Business value

The Note field on the Payment tab of bank journal lines is used during the bank reconciliation process. By default, when a bank journal is created from bank statements, the system applies fixed logic to populate the payment note fields.

Using Payment Note Configurations, it becomes possible to override the default logic or define a new set of rules for populating payment notes based on specific requirements.

When a bank journal is created from a bank statement (using the Create bank journal button), the system evaluates whether a Payment Note Configuration is linked to the associated bank account:

• If a configuration is linked, the custom logic defined in the configuration is applied.
• If no configuration exists, the default logic is executed.

This functionality allows a tailored approach to populating payment notes for each bank account.

Setup

To configure Payment Note logic, follow these steps:

1. Access Payment Note Configurations:
   Navigate to:
   Advanced finance > Setup > Bank management > Payment note configurations
   
2. Load Default Rules:
   • Use the Load default button to generate a set of default rules.
   • These default rules replicate the system's behavior when no configuration is defined and can serve as a starting point for custom setups.
     
3. Define Conditions:
   • Each configuration can include one or more conditions for the system to evaluate.
   • The system processes conditions in ascending order of their line numbers.
   • Once a condition is met, the corresponding logic is applied, and no further conditions are evaluated.
     
4. Operators:
   • The current implementation includes a single operator that checks whether specified fields are "not empty".
   • If there is a need for additional operators, contact support to discuss specific requirements.
     
5. Configure Note Setup:
   • Select the fields to include in the payment note.
   • Specify the separators to be applied between fields. Supported separators are:
     • Space ( )
     • Comma (,)
     • Semicolon (;)
     • Pipe (|)
     • Forward slash (/)
     • Backward slash (\)
     • New line
   • At the bottom of the grid, in the setup field, an example display will show how the payment note field will be filled based on the configured setup.
     
6. Link Configuration to a Bank Account:
   • Navigate to:
     Advanced finance > Bank accounts > Bank accounts
   • Link the Payment Note Configuration to the desired bank account in the Banking tab.

These steps enable full control of how payment notes are populated when bank journals are created from the bank statement.

On the bank statement lines the preview of the payment note is shown on the payment note tab.