External Sales Import Journal

The External Sales Import Journal page allows you to record external sales that do not come directly from Business Central sales documents. When transactions are posted, the system evaluates the applicable rebate rates and creates the corresponding direct customer rebate entries.

This functionality is useful for coupons, consumer promotions, and external point-of-sale scenarios where sales are not entered as standard sales documents but still need to generate customer rebates.

Import external sales

Workflow

  1. Select the Batch Name you want to use.
  2. Enter one line for each external sales operation.
  3. Complete the required fields: Posting Date, Customer No., Description, and Quantity.
  4. Enter the sales amount and any other available information.
  5. Review the dimensions and the rebate preview pane.
  6. Click Post.
  7. The system processes all lines in the batch and creates posted external sales and direct rebate entries according to the configured rates.

Posted lines are no longer available in the journal and can be reviewed in Posted External Sales.

Main parameters

  • Batch Name. Name of the journal batch. A batch represents an independent set of journal lines.
  • Entry No.. Internal number of the journal line. Used to identify the line and usually not shown to the user.
  • Posting Date. Determines which rebate rates and periods apply to the transaction. It is a required field.
  • External Document No.. Number or reference of the source document, used to relate the line to the original invoice or external system.
  • Customer No.. Customer to whom the external sale belongs. It is a required field.
  • Type. Type of journal line, for example item, account, or resource.
  • No.. Code related to the selected type.
  • Description. Description of the external sale. It is a required field.
  • Currency Code. Transaction currency. The field is initially hidden.
  • Sales Amount. Base used to calculate rebates configured as a percentage or fixed amount.
  • Quantity. Quantity sold. It is a required field and is used for quantity-based rebate calculations.

End customer information

  • End Customer Type. Indicates whether the information corresponds to an external entity, a contact, or a Business Central customer.
  • End Customer No.. Number of the contact or end customer when required.
  • End Customer Name. Name of the end customer associated with the operation.
  • External Reference No.. External reference for the line, such as a coupon code or serial number. By default, this value cannot be reused. To allow duplicate external references, enable Allow Dup. Ext. Reference No. in iDynamics Customer Rebates Setup, under Rebate Rates > External Sales.

Dimensions

  • Shortcut Dimension 1 Code. First global dimension configured.
  • Shortcut Dimension 2 Code. Second global dimension configured.
  • Shortcut Dimension 3 Code to 8. Additional dimensions configured in General Ledger Setup.
  • Dimension Set ID. Internal identifier of the dimension set assigned to the line.

Preview pane

  • External Sales Rebates Preview. FactBox showing the rebates that could be generated for the selected line.

Actions

  • Post. Registers all lines in the current batch and generates direct rebate entries.
  • Delete Lines. Deletes the selected lines after confirmation.
  • Dimensions. Allows you to view or modify the dimensions of the selected line.
  • Posted External Sales. Opens previously posted external sales.
  • External Sales Direct Rebate Entries. Opens the direct rebate entries created from external sales.

Required fields

Before registering a line, make sure you complete:

  • Posting Date
  • Customer No.
  • Description
  • Quantity

It is also recommended to provide:

  • External Document No.
  • Sales Amount
  • Type
  • No.
  • Currency Code, when applicable
  • External Reference No., if available
  • relevant dimensions

The sales amount and quantity are especially important because they serve as the basis for rebate calculation.

Note

You can review the posted entries under Sales Rebates > External Sales > Posted External Sales.