Customer Payments Sub-Tab

This section includes the fields and descriptions for the Customer Payments sub-tab.

Field	Description
Entry Date	In this field, you can enter the entry date of the payment. On the first transaction in a customer payment journal, Maconomy suggests today’s date as the entry date. On subsequent lines, Maconomy suggests the entry date of the previous line. The date can be changed manually. The date specified must be within the open posting period specified in the window Posting Period Setup.
Trans. No.	In this field, enter the transaction number of the payment. The field must always be completed on the first line in a journal. On subsequent lines, Maconomy will suggest a transaction number when you enter a new payment line. The transaction number is determined through the following procedure: If you have selected a transaction number series in the island Transaction Number Series in the card part, the transaction number is transferred from the selected transaction number series in the window Trans. No. Series in the G/L module. If the field “Auto. Trans. No.” has been marked; the transaction number from the previous line is increased by one on each new line created. If you have neither selected a transaction number series nor marked the field “Auto. Trans. No.,” the transaction number from the previous line is repeated on each new line.
Trans. Type	In this field, you can enter a transaction type. By default, the field shows the transaction type selected in the card part.
Description	In this field, you can enter a text describing the payment. If you used a standardized text for several payments, it is easier to use the field “Std. Descr..”
Std. Description	In this field, you can select a standardized text describing the payment. This can, for example, be useful if you use the same text on several payments (for example, “Customer payment”). If you do not complete the field “Description” manually, the value in this field is transferred to the posting description field when you press Return. Standard texts are created in the window Popup Fields in the Set-Up module.
Customer No.	In this field, you can enter a customer number. This number refers to the bill-to customer. If you enter a customer number in this field and an invoice number in the field “Recon. Invoice No.,” the customer and the paying customer must be identical. If you only enter an invoice number in the field “Recon. Invoice No.,” the customer number registered on the invoice in question is automatically transferred to this field.
Name	This field shows the name of the customer specified in the field “Customer No..”
Amount, Currency	In this field, you can enter the paid amount in the currency specified in the field “Currency.” The amount entered is credited on the customer control account when the journal is posted.
Currency	In this field, you can specify the currency in which the customer payment is made. The amount in the field “Amount, Currency” must be entered in this currency. The currency is used for converting the amount paid into the base currency, enterprise currency and the currency of the customer.
Amount, Base	In this field, you can enter the paid amount in the base currency of the company responsible for the current journal. If you only enter an amount in the field “Amount, Currency” and specify a currency, Maconomy calculates the base currency amount in this field. If you enter an amount in both this field and the field “Amount, Currency,” Maconomy converts the amount entered in this field into the specified currency and overwrites the amount in the field “Amount, Currency.”
Charge, Currency	In this field, you can enter a charge amount in currency. If the bank which effected the payment has charged an amount for the service, you can enter the amount here. If you have agreed with the customer that you will carry the charge, enter the full charge amount in this field. If the customer is to carry the charge, you should not enter the charge in this field, but subtract the charge amount from the amount paid. When reconciling the customer entry with the amount, select “Partial” reconciliation in the table part. This way, the charge amount will still be an open entry with the customer, which can then be settled later. The amount is shown in the field “Charge, Base” below in the base currency of the responsible company. When posting, the amount entered in this field is debited the account specified in the field “Charge Account” in the window Payment Agents in the Banking module for the payment agent assigned to the current customer entry. A corresponding amount is credited the external bank account assigned to the payment agent, which is shown in the fields “Reg. No.” and “External Account No.” on the current table line.
Charge, Base	The functionality of this field is similar to that of the field “Charge, Currency” above, but the charge amount is entered in the company’s base currency. The amount is shown in the field “Charge, Currency” above in the currency selected in the field “Currency” in this island.
D/C	In this field, you specify whether the amount registered is a debit or credit amount. Maconomy suggests debit because a customer payment usually means your company receives a payment.
Reconc. Invoice No.	In this field, you can enter an invoice number if the current payment should be reconciled fully or partly against an invoice. Note that you cannot specify an invoice which has already been selected for reconciliation in another payment journal. At the time of registration, Maconomy checks whether reconciliation is possible. If the payment cannot be reconciled against the invoice, Maconomy issues an error message. If the reconciliation can be made, the payment is automatically reconciled against the invoice when the journal is posted. If you have specified a customer number in the field “Customer No.” and you specify an invoice in this field, the customer on the line and the bill-to customer on the invoice must be the same. If you only enter an invoice number on the current payment line, leaving the field “Customer No.” blank, Maconomy transfers the customer from the invoice to the field “Customer No.” on the current line. If you have set up the table part of the window Dimension Derivations in the G/L module to derive dimensions from invoices when creating a customer payment, specifying an invoice in this field will cause the dimension values on the specified invoice to be copied to the dimension fields on the current line. However, fields in which a value has manually been specified are not over- written by the dimension values from the invoice. For further information, see the field “Action” in the table part of the window Dimension Derivations.
Reconcile Transaction No.	This field allows you to enter a transaction number if the payment should be reconciled fully or partly against a posted customer entry. The field can only be completed on unposted payments. Note that you cannot specify a transaction number that has already been selected for reconciliation in another payment journal. If you select a transaction number and press Return, the customer entry assigned to the specified transaction number is displayed in the table part of the window. Moreover, the transaction number and information on the assigned customer number and settling company number is subsequently derived to the islands Selection Criteria, Customer and Settling Company. Note that when you have entered a transaction number in this field and pressed Return, you cannot change the payment amount in the fields “Amount, Currency” or “Amount, Base” in this island. If you wish to change the payment amount in such a situation, you must remove the reconciliation of the customer entry in the table part, change the payment amount and re-enter the transaction number. If you have set up the table part of the window Dimension Derivations in the G/L module to derive dimensions from invoices when creating a customer payment, specifying a transaction number in this field while creating a new customer payment will cause the dimension values on the specified customer entry to be copied to the dimension fields on the current line. However, fields in which a value has been specified manually are not over- written by the dimension values from the customer entry. For further information, see the field “Action” in the table part of the window Dimension Derivations. If the window shows an already posted payment, you cannot change the value in this field.
