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Introduction
Within the Bank Management module, users manage the financial transactions between the company and its bank accounts. These transactions include: Handling payments to bank and ledger accounts. Handling payments from bank and ledger accounts. Reconciling the records of financial transactions from banks with the records in the Microsoft Dynamics AX 4.0.
This section discusses the various processes available to manage bank transactions in Microsoft Dynamics AX 4.0.
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Scenario
In the Global Trade & Manufacturing Company, the accounting manager manages the creation, deletion, and voiding of checks. The accounting manager creates check refunds for customers when required and handles check refunds from vendors. Finally, when the company receives a bank statement, the accounting manager reconciles the statement with the transactions in the application.
Create Checks
In Microsoft Dynamics AX 4.0, the Check window provides access both to view existing check transactions and to create new checks. Access the Check window by one of two ways: Through the Bank Account form which requires users to select a bank account from the list and then click Checks. The application only displays the checks for the selected bank account. From the Bank menu which provides a view of check transactions for all bank accounts.
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Delete a Check
After users create a check in Microsoft Dynamics AX 4.0, they can delete the check as long as it has not been used. Checks that are created but not used have the status of Created in the Status field.
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5. In the From field, enter the number of the first check to be deleted. 6. In the To field, enter the number of the last check to be deleted. 7. To verify the deletion, type Delete in the field provided, and then click OK.
NOTE: If including checks with a status other than Created in the interval that are defined by entries in the From and To fields, no checks are deleted and the Delete checks job is canceled.
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Challenge Yourself!
Create 15 checks for the USDBANK bank account. Delete the final 3 checks.
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Deposit Slips
A deposit slip is a document that is used to deposit checks, credit card notes, and cash into a bank account. Use the Deposit slip form to view and manage deposit slips for payments into bank accounts. Access deposit slips in the following ways: Click BANKBANK ACCOUNTSINQUIRYDEPOSIT SLIP to view only the deposit slips for the bank account selected in Bank accounts. Click BANKDEPOSIT SLIP to view all deposit slips, organized by bank account.
BANKDEPOSIT SLIP
2. Press CTRL+N to create a new record. 3. In the Account field, select the Account of the customer who made the deposit. 4. In the Credit field, type the amount of the deposit. 5. Select a Transaction text if desired. 6. Select the Use a deposit slip check box. 7. In the Offset account type field, select Bank. 8. In the Offset account field, select the bank account in which the deposit is made.
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4. Type the a description in the Reason for cancellation field. 5. Click OK. The application cancels the payment of the selected line into the bank accounts.
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NOTE: The application only cancels the deposit on the selected line. Other deposit lines for the same deposit slip remain unchanged.
6. To verify that the application has canceled the deposit: With the line for the canceled deposit slip selected, click the General tab. Verify that a check mark is in the Canceled field.
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Challenge Yourself!
Create a customer payment journal. View the deposit slip. Cancel the deposit.
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Follow these steps to verify the checks are void. 1. Click BANKBANK ACCOUNTS. 2. Select the relevant bank account. 3. Click Checks. 4. In the Status field, look for checks with the value Void.
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Challenge Yourself!
Generate check payments. Void the checks that need to be removed. Verify that the check numbers are voided.
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Refund Checks
Under certain circumstances, companies must generate payment refunds to their customers or process refunds received from their vendors. This usually occurs when credit notes, overpayments, and bonuses are involved in third-party transactions. In Microsoft Dynamics AX 4.0 users can create a check refund that prints out a check. The refunding feature is implemented in payment journals for customers.
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Challenge Yourself!
Create a customer payment journal. Post the Check Refund. Verify that the check was generated.
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Bank Remittance
Use Bank remittances to settle a customer account before an invoice due date, with a remittance to a bank account.
ACCOUNTS RECEIVABLEJOURNALSPAYMENT MANAGEMENTREMITTANCE
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Cancel Payment
Occasionally, users need to cancel a check after payment has been made. For example, a check may get lost in the mail or a member of the accounting staff may realize that the check was paid in error. Microsoft Dynamics AX 4.0 provides a function to cancel check payments.
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4. Press CTRL+N to insert a new record. 5. In the Bank Account Statement Date field, enter the date from the bank account statement. 6. In the Bank Statement field, enter the number of the bank account statement. 7. In the Currency field, check that application inserts the correct currency for the selected bank account.
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10. Select the transactions to include in the reconciliation by selecting the Cleared check box.
NOTE: The amount of the transaction cannot be changed during reconciliation. To edit the amount of a transaction during reconciliation, enter the corrected amount in Correction Amount. Make sure to enter the correction in the currency used for the account.
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NOTE: This only applies to transactions created during reconciliation. Select the posting account from Ledger Chart of Accounts.
In the Transaction Text field, enter text that describes the transaction.
NOTE: When creating transactions manually during reconciliation, the application will automatically assign a voucher number, from the number sequence and marked Bankaccount reconciled. The voucher number is displayed on the General tab.
On the Dimension tab, enter any required dimensions for the transaction.
12. To select a check interval to be cleared for reconciliation, click the Mark check interval for reconciliation button. 13. Click the Reconcile account button to perform the reconciliation of the Bank Account. 14. Click PRINTRECONCILIATION SUMMARY to print a bank reconciliation report, defining print out of a reconciliation summary, cleared transactions and uncleared transactions.
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15. Click PRINTBANK RECONCILIATION to print a report that takes nonreconciled transactions (non marked transactions) into account and shows transactions after reconciliation date.
BANKBANK ACCOUNTSFUNCTIONSACCOUNT RECONCILIATIONPRINTBANK RECONCILIATION
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Use the following details for the additional transaction: Field Date Amount currency Ledger account Transaction text Specification 6/30/06 - $25.00 (negative) 110180 Misc. transactions
Challenge Yourself!
Enter the bank account statement. Select the transactions to include. Add the new transaction. Reconcile the account.
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Conclusion
This chapter covered the main procedures in the Bank Management module in Microsoft Dynamics AX 4.0. The application provides functionality to manage check payments plus procedures for resolving special situations with checks. Therefore, users can delete, refund, and void checks, in addition to generate and issue checks according to company specifications. In addition, because all financial transactions are recorded in the application, companies can use the bank reconciliation function to match internal company records of transactions against bank statements.
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3. When performing bank reconciliation, how do you exclude transactions that are in the application but not on the bank statement from the reconciliation?
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