Creating of cash flow ledger entries

Create Cash Flow Entries of the Receivables Plan under the Agreement

To create customer Contract Receivables Plan Entries, do the following:

• In the Agreement card, select Payment plan > For Agreement and determine whether it will be mandatory to fill in Contract Receivables Plan Entry in the sales documents by setting the corresponding value of the Contract Receivables Plan > Mandatory toggle.
• Go to the Home > Contract Receivables Plan Entries tab and fill in the fields of the page that opens:

Field	Description
Customer No.	Specifies the number of the customer (filled automatically).
Agreement No.	Specifies the number of the agreement. (filled automatically when opening Contract Receivables Plan Entries from the Agreement Card).
Unique Entry No.	Specifies the number of the unique entry (filled automatically).
Planned Date	Specifies the planned date of payment.
Amount	Specifies the receivables amount.
Currency Code	Specifies the currency code for the amount on the line.
Cash Flow Forecast Entry No.	Specifies the number of the entry.
Sales Invoice No.	Specifies the number of the sales document.
Posted Sales Invoice No.	Specifies the number of the posted sales document.
Description	Specifies a description of the entry.
Responsible for Invoice	Specifies the person responsible for the invoice.
Created By	Specifies the user who created the entry.
Created At	Specifies the date and time when the entry was created.
Modified By	Specifies the user who modified the entry.
Modified At	Specifies the date and time of the changes.
Applied Amount	Specifies the amount which was paid.
Dimensions	Based on General Ledger Setup, a list of dimensions is formed. When creating a plan entry, the dimension values are filled by default from the agreement (if it is specified in the entry) or from the customer/vendor card. If necessary, these values can be adjusted or added manually.

Note By default, the fields Created by, Modified by, Created at and Modified DateTime are hidden and can only be displayed via Personalization of the page.

Also, on the Contract Receivables/Payables Plan Entries page, there is an Information panel that displays summary data on the Amount and Applied amount under the contract or by customer/vendor.

Contract Receivables Plan Entries in the Cash Flow Ledger Entries will be generated with Source Type = Sales Payment Plan. In case a Sales Order or a Sales Invoice has already been created under this agreement, the created Contract Receivables Plan Entries can be linked to such documents by filling in the Contract Receivables Plan Entries field in the document. After the document is released, the amount of Contract Receivables Plan Entry will automatically change to the amount of the related document. At the same time, the Planned Date is also updated in the corresponding line of Contract Receivables/Payables plan entry according to the value of the Real Due Date field in the sales/purchase document, or if this field is not filled in, then from the Due Date field.

You can also link Contract Receivables Plan Entries to the Posted Sales Invoice by clicking the Link Posted Sales Invoice button.

Editing Contract Receivables/Payables Plan Entries is impossible. To make changes, you need to delete the record of entry and create a new one with the correct data. If a sales document is attached to the Contract Receivables Plan Entries, you must open the sales document to delete the Contract Receivables Plan Entries and then delete the transaction. Only entries that are unpaid and/or have no related records in the bank payment journal are subject to deletion. If a sales document is added to the Contract Receivables Plan Transaction, you must open the sales document to delete the Contract Receivables Plan Transaction and then delete the entrie.

The SMART Cash Flow solution also provides the ability to automatically Contract Receivables/Payables Plan Entries for agreement for a fixed amount over a specified period. To do this, on the Contract Receivables/Payables Plan Entries page, use the Create Plan Entries function. Next, on the Create Plan Entries page, fill in the relevant fields:

Field	Description
Account No.	Specifies the number of the customer or vendor.
Agreement No.	Specifies the agreement number related to the selected account no.
Description	Specifies the description for the created plan entries.
Amount	Specifies the amount for each created plan entry.
Currency Code	Specifies the currency code for each created entry.
Use date range from Agreement	Specifies that the start and end dates will be taken from the agreement's start date and expire date.
Date From	Specifies the start date for the plan entries.
Date To	Specifies the end date for the plan entries.
No. of Periods	Specifies the number of periods for which plan entries will be created, based on the specified period length calculating from Date from. However, the plan entries cannot be generated for dates later than the Date To specified in the request form. If the entered number of periods does not cover the entire date range (Date From - Date To), the system will still create plan entries only for the specified No. of Periods.
Period Length	Specifies the period for which data is shown in the report. For example, enter "1M" for one month, "30D" for thirty days, "3Q" for three quarters, or "5Y" for five years.

