Scheduling, Scheduling, Scheduling Payments in Dynamics GP

Scheduled payments are not used extensively in Microsoft Dynamics GP, but they can be quite helpful if you need to record scheduled invoices to post over time. If you want to pay off an invoice in installments, in payables management, or if you have negotiated with a customer to allow them to pay a large bill over time, scheduled payments can be helpful. They are available in both the receivables and payables management modules and work similarly in both. We’ll look at this feature in Payables Management.

First, you will need a posted and open/unpaid invoice in payables against which to create the schedule. You can then enter the schedule:

Payables Scheduled Payment Entry

Purchasing Page | Transactions | Scheduled Payments

To create a schedule, select the original document that will form the basis of the schedule, and then enter additional information:

  • Schedule Document Date
    • This will be used for the credit memo to offset the original document.
  • Schedule Amount
    • This will be the portion of the selected document to be moved to the Payables Offset account specified below
  • Posting Accounts
    • When the schedule posts, it will move the schedule amount from Accounts Payable to the Payables Offset. As each individual scheduled invoice is posted, it will attribute the appropriate amount to Interest Expense and move the invoice amount from the Payables Offset back to Accounts Payable.
  • Schedule Interest Rate
    • If you want the schedule to calculate and post interest expense, enter the rate here. You can also specify if the interest is compound or simple.
  • Number of Payments
  • Payment Frequency

Click “Calculate” and the system will calculate the payment amount based on your settings.

Click the Calculate Button

Click “Amortization” to view, and possibly edit, the created Amortization Schedule.

Payables Amortization Schedule Window—Amortization Button

If you entered a Schedule Interest Rate on the previous screen, you cannot edit the payment amounts displayed here. However, if you didn’t enter a Schedule Interest Rate, you can adjust the payment amounts to meet your specific needs (e.g., 40/60 split, etc). Simply click in the Payment Amount field and adjust as needed.

Payables Amortization Schedule Window—With Payment Amounts Adjusted

Click OK to return to the Payables Scheduled Payments Entry window. You can then click “Save” to save the schedule for review or “Post” to post the schedule and create the individual scheduled transactions. When you post the schedule, the original invoice is credited for the amount of the schedule and individual scheduled invoices are created for posting based on payment number and frequency.

Even after you have posted the schedule, you can return to the Payables Scheduled Payments Entry window to view the schedule, although the information you can modify is limited.

To view the created scheduled invoices, use the Post Scheduled Payments window.

Post Payables Scheduled Payments window

Purchasing Page | Routines | Post Scheduled Payments

You can then post the individual invoices created as needed based on the dates and frequency of your schedule. Mark the checkbox for the invoices you wish to post, then click “Post” at the top of the window.

You can use the blue-underlined Schedule Number link to view the schedule as needed. If you modified the payment amounts, the link to view the schedule will only show the original default amounts, not your modified ones. The modified amounts, however, will post properly.

Payables Transaction Inquiry—Vendor

Purchasing Page | Inquiry | Transaction by Vendor

Note the invoices post with the updated amounts and can then be paid based on their due dates over time. Conversely, you can post the invoices on a regular basis over time to control when they are paid.

For questions concerning using scheduled payments in Receivables Management or Payables Management, or for assistance in setting this functionality up to meet your needs, please contact our Microsoft Dynamics GP support center by email at gpsupport@bkd.com.

15 thoughts on “Scheduling, Scheduling, Scheduling Payments in Dynamics GP

  1. avataraarif

    i have a question

    we have a credit card system for our employees in our company with the credit limit depending upon their job profile, we create the invoices as and when we receive info from the card swipe data for what ever item is purchased by the employee and we schedule his payments for 20 months for which we are using schedule payments and we charge 3% interest for 20 months.

    now the question is

    suppose the employee purchased an item costing 1000 which we have schedule for payments for 20 months with 3% interest

    he pays 2 installments and wants to settle the balance amount by paying the full amount in his 3rd installment

    how can we do that in dynamics gp 2010 remember i want the balance interest for the full amount pending i.e 3 % and balance amount

