What s new? Tips & Tricks

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1 What s new?

2 1. What s new? Content New parameter and their functionality New fields and their functionality 2. Goal of the functionality extension 3. Tests and other Experiences 4. How to post standard scenarios 5. Special scenarios in daily business 6. Additional Remarks on Tab Cash Discount

3 1. What s new? New parameters New parameters are available in Accounts Receivable and in Accounts Payable: Cash Discount on partial payments Cash Discount on credit notes Both Parameters were created for AX 2012 and are back ported to AX 2009 Rollup 5 ( )

4 1. What s new? New parameters Accounts receivable (or Accounts payable) / Setup / Accounts receiveable parameters ( or Accounts payable parameters) Select Settlement :

5 1. What s new? New parameters Calculate Cash Discounts for Partial Payments Select this check box to allow discounts to be automatically calculated for partial payments. If this check box is selected and a user changes the value in the Amount to settle field in the Open transaction editing form, the discount is automatically calculated and is displayed as the default entry in the Discount amount to take field. If this check box is not selected and a user changes the value in the Amount to settle field in the Open transaction editing form, the default entry in the Discount amount to take field is 0 (zero). Your selection in this check box is used with the Normal option in the Use cash discount field in the Open transaction editing form. If this check box is selected, the discount is taken when the Normal option is used. When you select Always, the cash discount is always taken, without regard for this field. When you select Never, the cash discount is never taken, without regard for this field.

6 1. What s new? New parameters Calculate Cash Discounts for Credit Notes In Accounts receivable, a credit note transaction is a negative transaction with a value in the Invoice field in the Free text invoice form, or a return in the Sales order form. Select the Calculate Cash Discounts for Credit Notes check box to allow discounts to be automatically calculated for credit notes. If this check box is selected and a credit note is entered in the Open transaction editing form, the discount is automatically calculated and is displayed as the default entry in the Discount amount to take field. If this check box is not selected and a credit note is entered in the Open transaction editing form, the default entry in the Discount amount to take field is 0 (zero). If the check box is selected and you are in the Open transaction editing form, the discount is taken when the Normal option is used. When you select Always, the cash discount is always taken, without regard for this field. When you select Normal, the cash discount is never taken, without regard for this field.

7 1. What s new? New parameters What is happening when the new parameters are activated? If user changes an amount in the field Amount to settle AX automatically starts to recalculate the Cash Discount amount which is then shown in field Discount amount. It is now available not only for invoices but also for credit notes.

8 1. What s new? New fields Form open transaction editing : This form is used for settlements of every scenario where invoices, credit notes and payments are posted on account. New fields are: In the upper grid: Settlement posting date Date to use for calculating discounts In the lower grid: Discount taken Discount amount to take

9 1. What s new? New fields

10 1. What s new? New fields: Settlement posting date

11 1. What s new? New fields: Date to use for calculating discounts

12 1. What s new? New fields: Discount amount In the lower grid of the form open transaction editing you will find the fields: Discount amount: This Field shows the maximum cash discount amount which can be taken, when the payment/settlement is within the cash discount term Discount amount to take: This field shows the Cash Discount amount remaining to be taken for the activated vouchers. Both amounts are only proposed amounts and can be changed.

13 1. What s new? New fields: Discount taken / Discount amount to take

14 2. Goal of the new functionality 1. Making the Settlements functionality more comfortable and enable the user to post Cash Discount amounts also for Credit notes and partial payments. 2. Resolving the known issues and bugs reported in former versions of AX (AX 4.0 and AX 2009) as there were for example: Reversals of settlements Display problems before, while and after the postings Problems with settlements in foreign currencies

15 3. Tests and other Experiences 1. Specification of the new functionality and resolving the known issues and bugs from former Versions. 2. Testing phase 1 described the normal and easy scenarios in Accounts receivable and Accounts payable, created the scenarios and checked the results under the perspective of: Does the new parameters work properly? Is this a known issue/bug and is it now resolved? 3. Testing phase 2 was checking the new appearing effects. This is a still ongoing process.

