Auto Bookkeeping for Dynamics 365 Business Central

What is Auto Bookkeeping?

Auto Bookkeeping records your Resolve payouts in Dynamics 365 Business Central automatically. Instead of downloading payout reports and keying journal entries by hand, Resolve writes the customer payments, fees and bank deposit for each payout into your Business Central company. It is optional and can be turned on after you have connected Business Central to Resolve.

What do I need before I start?

1. Business Central connected to Resolve with your customers and invoices syncing. See How does Resolve integrate with Dynamics 365 Business Central?
2. A Business Central administrator available to authorize payouts. Writing journals is a separate permission that an administrator grants once, on the Resolve Payout Authorization page in Business Central. When you turn on Auto Bookkeeping in Resolve, Resolve checks whether payouts are authorized and, if not, shows a notice with a link that opens the page in the connected company. The administrator needs SUPER, or SECURITY plus the RSV Payout Data permission set assigned directly to their account. Like the other RSV permission sets, it is created by the Resolve Pay Connector extension and exists in Business Central only once the extension is installed.

3. Three accounts in your chart of accounts:

   • Resolve clearing account: a balance-sheet G/L account with Account Category = Assets. We recommend creating a new one, for example Resolve Clearing. Money passes through it and it nets to zero after each payout.
   • Resolve fees account: a G/L account with Account Category = Expense or Cost of Goods Sold. Resolve's fees are recorded here.
   • Checking account: the Bank Account in Business Central that receives your Resolve payouts.

   G/L accounts must be postable: Account Type = Posting, Direct Posting on, not blocked. The account pickers in Resolve only show accounts of the matching category, so if an account is missing from the list, check its Account Category in Business Central.

How do I turn on Auto Bookkeeping?

1. In Resolve, go to Settings → Integrations and, on the Dynamics 365 Business Central tile, switch on Enable auto-bookkeeping.
2. If payouts are not authorized in Business Central yet, Resolve shows a notice with an Authorize in Business Central link. Have your administrator open it, click Authorize payouts on the page that opens, and confirm the status reads Authorized. Then return to Resolve and continue.

3. Pick the clearing, fees and checking accounts. Type an account number or name to search.

4. Choose a posting mode:

• Manual (default): Resolve stages the journal lines in Business Central; your bookkeeper reviews and posts them.
• Automatic: Resolve posts the lines itself as soon as a payout is paid.

5. Click Save. Resolve creates two journal batches named RESOLVE in your company, one in the General Journal and one in the Cash Receipt Journal, both balancing against your clearing account.

Resolve records payouts from this point forward. Payouts paid before you turned Auto Bookkeeping on are not recorded retroactively.

What does Resolve write to Business Central?

Every payout is recorded under one document number, RSV- followed by the payout ID, so you can trace it from Resolve to Business Central and back:

• A customer payment in the RESOLVE cash receipt batch for each advance or payment in the payout, applied to the invoice so it closes in Business Central.
• A fee line in the RESOLVE general journal batch, debiting your fees account.
• A bank line in the RESOLVE general journal batch, debiting your checking account with the net amount deposited.
• For a credit note on an invoice that was already paid out, a customer line that re-opens the amount on the customer's account plus a fee-refund line. Apply your credit memo against it to clear the customer's balance.

All lines balance against the clearing account, so once a payout is fully recorded the clearing account for that document number nets to 0.00.

A basic example

A customer approved at a 75% advance rate receives a $100 invoice. Resolve advances $75 and charges a $1 fee. When the customer pays, Resolve sends you the remaining $25. The net payout of $99 arrives in your bank account.

When the payout is marked paid, Resolve writes under document number RSV-<payout ID>: two customer payments of $75 and $25 applied to the invoice, which is now closed; a $1 fee line on your fees account; and a $99 line on your checking account. The clearing account shows the $100 of payments in, and $99 plus $1 out, netting to zero.

Where do I see it in Business Central?

• Chart of Accounts → clearing account → Ledger Entries, filtered by Document No.: all lines of a payout, netting to zero.
• Customers → Ledger Entries: the payment applied to the invoice.
• Bank Accounts → Ledger Entries: the net deposit, ready to match against your bank statement.
• In Manual mode, the staged lines wait in General Journals and Cash Receipt Journals under the RESOLVE batch until you post them.

How do I know a payout was recorded?

Open the payout in Resolve under Payments. It shows the Business Central sync status for the payout and for each transaction. If Business Central rejected something, its message is shown there, and Retry sync records the missing pieces once you have fixed the cause. Resolve never writes the same line twice, so retrying is always safe.

If your bookkeeper posted staged lines by hand, or you want to confirm what Business Central holds, click Check Business Central. It reads your ledger and marks anything already posted as recorded. It never writes to Business Central.

FAQs

What happens if I turn Auto Bookkeeping off?

Resolve stops recording payouts. Customers and invoices continue to sync. Your account choices are kept, so you can turn it back on later.

Will this record old payouts?

No. Only payouts paid after you turn the feature on are recorded.

Why do you use a clearing account?

It isolates Resolve activity from the rest of your ledger, gives a one-to-one match between each payout and its document number, and keeps your bank register clean, with one deposit line per payout.

Can I switch between Manual and Automatic posting?

Yes, in the Auto Bookkeeping settings. Switching to Automatic is refused while the RESOLVE batches still hold unposted lines; post or delete them in Business Central first.

Can I add my own lines to the RESOLVE batches?

No. In Automatic mode Resolve refuses to post a batch that contains lines it did not create, and reports it on the payout page. Use your own batches for other entries.

What if Business Central refuses a posting?

The payout shows Business Central's own message, for example a blocked account or a closed posting period. Fix the cause in Business Central, then click Retry sync.

Limitations

1. One clearing account, one fees account and one checking account per connection.
2. Specific transactions cannot be excluded from recording.
3. Records are created when the payout is marked paid in Resolve, which can differ from the day the funds land in your bank by one business day.
4. An invoice posted with a future posting date cannot receive a payment dated earlier. Post the payment manually and use Check Business Central.
5. Auto Bookkeeping for Business Central is currently available to US merchants with USD as the local currency.