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[Steve Latta]

?I’m trying to figure out how to set up default descriptions for centralized AP payments. Scenario: We have 1 legal entity that houses the bank accounts and multiple legal entities who have their own vendor payable ledgers. I’ve got the payment part working correctly in that I can generate payments in the top level entity for the subsidiary entities. However, I’m not getting default descriptions for any of the intercompany transactions. I’ve tried setting up default descriptions in both entities for “Intercompany Vendor Settlement”, “Settlement”, “Vendor Settlement – Ledger” and “Vendor Settlement – Vendor”.

On the paying entity side, I get no default description in either the bank ledger account or the intercompany account.
On the invoice payable entity side, I get no default description in the intercompany account and the default description in the accounts payable ledger account is using the “Vendor Settlement – Ledger” format.

I have an organizational hierarchy set up with the purpose “Centralized Payments”.
I can process payments and they post to the correct ledger accounts.

Any ideas what I’m missing to get descriptions to work?
Is there any way to make Keys 4-6 available on the Vendor Settlement transaction types for U.S.? It seems like they were made available to other countries, but not U.S. It would be really helpful if I could get information like vendor name and check number accessible as description keys.

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Steve Latta
Accountant
Ortec, Inc.
Easley SC
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[Zvika Rimalt]

Try setting “Default Description” for “Vendor – payment, vendor”

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Zvika Rimalt
Functional Consultant
Vancouver BC
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[Steve Latta]

?Hi Zvika.

Adding a default description for “Vendor Payment, Vendor” did not result in a description being posted to the general ledger, unfortunately.

The behavior seems to vary depending on which company account I have selected on the line in the payment journal. If I am working in CORP have CORP selected as the company on the line, but then settle an invoice from SITE02, AX generates Intercompany Vendor Settlement transactions in both companies.

• CORP
  • Cash Account – no default description (credit)
  • Intercompany Account – default description = Intercompany Vendor Settlement (debit)
  • Accounts Payable – default description = Vendor payment & Intercompany Vendor Settlement (offsetting debit and credit)
• SITE02
  • Intercompany Account – default description = Intercompany Vendor Settlement (credit)
  • Accounts Payable -default description = Intercompany Vendor Settlement (debit)

However, if I am in CORP, but select SITE02 as the company account on the line in the payment journal and settle an invoice from SITE02, I get these transactions:

• CORP
  • Cash Account – no default description (credit)
  • Intercompany Account – no default description (debit)
• SITE02
  • Intercompany Account – default description = Unknown (credit)
  • Accounts Payable -default description = Unknown (debit)

The second method, still paying from CORP but ensuring that the company account on the vendor payment journal line and the vouchers being settled with that line are both from the same SITE02 entity does produce cleaner transactions. In that case, the two postings in the CORP entity are clearly using a vendor payment transaction type, based on the voucher number sequence associated with it, but the normal default description for that transaction type isn’t being picked up. In SITE02, it seems to be using a default description for the automated “Intercompany accounting” transaction type, which I don’t see a way to change.

I did note that Friday, in testing, before I added an Centralized Payments organizational hierarchy, that when I went in to select items for settlement, I could only see unpaid vouchers for the entity selected under Company Accounts. After activating that hierarchy, I could now see all unpaid vouchers in all entities for that vendor and select them for settlement. As previously noted, it does seem to keep the transactions cleaner if the company account is the same on both sides of the settlement. It doesn’t seem like a Centralized Payments hierarchy is required in that scenario, and honestly, it seems easier to manage to me. 

In any case, none of the default descriptions for the transaction types being used seem to make available variables 4-6 so that I could assign useful information like the vendor’s name, the check number, etc.

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Steve Latta
Accountant
Ortec, Inc.
Easley SC
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[Zvika Rimalt]

I will double check this evening when I have time – I remembered the description I gave you worked on both AP subledger and GL (but I only tested it for local, not inter-company payments)

but in the meantime – for your scenario of:
“However, if I am in CORP, but select SITE02 as the company account on the line in the payment journal and settle an invoice from SITE02, I get these transactions:”t

What you describe is NOT the right/intended way to do centralized payment, will not likely to be supported by Microsoft if you run into any issues AFAIK, and has some significant functional deficiencies (such as not being able to use the automatic functionality to reverse pay-on-behalf settlements).

What you describe in scenario 1, i.e. setting the hierarchy, selecting the LOCAL company on the journal, and using the Settle Transactions form to select invoices from other companies is the proper way to use Centralized Payment.

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Zvika Rimalt
Functional Consultant
Vancouver BC
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[Zvika Rimalt]

I am not sure what we are doing differently, but when I:

1. Run payment proposal in the AP payment journals, all journal lines are populated with the default description from Vendor Payment – Vendor.

2. Later, when I post this journal, the description from the journal (as is always the case, with all journals) get copied into the GL transaction (and this description also gets stamped on the vendor transactions)

Can you try create your journals the “standard” way (your “option 1”) and see if you still don’t manage to get descriptions populated for you?

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Zvika Rimalt
Functional Consultant
Vancouver BC
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[Grace Gillenwater]

?Steve,

I don’t know if this is possible in the version you are working in, but I am in AX2012 R3 CU12. I put in a request to change the Key1-Key3 Definitions in AX2012 to populate actual descriptions in the General Ledger Table. 

Each field is assigned a “key#,” and that number has a description attached to it. There is a way to change what information the “key#” is pulling. 

Below is the link to the discussion I found a while ago. It may be outdated, but it may be helpful to your IT/Programming person on where to start looking for the “Key” information.

https://community.dynamics.com/ax/f/33/t/82754

#UnifiedOperations
?

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Grace Gillenwater
Accounting Clerk
Landau Uniforms
Olive Branch MS
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