Released	In this field, you can mark whether the current payment is released for posting. Payments can be released for posting either manually or automatically. Using the system parameter “Manual Release of Customer Payments” in the Set-Up module, you decide whether payments should be released manually or automatically by Maconomy. If this parameter is marked, all customer payments must be released manually before posting. If the parameter is not marked, Maconomy automatically marks this field on all customer payments when they are entered. A customer payment journal cannot be posted until all lines in the journal have been released for posting. Note: Payments can only be released by users who have access to doing so. User access to releasing customer payments is granted in the window Actions in the Set- Up module. If this window shows an unposted payment which has been created in, for example, the window Customer Open Entry Reconciliation and for which entries have been approved for reconciliation, this field will be marked on the payment in question. By removing the mark in this field on an unposted payment, the entries approved for reconciliation and the payment to which these entries were assigned will no longer be released for posting. This feature is useful if you regret a reconciliation approval made in the window Customer Open Entry Reconciliation. See the description of the action “Approve Reconciliation” in the window Customer Open Entry Reconciliation for further information on the functionality of this field.
Cust. Payment Mode	In this field, you can select a customer payment mode. If you specify the number of a customer on a line, the payment mode of that customer is automatically transferred to this field, but it can be changed manually. The customer payment mode is used for finding an offset account for the current payment. You can specify offset accounts by means of a dimension combination in the window External Accounts in the Banking module. A customer payment mode can, for example, be manual payment, check or a bank account. Customer payment modes are created in the window Customer Payment Modes in the Banking module
Payment Agent	In this field, you select a customer payment agent, if completing the field “Cust. Payment Mode” above did not complete the field for you. The customer payment agent is used to find an offset account for the current payment. You can specify offset accounts by means of a dimension combination in the window External Accounts in the Banking module. If you change the value in this field, any value selected in the field “Cust. Payment Mode” above will be reset to be blank.
Reg. No.	In this field, you select a bank registration number, if completing the field “Cust. Payment Mode” above did not complete the field for you. This number is the bank registration number of the payment agent selected in the field “Payment Agent” above. The combination of this field and the field “External Account No.” must match a number registered for the current payment agent on the external account for the current company in the window External Accounts. If you change the value in this field, any value selected in the field “Cust. Payment Mode” above will be reset to be blank.
External Account No.	In this field, you select an external account number, if completing the field “Cust. Payment Mode” above did not complete the field for you. In other respects, the functionality of this field is similar to that of the field “Reg. No.” above.
Settling Company	In this field, you can specify the number of the settling company of the payment. If you only enter a customer number on the current line, leaving this field blank, Maconomy transfers the settling company of the customer in question to this field. However, you can change the company number manually. If you only enter an invoice number in the field “Recon. Invoice No.” on the current line, leaving this field blank, Maconomy transfers the settling company on the invoice in question to this field. If the settling company is not the same as the company specified in the card part, Maconomy will create intercompany trans- actions between the two companies when the journal is posted. However, if the system parameter “Create intercompany entries for companies with same parent company” is not marked, inter- company entries are only created if the two companies involved are not both assigned to the same parent company.
Location	In this field, you can enter a value for the dimension Location. If you do not enter a value, Maconomy will attempt to derive a value, using the order of priority set up in the window Dimension Derivations. Any manually entered value will, however, be over- written if a value is derived for which “Overwrite” is selected. If no value can be derived, the standard value is transferred from the window System Parameters in the Set-Up module. If you have set up the table part of the window Dimension Derivations in the G/L module to derive dimensions from invoices when creating a customer payment, specifying an invoice in the field “Reconc. Invoice No.” will cause the location on the specified invoice to be copied to this field on the current line. However, if you have manually specified a location before pressing Enter, this value is not overwritten by the dimension value from the invoice. For further information, see the field “Action” in the table part of the window Dimension Derivations.
Entity	The functionality of this field is similar to that of the field “Location” above.
Project	The functionality of this field is similar to that of the field “Location” above.
Purpose	The functionality of this field is similar to that of the field “Location” above.
Spec. 1-3	The functionality of these fields is similar to that of the field “Location” above.
Local Spec.1-3	The functionality of these fields is similar to that of the field “Location” above.
Job No.	In this field, you can specify a job number if the current payment pertains to a job. If you have set up the table part of the window Dimension Derivations to derive from invoices when creating customer payments, the field is automatically completed if you specify a job related invoice in the field “Reconc. Invoice No.” on the line. When a job number has been specified, the job is taken into consideration when dimensions are derived to the line. Further- more, the job number is copied to the G/L entries created when the customer payment is posted. However, no job entries are created as a result of specifying a job number in this field.
Customer Payment Reference	In this field, you can enter a reference to the current customer payment. If the current payment has been created in the window Customer Open Entry Reconciliation, the value, if any, from the field “Payment Reference” in the card part of the window Customer Open Entry Reconciliation will be transferred to this field. However, the value can be changed in this field and will be updated accordingly in the window Customer Open Entry Reconciliation as long as the payment in question has not been posted.