16 4. Scenarios: Effects on the normal standard scenarios 1. Settlement of one invoice and one payment: a. Within the Cash Discount terms / Settlement is posted with the payment b. Out of the Cash Discount terms / Settlement is posted with the payment c. Within the Cash Discount terms / Settlement is posted with Settle open transactions form d. Out of the Cash Discount terms / Settlement is posted with Settle open transactions form

17 4. Scenarios: How to post the normal standard scenarios a. Within the Cash Discount terms/settlement is posted with the payment Scenario: Freetext invoice with total amount of EUR / Payment of EUR / Cash Discount = 10 Days 4 % (Cash discount amount = 476 EUR) Payment journal Functions Settlement:

18 4. Scenarios: Effects on the normal standard scenarios a. Within the Cash Discount terms/settlement is posted with the payment Scenario: Freetext invoice with total amount of EUR / Payment of EUR / Cash Discount = 10 Days 4 % (Cash discount amount = 476 EUR) Transaction:

19 4. Scenarios: Effects on the normal standard scenarios b. Out of the Cash Discount terms/settlement is posted with the payment Scenario: Freetext invoice with total amount of EUR / Payment of EUR / Cash Discount = 10 Days 4 % (Cash discount amount = 476 EUR) - Cash Discount will NOT be accepted as the Payment is received out of Cash Discount term Payment journal Functions Settlement: Amount to settle is set by default to the full amount As you can see, no cash discount amount in the fields here.

20 4. Scenarios: Effects on the normal standard scenarios b. Out of the Cash Discount terms/settlement is posted with the payment Scenario: Freetext invoice with total amount of EUR / Payment of EUR / Cash Discount = 10 Days 4 % (Cash discount amount = 476 EUR) - Cash Discount will NOT be accepted as the Payment is received out of Cash Discount term Transaction: Result: As expected the Cash discount is not posted and appears open on the customer / vendor account. Field Discount amount to take showed in the settlement form a zero amount Cash discount amount was no longer proposed as the settlement date was out of Cash discount term

21 4. Scenarios: Effects on the normal standard scenarios b. Out of the Cash Discount terms/settlement is posted with the payment Scenario: Freetext invoice with total amount of EUR / Payment of EUR / Cash Discount = 10 Days 4 % (Cash discount amount = 476 EUR) - Cash Discount will be accepted although the Payment is received out of Cash Discount term Payment journal Functions Settlement: Combination of Use Cash Discount = Always and Full Settlement causes a full settlement and a posting of Cash Discount on the G/L account Using Always Amount to settle is changing to the payment amount EUR ,00

22 4. Scenarios: Effects on the normal standard scenarios b. Out of the Cash Discount terms/settlement is posted with the payment Scenario: Freetext invoice with total amount of EUR / Payment of EUR / Cash Discount = 10 Days 4 % (Cash discount amount = 476 EUR) - Cash Discount will be accepted although the Payment is received out of Cash Discount term Payment journal Functions Settlement: Result: As wanted, Cash discount was posted correctly on the G/L account, although the defaults in AX were set to zero amounts for Cash Discount which is correct until the user decides to post different to the defaults. (Case by Case Decision)

23 4. Scenarios: Effects on the normal standard scenarios c. Within Cash Discount terms/settlement is posted with settle open transactions form Scenario: Freetext invoice of total EUR / Payment (on account) of EUR Cash Discount = 10 Days 4 % (Amount = 476 EUR) Cash Discount will be accepted as the payment was within Cash Discount term Accounts receivable select customer Collection Settle open transactions:

24 4. Scenarios: Effects on the normal standard scenarios c. Within Cash Discount terms/settlement is posted with settle open transactions form Scenario: Transaction: Freetext invoice of total EUR / Payment (on account) of EUR Cash Discount = 10 Days 4 % (Amount = 476 EUR) Cash Discount will be accepted as the payment was within Cash Discount term Result: Invoice and payment are settled to zero. Cash Discount is posted correctly on the G/L account. Payment and settlement are posted with date 06/06/2011