After entering the data, click OK — the plan entries will be automatically generated for the specified number of periods.

Note The creating process for Contract Payables Plan Entries of a vendor is similar to the procedure for creating Contract Receivables Plan Entries.

Create a Schedule of Accounts Payable Settlements for Invoice

To create a vendor Contract Payables Plan Entries, do the following:

• In the Vendor's card or Agreement, select Payment plan - For Invoice.
• In the Vendor's card, go to the Vendor > Payment Conditions tab. If you make settings from the Vendor's Agreement card - go to the Home > Payment Conditions tab and fill in the following fields of the page that opens:

Field	Description
Account Type	Specifies the type of account (filled automatically).
Account No.	Specifies the code of vendor.
Agreement No.	Specifies the code of vendor agreement (is filled in automatically when opening Contract payables plan entries from the Agreement Card).
Payment Type	Specifies the type of payment.
Payment %	Specifies the percentage of the invoice amount for each payment.
Date Formula	Specifies the date formula for calculating the planned payment date. This field is mandatory to fill in.
Base for Date	Specifies the base for calculating the planned payment date. The following options are available in the system: Document Date, Posting Date, or Order Date.

Having created a Purchase Order or Purchase Invoice, after the document is released, a Payables Schedule on the document will be formed. You can view it by going to the Prepare > Payables Schedule tab.

Field	Description
Planned Date	Specifies the planned date of the payable.
Amount	Specifies the amount of the payable.
Currency Code	Specifies the code of the currency for the payable.
Cash Flow Forecast Entry No.	Specifies the number of the Cash Flow Forecast Entry.
Purchase Invoice No.	Specifies the number of the purchase document.
Posted Purchase Invoice No.	Specifies the number of the posted purchase document.
Applied Amount	Specifies the amount which was paid.

You can change the entries of the created Payables Schedule by using the Edit Entries action. If the Applied Amount field is filled in, it cannot be deleted. In the event that, after the creation of the Payables Schedule, changes occur in the document that affect the total document amount, the Payables Schedule must be adjusted manually, or the schedule should be completely deleted and release the document again.

Partial Posting of Invoice with Payables Schedule

When posting an invoice based on a partial shipment or receipt of items, the system will automatically populate the Posted Purchase Invoice No. field in the schedule lines in ascending order by line number. If the schedule line amount exceeds the document amount, the line will be automatically split:

• Part 1 — for the amount of the posted purchase document;
• Part 2 — for the amount of the difference between the schedule line amount and the amount of the posted document.

Thus, the amount of the Payables Schedule for the posted document will always correspond to the amount of the posted purchase document.

The procedure for creating Receivables Schedule is similar to the procedure for creating Payables Schedule.

Creating entries for Cash Flow Forecast in the Cash Flow Worksheet

For each individual Cash Flow Forecast, by going to Cash Flow Worksheet > Suggest Worksheet lines, you can create lines of Cash Flow Ledger entries by first selecting Forecast and Source Types, for which these lines will be created first in the Journal and then registered in the Ledger. Among the standard source types on the Suggest Worksheet lines request form, you can also activate the following additional source types:

• Sales Contract Payment Plan - Specifies whether to include contract receivables plan entries in the cash flow forecast.
• Purchase Contract Payment Plan -Specifies whether to include contract payables plan entries in the cash flow forecast.

By default, if no Payment Plan is specified for a document, the system generates Cash Flow Worksheet lines based on purchase and sales documents regardless of their status. If a Payment Plan is defined for a document, then Cash Flow Worksheet entries are not created for documents with the Open status. If it is required that Cash Flow Worksheet lines are created only for documents with the Released or Pending Prepayment status, the Suggest released documents only option should be enabled in the Cash Flow Forecast card. In this case, the system will not create Cash Flow Worksheet entries for documents with the Open status.

Note For standard source types Sales Orders and Purchase Orders, when creating entries, the system will take into account the amount of payment applied to the document, the system creates a cash flow entry for the remaining amount on an unposted sales/purchase order (invoice). In the case of multicurrency application of payments to released documents, when generating lines in the Cash Flow Worksheet lines, the system automatically calculates the amount of the outstanding balance for the document in the document currency. For this purpose, all applied payments are converted into the document currency at the exchange rate valid on the payment date, which ensures correct determination of the document balance in its currency.

