About Sales Payments

A sales payment represents one or more payment transactions that are recorded for open customer activities. Each sales payment is entered on the Sales Payment Card. This allows you to create a unique record for every group of related payment transactions. A sales payment is created for a specific customer.

Lines

Any open sales orders that exist for the specified customer can be assigned to a sales payment. In addition, it is possible to assign open customer ledger entries. This allows the user to include any unpaid invoices as part of the payment, as well as open credits that will actually reduce the total amount owed by the customer. Sales orders and ledger entries are specified on the sales payment's lines.

When a sales order is added to a sales payment, the order's status is automatically changed to Released. This will prevent any additional changes to the order. If it becomes necessary to modify an assigned sales order, the user can place a check mark in the Allow Order Changes field on the sales payment line to automatically re-open the sales order. Once the desired changes have been made, the check mark can be removed, returning the document to its Released status.

Payment Tenders

The sum of a sales payment's assigned orders and ledger entries reflects the total amount of the sales payment. This amount is paid by the customer through one or more tenders. Tenders are posted directly from the Sales Payment Card, and maintained by the program in the Sales Payment Tender Entry table. Additional activities will be performed against the tender, depending on the tender type. There are two ways in which tenders can be recorded:

• Cash: when a cash tender is posted, an entry for the payment amount is automatically created in the customer's ledger.
• Credit/Check: when a credit card or check payment tender is posted, the amount is initially maintained in the Sales Payment Tender Entry table. This allows the user to make changes to a tender amount before completing the payment process. For example, if a customer pays for a sales order with a check, then makes a change to the order, the original check can be voided and a new one entered. When the sales payment is posted, an entry for every recorded credit card or check amount is automatically created in the customer's ledger. If payment tenders have been recorded for a credit card with any associated payment fees, new sales payment lines for these fees are generated as part of the posting process.

It is possible to post multiple tenders against a single sales payment. For example, if we have a sales payment with a total amount of $100, we might pay for $50 of that amount with cash, then pay for the remaining $50 with a credit card.

The sum of a sales payment's recorded tenders reflects the total amount tendered for the sales payment. A sales payment's balance is determined by subtracting the amount tendered from the original sales payment amount.

Sales Payment Posting

Although the customer that has been assigned to a sales payment has already paid for one or more sales orders, making it unnecessary to send an invoice, it is still necessary to invoice these sales transactions so that Microsoft Dynamics NAV will generate the proper customer ledger entries to which the recorded payments can be applied. Since a posted shipment is a prerequisite to invoicing, all sales orders that are assigned to a sales payment must be fully shipped before the sales payment can be posted.

By default, payment tenders must be recorded for the full amount of the sales payment, leaving a balance of zero, before the sales payment can be posted. In some situations, however, it might be necessary to post a sales payment with an outstanding balance. This can be accomplished by placing a check mark in the Allow Posting with Balance field on the General FastTab of the Sales Payment Card.

When a sales payment is posted, the program's standard combine shipment functionality is used to create a single invoice for all sales transactions that have been assigned to the payment. If any payment fees from credit card tenders have been recorded as part of the sales payment, these will also be added to the new sales invoice. This invoice is automatically posted, resulting in the creation of a new entry in the customer's ledger. Any credit card or check tenders that were being stored in the Sales Payment Tender Entry table will also be posted to the customer ledger at this time. As the final step of the posting process, the system automatically applies the relevant payment entries in the customer ledger to the new invoice entry.