25 4. Scenarios: Effects on the normal standard scenarios d. Out of Cash Discount terms/settlement is posted with settle open transactions form Scenario: Freetext invoice of total EUR / Payment (on account) of EUR Cash Discount = 10 Days 4 % (Amount = 476 EUR) Cash Discount will be accepted, although payment is out of Cash Discount term Accounts receivable select customer Collection Settle open transactions: (Settlement date = 06/30/2011): Using Use Cash Discount = Always Cash Discount will be activated in the settle open transaction form. Click Update to post the settlement

26 AX 2012 Cash AX 2012 Cash Discount and Settlement 4. Scenarios: Effects on the normal standard scenarios d. Out of Cash Discount terms/settlement is posted with settle open transactions form Scenario: Transactions: Freetext invoice of total EUR / Payment (on account) of EUR Cash Discount = 10 Days 4 % (Amount = 476 EUR) Cash Discount will be accepted, although payment is out of Cash Discount term Result: Although System date was set to 06/30/2011, the settlement was posted with date 06/26/2011, which is the payment date. This is AX rule as the decision if Cash discount is accepted or not depends on the date when the payment is received/created.

27 4. Scenarios: Effects on the normal standard scenarios d. Out of Cash Discount terms/settlement is posted with settle open transactions form Scenario: We are taking the last scenario and reverse the settlement with session date 06/30/2011: Reversal of the former Settlement and new Settlement under Settlement Posting Date = 06/30/2011 (Accounts receivable Select Customer - Collections Closed transactions Activate the voucher and click button reverse ) and post the settlement again: Result: Closed date is now set to 06/30/2011

28 5. Scenarios: Effects on specific scenarios which need adjustments 1. Settlement of open amounts (invoices and creditnotes) without a payment but because of payment advice: a. Settlements within the Cash Discount terms b. Settlements out of the Cash Discount terms 2. Settlement of remaining amount from 1b by deducting Cash Discount 4% - Journal: Payment Journal 3. Settlement of remaining amount from 1b by deducting Cash Discount 4% - Form: settle open transactions 4. Partial Payment with deduction of full cash discount in first partial payment a. Journal: Payment Journal b. Form: settle open transactions

29 5. Scenarios: Effects on specific scenarios which need adjustments 1a. Settlement within the Cash Discount terms Scenario: Transactions: Freetext invoice of total EUR / Credit note of total EUR Cash Discount = 10 Days 4 % on invoice = 476 EUR / on credit note = 76 EUR Cash Discount Amount in total = 400 EUR Settlement of both vouchers and creation of a new open amount on customers account:

30 5. Scenarios: Effects on specific scenarios which need adjustments 1a. Settlement within the Cash Discount terms Result: Settlement of both vouchers and creation of a new open amount on customers account: As long as the Cash Discount Term is valid, you will find in the field Amount to settle the Amount deducted of Cash Discount amount Amount in transaction currency is calculated here as follows: Invoice = EUR Credit note = EUR Cash Discount on CRNote = EUR 76 = total EUR This works now as designed: The credit note is seen as a kind of partial payment. As also the parameter is activated for calculate cash discount on partial payments the Cash discount is deducted on the Credit note (EUR EUR 76 = EUR 1.824). For that reason you will find EUR in field Amount in transaction currency. Normally Cash Discount happens just when a payment is received as this is the time an accountant is able to decide if Cash Discount is allowed to be deducted or not.

31 5. Scenarios: Effects on specific scenarios which need adjustments 1a. Settlement within the Cash Discount terms Scenario: Transactions: How to avoid Cash discount deduction on the credit note? Freetext invoice of total EUR / Credit note of total EUR Cash Discount = 10 Days 4 % on invoice = 476 EUR / on credit note = 76 EUR Cash Discount Amount in total = 400 EUR Depending on the status of Use cash Discount you receive different Amounts to settle :

32 5. Scenarios: Effects on specific scenarios which need adjustments 1a. Settlement within the Cash Discount terms Mark both Vouchers with Use Cash Discount = Never and post the settlement: Result: Settlement of both vouchers and creation of a new open amount on customers account: The amount to settle shows now EUR and the fields Discount amount and Discount Amount to take show Cash Discount amount of Zero.

