After you have entered or imported payment lines in the General Journal window, you can use the Apply Automatically function to apply each payment to its related open invoice or credit memo before you post the general journal lines. For more information, see How to: Automatically Apply Payments with Open Documents.
To handle the payments that could not be applied automatically, you can set up maps between text and accounts in the Account Mapping window that map payments with debit or credit accounts and a balancing account according to text found in the Description field on the general journal line.
The way general journal lines for payments are created or modified based on text-account maps depends on how you fill the fields in the Account Mapping window.
Example 1 - Balance Source Fields Are Set Up
The following example shows how new invoice and credit memo records are created for non-applied payments in the General Journal window based on the following text-account maps.
| Mapping Text | Bal. Source Type | Bal. Source No. | Debit Acc. No. | Credit Acc. No. |
|---|---|---|---|---|
Fuel | Customer | (Shell) | Customer Refunds | Customer Receivables |
The following general journal lines are edited or created.
| Change Event | Document Type | Account Type | Account No. | Description | Amount | Bal. Account Type |
|---|---|---|---|---|---|---|
Edited | Payment | Filled: Customer | Filled: (Shell) | Fuel | -100 | Bank |
Inserted | Invoice | Customer | (Shell) | Fuel | 100 | G/L Account (Customer Receivables) |
Edited | Refund | Filled: Customer | Filled: (Shell) | Fuel refund | 100 | Bank |
Inserted | Credit Memo | Customer | (Shell) | Fuel refund | -100 | G/L Account (Customer Refunds) |
Example 2 - Balance Source Fields Are Not Set Up
The following example shows how existing non-applied payments in the General Journal window are edited based on the following text-account maps.
| Mapping Text | Bal. Source Type | Bal. Source No. | Debit Acc. No. | Credit Acc. No. |
|---|---|---|---|---|
Fuel | Customer Refunds | Customer Receivables |
The existing general journal line is edited as follows.
| Change Event | Document Type | Account Type | Account No. | Description | Amount | Bal. Account Type |
|---|---|---|---|---|---|---|
Edited | Payment | Filled: G/L Account | Filled: Customer Receivables | Fuel | -100 | Bank |
Because the Bal. Source Type field in the Account Mapping window was not filled, then no new general journal line is created. The Account Type field is filled with G/L Account, and the Account No. field is filled with a relevant account number.