    1. avatarChristina Phillips

      I don’t think that Scheduled Payments would work the best in that scenario, since the scheduling would be ongoing (as charges come in) and you determine the length of payment up front. You might try posting on the Microsoft Dynamics community, to get some other perspectives on how best to handle (outside of customization). http://community.dynamics.com/

  2. avatarYiri

    One of previous employees scheduled a payment for a vendor, but never posted it. Now this scheduled payment appears in our cash requirements smart-list, how can it be deleted or voided? It was entered in 2005 and the fiscal year has been closed for quite some time, our CFO and I are both new employees and are trying to clean up our books and would like to have this cleaned up, how can this be done without affecting the books for 2005 and now 2013? We have Microsoft Dynamics GP 10.0.

    1. avatarChristina Phillips

      The easiest way would be to enter a credit in the current year (because if it is on your Cash Requirements, it is most likely in your AP balance so you would want to correct that) and apply it to the invoice.

  3. avatarJesus Cruz

    Hi:

    This functionality is available in RM too. We are using it in one of our customers. They are not using the system’s default next number and they are overriding the number. They are having an issue with some documents that they put the number that they are going to use and the system increases it by 1 automatically. Do you see this behavior before?

    Thanks.

  4. avatarMark

    Does Scheduled payments work with collections? Won’t the collection module attach the scheduled payment invoices instead of the original invoices (that contain the relevant information) when you send a collection email.

    Thank you

    1. avatarChristina Phillips

      Scheduled Payments will inherently credit the original invoice, so the original invoice does not age. Instead the individual payments would, so those would be what would be past due and therefore monitored through the aging (and collections module).

  5. avatarDebora Yavas

    We implemented scheduled payments but are receiving an error. Our schedule document date is in August but we balanced AP for August and closed the month. In September we are attempting to post a scheduled payment and receive the following error: “The fiscal period that contains the document date is closed”. I also set up a loan amortization schedule that continues for 20 years. Since we close periods how is this ever going to work for us if a credit memo needs to offset the original document dated in August?

    1. avatarChristina Phillips

      The schedule has to be initial created when the original period is still open, as the credit memo just posts at that time. Then the future invoices can be posted at whatever time in the future.

  6. avatarDavid Forman

    I noticed that the payment terms of the original invoice are not carried over to the invoices when the schedule is created. For example, a $12,000 invoice with a 2% discount has a $240 discount available. The vendor makes this discount is also available for the scheduled payments. The schedule created 12 $1,000 invoices with no payment terms. The invoices were posted when the schedule was created, so the terms cannot be modified unless the invoices are voided and re-entered – not much of a time-saver!

    Also: The full amount of the original invoice is a liability as of the invoice date even though it is being paid in the future. When the payment schedule is created, GP creates and applies a credit memo to the original invoice, thereby reversing the liability. Our accountant noted that the scheduled payments are posted to future periods, not to the same period as the original invoice. Invoices scheduled for future payments should be posted to the G/L in the same period as the original invoice. This can be done by not posting through G/L and changing the transaction dates for the individual invoices to the same date as the original invoice. Again, not much of a time-saver…

    1. avatarChristina Phillips

      Not without some manual management. Because the invoices and the interest are booked on the same frequency. So you would need to set it up as monthly, and then choose to pay only semiannually (you could place the vendors or invoices on hold).

  7. avatarCarey Campbell

    I have three Bank Loans setup in Scheduled Payments. All were created in the current year. When I went to post the Scheduled Payments for December, only the 2nd& 3rd loan payments appear in the Posting Scheduled Payments window. I posted the first loan’s scheduled payments each month as they came due from February when the first was due through November with no issues. The Loan schedule appears to be complete and all 3 loans are setup the same. The 1st loan shows in accounts payable detail as Open just like the other two loans and all three schedules appear to be consistent with each other, but none the payments are in the scheduled payments window to be selected from the 1st loan. ( All the payments forward for loans 2 & 3 do appear and post normally). I have 25 years experience with Dynamics and a former partner so I understand the filters available are used to display and select the payments that need to be posted in the Post Scheduled Payments window. I have run check links in AP with no change. Any Insight would be appreciated.

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