33 5. Scenarios: Effects on specific scenarios which need adjustments 1a. Settlement within the Cash Discount terms Check the vouchers of this Transactions: Result: No Cash Discount is posted with the settlement.

34 5. Scenarios: Effects on specific scenarios which need adjustments 1b. Settlement out of the Cash Discount terms Scenario: Transactions: Freetext invoice of total EUR / Credit note of total EUR Cash Discount = 10 Days 4 % on invoice = 476 EUR / on credit note = 76 EUR Cash Discount Amount in total = 400 EUR Change the system date from August to Post the Settlement of the invoice and the creditnote:

35 5. Scenarios: Effects on specific scenarios which need adjustments 1b. Settlement out of the Cash Discount terms Result: Although we are outside of the Cash Discount time the deduction of the cash discount on the credit note is posted. This is because the creation of the credit note was within the cash discount terms of the invoice. As the credit note is treated as a partial payment when posting the settlement, Cash Discount on the Credit note is deducted. To avoid this, it is also necessary here to change status of Use Cash Discount from Normal to NEVER In the next step the settlement is reversed (Accounts receiveables select Account Tab Collections Closed transaction editing)

36 Check the customer account: AX 2012 Cash Discount and Settlement 5. Scenarios: Effects on specific scenarios which need adjustments 1b. Settlement out of the Cash Discount terms Create the settlement again and use the status Never for Use Cash Discount

37 5. Scenarios: Effects on specific scenarios which need adjustments 2. Settlement of the remaining amount from 1b and Payment by deducting Cash Discount 4% Journal: Payment Journal Scenario: For a certain reason customer paid the Invoice and the credit note by deducting Cash Discount of 4 % on The Accountant is adviced to post the cash discount and to settle the payment and the remaining open amount. Customers Payment = Invoice EUR Cash Discount EUR Credit Note EUR Cash Discount EUR 76 Payment EUR Creation of Customers Payment and Settlement:

38 5. Scenarios: Effects on specific scenarios which need adjustments 2. Settlement of the remaining amount from 1b and Payment by deducting Cash Discount 4% Journal: Payment Journal Settlements Form: Change Use Cash Discount from Never to Always Change Amount to settle to EUR Field Discount Amount to take changes automatically to EUR 400 Close the form and post the payment. Check now the posting on the customer account:

39 5. Scenarios: Effects on specific scenarios which need adjustments 2. Settlement of the remaining amount from 1b and Payment by deducting Cash Discount 4% Journal: Payment Journal Close the form and post the payment. Check now the posting on the customer account: Result: The cash discount is posted with the new amount of 400 EUR.

40 5. Scenarios: Effects on specific scenarios which need adjustments 3. Settlement of the remaining amount from 1b and Payment by deducting Cash Discount 4% Journal: Open transaction settlement Scenario: For a certain reason customer paid the Invoice and the credit note by deducting Cash Discount of 4 % on The Accountant is adviced to post the cash discount and to settle the payment and the remaining open amount. Customers Payment = Invoice EUR Cash Discount EUR Credit Note EUR Cash Discount EUR 76 Payment EUR The payment (received ) is posted on Customers account with out settlement. Check the transactions on the Customer account: New balance of EUR after settlement (see 1.b) Payment without settlement

41 5. Scenarios: Effects on specific scenarios which need adjustments 3. Settlement of the remaining amount from 1b and Payment by deducting Cash Discount 4% Journal: Open transaction settlement On date the Accountant could clarify the issue and was adviced to post the missing amount of EUR 400 on Cash Discount: Therefore he uses Accounts Receivable All Customers Select the right one Tab Collect Button Settle open transactions : The remaining Amount to settle of EUR has a Use Cash Discount = NEVER. To post the Cash Discount of EUR 400 we need to change this to Use Cash Discount = ALWAYS and mark both positions: The defaulted Amount to settle uses only the Cash Discount connected to the origin invoice (EUR 476) and proposes EUR 9.524,00