Also on the request form, you can select the period within which the selected source types should be included in the forecast by filling in the Starting date and Ending date fields. Within the specified period, the system will select documents/entries for which the Real due date specified in the document is within the specified range. If the Real due date is not specified in the document, then the Due date is taken into account. For the Sales Contract Payment Plan and Purchase Contract Payment Plan source types, selection will be based on the Planned Date of the schedule/entries. If you leave the Starting date and Ending date fields blank, the system will suggest lines for the selected source types without limiting them to any date range.

Note For the following source types: Cash Flow Manual Revenue, Cash Flow Manual Expense, and G/L budget, the entry formation period is specified on the Cash flow forecast card.

By filling in the Override Cash Flow Date field, the system will determine and set a new cash flow date for the entries that will be created. For paid entries or those entries for which payments have already been created in the General journal, the Cash flow ledger entries will automatically be marked in the Paid and/or Exists in financial journal fields. For entries that do not have such characteristics, when you rerun the Suggest worksheet lines report, when the Auto delete unpaid entries switch is activated on the Cash Flow Forecast card, the entries will be deleted and overwritten in new Cash Flow Book lines when they are re-registered in the Cash Flow Worksheet for a specific Forecast.

Note If the system displays certain lines in red font in the Cash Flow Worksheet, this serves as a signal to the user that additional verification of the relevant data is required. As a rule, such a situation occurs when a payment has been applied to a document or entry, but this information is not reflected in the Cash Flow Ledger Entries, or vice versa. Therefore, it is recommended to always perform payments from the Cash Flow Ledger Entries so that entries are reflected as paid (Paid = YES), and to verify that the application of the payment to the relevant document or entry has been performed correctly.

Register Cash Flow Ledger Entries

To register a transaction plan and Payables/Receivables schedule in the Cash Flow Ledger Entries:

• Go to , which opens the Search function, enter Cash Flow Worksheet, select the appropriate link.
• Go to the Home > Suggest Worksheet Lines tab.
• In the window that opens, fill in the following parameters:

Field	Description
Cash Flow Forecast	Specifies the cash flow forecast for which you want to make the calculation.
Sales Contract Payment Plan	Specifies whether to include sales contract receivables plan entries in the cash flow forecast.
Purchase Contract Payment Plan	Specifies that entries of the purchase contract payment will be suggested.
Group by Document Type	Specifies if the information is grouped by sales orders, purchase orders, and service orders. Note To display information on the payment plan of sales or purchases in a collapsed form, this switch must be turned on.
Starting Date	Specifies the start period of the documents or related entities for which the cash flow entries will be generated.
Ending Date	Specifies the end period of the documents or related entities for which the cash flow entries will be generated.
Override Cash Flow Date	Specifies the new cash flow date for the entries which will be created.

After completing the Suggest Worksheet Lines task in Cash Flow Worksheet, entries with Source Type = Sales Payment Plan and/or Purchase Payment Plan will be generated. Then you have to register the generated records in the Cash Flow Worksheet by clicking on the Home > Register.

Note If the orders, sales or purchase invoices specified in the Contract Receivables/Payables Plan Entries, such transactions will be generated with Source types Sales order or Purchase order (for unposted documents), Receivables or Payables (for posted documents). To generate and register such records, make sure that the appropriate switches are turned on on the Suggest Worksheet Lines task page.

Automatic сreation and registration of Cash Flow Ledger Entries

The system provides two methods for automatically generating and registration of Cash Flow Ledger Entries for the forecast that is displayed on the Role Center chart (the Show in Chart on Role Center option is enabled on the Cash Flow Forecast Card).

Option 1: Recalculate Forecast

1. On the Role Center page, open the Cash Flow Forecast chart;
2. Click Recalculate Forecast.

Option 2: Automatic Generation via Job Queue

1. Create a Job Queue Entry Card;
2. Specify: Object Type = Codeunit, Object ID = 842. More details on setting up the job queue are described here: Use job queues to schedule tasks.

When using either option, the system:

• uses the latest parameters of the Suggest Worksheet Lines task;
• takes into account the settings specified on the Cash Flow Forecast Card;
• will automatically create and register the entries for this forecast.

Useful links

Cash flow overview Cash flow setup Use job queues to schedule tasks