paid.

No entries are created in my payment journal

Problem:

When you create a payment suggestion, the expected entries in the payment journal are not created.

There can be several reasons why payments are not generated in your payment journal. First, explore the following options:

  1. Have the entries already been retrieved into another payment journal? If the entries have already been retrieved into a payment journal, they will not be retrievable (unless you have enabled this in the payment journal setup). This ensures that you do not risk making a payment multiple times.
  2. Your missing payment entries do not meet the payment requirements you defined in Payment Journal Setup or Create Payment Suggestions. Review your setup an extra time, to ensure that the setup of e.g. date is not the reason a payment is not included.
  3. Your invoice is not posted. You can only insert payments for posted invoices.

Dimensions disappear when I aggregate payments

Problem:

When you aggregate payment entries, the dimensions disappear.

Solution:

Go to Setup summarization of payments and specify which dimensions to keep for aggregation of payments. You should be aware that only records with the same dimension values will be aggregated.

Credit notes are not deducted when aggregating invoices

Problem:

Invoices are aggregated, but credit notes are not deducted.

Solution:

  1. In Navigate, select the menu Collected Payment and select the function Analysis.
  2. This opens the Payment Collection Analysis window, which possibly shows whether there are any reasons why aggregating the payments will not be possible for the given lines. If this is the case, they can be solved by following the description in the field Text, if applicable.
  3. If the analysis does not say anything, it is probably because there is no room for notification. The solution to this will be either to change the notification definition mask so that there are a few extra lines for notification or for you to manually choose which items to aggregate.

You do manual aggregation as follows:

  1. Deselect Collect Per Vendor in Setting up a payment suggestion.
  2. Select Create Vendor Suggestion again.
  3. Mark a few payment entries in the payment journal that are to be aggregated. It must be ensured that the total amount for credit notes is less than the amount on the included invoices.
  4. In Navigate, select the menu Collected Payment and select the function Collect Payments.
  5. Select Yes to confirm that you want to execute the function.
  6. The function is executed and the payments are aggregated. At the same time as the entries are aggregated, a notification is created that documents to the vendor what has been aggregated, ie which invoices and credit notes the payment covers.
  7. Once the credit notes are aggregated, you can mark the remaining entries for the vendor.
  8. In Navigate, select the menu Collected Payment and select the function Collect Payments.
  9. In this way, two payments are made to the vendor, where the credit notes have been taken into account.
  10. Once the payment entries are aggregated, you can continue with other functions in the payment journal, or you can send the payments to the bank immediately.

Note

The reason why it is exactly the credit notes that are excluded from the aggregation is that these are added at the end of the notification. There must be at least one line left for notification, as we must write the document type at the beginning of the line.

Example: Invoices 1001, 1002, 1003 Credit note 2005, 2006, 2007

Exchange rate differences in foreign payments

Problem:

How do I handle exchange rate differences and any exchange fees in Payment Management?

Solution:

You can use the Create fee function in the payment journal. Here you can change the accounting currency value and specify a fee.

Note

Alternatively, you can use the automatic account reconciliation, as the reconciliation finds the correct payment using the UPR number. Then simply post the difference as an exchange rate difference.

The currency code is inactive

Problem:

You experience the error, "Currency code is inactive and must be blank" when you try to pay a FIK payment, card type 71. The currency is set to DKK on the payment.

Solution:

Payment Management assumes that you use "blank" currency as the local currency (in this case Danish kroner), and is also recommended for standard Dynamics NAV or Business Central on-premises.

If you do not use this method, you will run into problems like this.

  1. Select the Søg efter side eller rapport icon or press Ctrl-F3, enter Payment Methods, and select the link related to Payment Management.
  2. Select the payment method you want to work with.
  3. In Navigate select Per Bank Bookk. Branch.
  4. In Navigate select Field Validation.
  5. Find the line Currency code, and deselect the Inactive column.
  6. Mark the line Currency code, and in Navigate select the function Formatting,
  7. Select the column Erase Content.

This solution can also be used if you drive with a standard currency other than DKK.