42 5. Scenarios: Effects on specific scenarios which need adjustments 3. Settlement of the remaining amount from 1b and Payment by deducting Cash Discount 4% Journal: Open transaction settlement To post now the Cash discount of EUR 400 (instead of EUR 476) change the Amount to settle from EUR to EUR 9.600: Post the settlement and check the transactions on Customers account Now you receive the following Infolog Click Close and check the transactions

43 5. Scenarios: Effects on specific scenarios which need adjustments 3. Settlement of the remaining amount from 1b and Payment by deducting Cash Discount 4% Journal: Open transaction settlement The settle open transactions form is empty: Transactions on Customers account: Cash discount is now posted also for the origin invoice and for the origin Credit Note

44 5. Scenarios: Effects on specific scenarios which need adjustments 4. Partial Payment with deduction of full cash discount in first partial payment Scenario: A customer received an invoice of EUR with Cash Discount term 10 Days 4 %. We agreed to accept a partial payment of 60 % of the whole amount and deduction of the full cash discount. Second payment of remaining 40 % will be paid 2 months later (without any deduction) Calculation: a) Cash Discount 4% of EUR = EUR b) Partial Payment 1 = 60 % of EUR = EUR c) Payment amount for first partial payment = EUR EUR = EUR The payment arrives within the cash discount term and will be settled with the open invoice partially while posting.

45 5. Scenarios: Effects on specific scenarios which need adjustments 4. Partial Payment with deduction of full cash discount in first partial payment On the settlements form mark the invoice and change the Amount to settle to EUR It is also necessary to change Use Cash Discount from Normal to Always and find, that now also the fields Discount amount to take and Discount amount to take in EUR are also filled with the full Cash Discount Amount of EUR 4.760:

46 5. Scenarios: Effects on specific scenarios which need adjustments 4. Partial Payment with deduction of full cash discount in first partial payment Close the form and post the payment: Result: The Cash discount is fully posted, the new open amount is exactly 40 % of the origin invoice amount.

47 5. Scenarios: Effects on specific scenarios which need adjustments 4.b Partial Payment with deduction of full cash discount in first partial payment but with settle open transactions form Scenario: A customer received an invoice of EUR with Cash Discount term 10 Days 4 %. We agreed to accept a partial payment of 60 % of the whole amount and deduction of the full cash discount. Second payment of remaining 40 % will be paid 2 months later (without any deduction) Calculation: a) Cash Discount 4% of EUR = EUR b) Partial Payment 1 = 60 % of EUR = EUR c) Payment amount for first partial payment = EUR EUR = EUR The payment arrives the within the cash discount term and will be settled (out side of cash discount term) with the open invoice:

48 5. Scenarios: Effects on specific scenarios which need adjustments 4.b Partial Payment with deduction of full cash discount in first partial payment but with settle open transactions form On the settlements form mark the invoice and change the Amount to settle to EUR Also change Use Cash Discount to ALWAYS: Field Discount amount and field Discount amount to take show the full Cash Discount of EUR Post the settlement

49 5. Scenarios: Effects on specific scenarios which need adjustments 4.b Partial Payment with deduction of full cash discount in first partial payment but with settle open transactions form The settlements form shows the new Amount to settle of EUR : Check: Field Use Cash Discount is set automatically to NEVER

50 5. Scenarios: Effects on specific scenarios which need adjustments 4.b Partial Payment with deduction of full cash discount in first partial payment but with settle open transactions form Check also the transactions of the Customers Account: Balance of the Account = EUR Cash Discount is posted correctly.

51 6. Additional Remarks Tab Cash Discount In case you cannot adjust the payment- and settlement amounts by using the Use Cash Discount : Always Never Normal, you can also use the field Date to use for calculating Discounts or Tab Cash Discount Scenario: Create an invoice of EUR without Cash Discount Term and a payment of 1.142,40 EUR which consists of a deduction of 4 % Cash Discount (= 47,60 EUR) On the Settlements form click Button Cash Discount and fill in with payment date and the Cash Discount amount of EUR 47,60:

52 Close the form and post the payment Check the customer account: AX 2012 Cash Discount and Settlement 6. Additional Remarks Tab Cash Discount Result: Cash discount is posted correctly Invoice is settled with the payment. Balance is zero

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