Payment balance (ex-BLWI) update to support generic survey types for the Belgian version of Microsoft Dynamics AX 2012 R3 and Microsoft Dynamics AX 2009 SP1

SETTINGS

1. Create payment purpose codes

Create payment purpose codes which will be assigned to transactions and used in reporting in Cash and bank management > Set up > Payment purpose codes.

For example, B2001 Transport of passengers by sea, P1011 import goods.

2. Assign default payment purpose codes to customers and vendors

In the customer card and vendor card, fast tab Payment defaults, group of fields Notification to the central bank, choose default payment purpose code in the field Central bank purpose code. This code will be pre-defaulted in customer and vendor documents and payments. You are able to change the defaulted code manually in the document.

3. Set up Payment balance parameters

Set up parameters in Organization administration > foreign trade > Payment balance > Parameters


General group of fields: Set Activate payment balance reporting to Yes. This parameter should be activated before posting customer/vendor transactions, to make transactions transferred to payment balance.

NBB responsible group of fields: Enter information about the employee responsible for submitting payment balance reporting:

- Name,

- Telephone,

- Fax and

- E-mail address. If E-mail address is filled, it is exported to the XML file as a response email, otherwise it is not exported.

Check group of fields: In the field Check payment purpose code, choose the rule of checking that payment purpose code is filled in documents. Options available are: None, Warning, Error. If transaction with customer/vendor located in foreign country (country of customer/vendor is different from country of legal entity) does not have assigned payment purpose code, and the check is set to Warning or Error, either warning or error message will be displayed during posting. This validation is applied for customer/vendor transactions except for payment transactions.

4. Set up Payment balance surveys

Set up list of surveys to be reported in Organization administration > foreign trade > Payment balance > Surveys

Period group of fields:Choose the reporting period for the survey in the field Month/Quarter. Either Month or Quarter is available.

Calculation type group of fields: Choose the amounts calculation type for the survey in the field Calculation type. Either Turnover or Balance is available.

Turnover: When this option is chosen, the customer/vendor transactions posted during the reporting period are transferred to payment balance survey; amount reported is a total amount of posted transaction.

Balance: When this option is chosen, the customer/vendor transactions open (not fully settled/closed) at the end of the reporting period are transferred to payment balance survey; amount reported is open (unsettled) amount of posted transaction by the end of the reporting period.

In the Payment purpose codes fast tab, assign the payment purpose codes that are collected into the survey. The following customer/vendor transactions will be transferred to payment balance survey:

- Transaction is marked with one of the chosen payment purpose codes

- Customer/vendor primary address is in the country different from the country of legal entity.



Note Payment transactions will not be transferred to payment balance survey by default. If you need payment transactions to be transferred for some payment purpose code, Include payment check box should be activated (for example, this might be needed for some money transfers purpose codes.)

5. Initialize country/region groups

Initialize country groups used in reporting in Organization administration > Foreign trade > Payment balance > Country/region groups.

Press Initialization button. Countries codes are initialized, except for several groups like A1, A2, and so on.

If you need to report transactions under one of the listed groups, user needs to assign Country/region code to the group manually by using Add button.

SCENARIO STEPS

1. Post invoices and payments

Post invoices in standard way, from General journal, Free text invoice, Sales order, Purchase order, Vendor invoice journal, Vendor invoice, and Project contract. The payment purpose code is defaulted from the customer/vendor account (in Sales order and Purchase order, the default payment purpose code is defaulted from the Invoice account.)

You can change defaulted Payment purpose code in sales/purchase documents and journals:


In General journal, and Vendor invoice journal, press Functions > Change payment purpose code

In Free text invoice, press Change payment purpose code button in the Header

In Sales order and Purchase order, press Change payment purpose code button in the Header under tab Invoice

In Project contract, press Change payment purpose code button on header under Maintain tab



Post payments in standard way, from Payment journal. The payment purpose code is defaulted from customer/vendor account.

User can change defaulted payment purpose code in payment journal line:

In Payment journal, change payment purpose codes in the field Central bank purpose code, in tab Payment.

2. Create Payment balance journal for survey

Open Payment balance journal in Organization administration > Periodic > Payment balance

Transfer transactions for reporting period by pressing button Transfer. Fill in the fields in dialog Payment balance:

In the field Survey code, choose payment balance survey for which transactions need to be transferred.

In the field Date, define any date inside the reporting period (Month or Quarter per setting in Survey code).

For Survey with Calculation type = Turnover, all transactions posted inside the identified reporting period will be transferred.

For Survey with Calculation type = Balance, all transactions open (not settled amount) in the end of identified reporting period will be transferred.

Activate Delete field if existing transactions in payment balance journal need to be deleted.



Review, update, or split transferred transactions if required.

3. Generate XML file for survey

Generate XML file by pressing button Create XML file. Fill in the fields in dialog Create XML file:

In the field Survey code, choose payment balance survey for which the file needs to be created.

In the field File name, define the name of XML file.

The field E-mail is defaulted with the NBB responsible email address field from Payment balance parameters.

In the field Date, define the date inside the reporting period. Payment balance transactions with Reporting date inside the reporting period will be transferred to XML file.



Submit the generated file to the relevant Authority.