Resource Page for Purchase Order Invoicing in Microsoft Dynamics AX 2012

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This blog post summarizes common questions and answers about purchase order invoicing (PO invoicing). The following questions are included:

 This blog post will be updated with additional questions. Add your question as a comment to the blog, or send email to adocs@microsoft.com.

Where is the documentation for PO invoicing?

If you’ve searched online for PO invoicing, you probably haven’t found much official documentation about it. That’s because the terminology changed in Microsoft Dynamics AX 2012. References to purchase order invoice were changed to vendor invoice. Search for vendor invoice AX 2012 to find the most up-to-date documentation.

Start with the following topics on TechNet:

Why are there extra journal entries for Purchase order expenditure, un-invoiced and Purchase expenditure for product when vendor invoices are posted?

Amounts are posted to these posting accounts when the product receipt is posted, and are then backed out when the invoice is posted. For more information, see the following white paper and blog posts:

Why are ledger entries missing after I post vendor invoices? (Hint: They’re not really missing…)

If a subledger journal is posted and the Transfer mode field in the General ledger parameters form is set to Batch or Asynchronous, the ledger entries might not be posted immediately after you click the Post button. For more information, see the following resources:

How does invoice matching work in the Vendor invoices form?

After invoice matching is set up, invoices are automatically matched when you enter or edit them in the Vendor invoices form. Invoice matching discrepancies are shown in the Invoice matching details form. For information about how to set up invoice matching, see the following topics on TechNet.

For information about how to resolve matching discrepancies or make corrections, see the following topics on TechNet.

The Financial I training manual explains invoice matching in “Chapter 10: Accounts Payable Daily Procedures.”

Can I use invoice matching with service items and category-based items, as well as stocked items?

You can set up two-way and three-way invoice matching for categories in the Category policy rule form. You might do this if you want to match the expected quantities and costs for services or other items that are not stocked.

1. Click Procurement and sourcing > Setup > Policies > Purchasing policy.

2. On the Action Pane, click Policy to create a new policy.

3. Enter a name and select an organization node.

4. On the Policy rules FastTab, select the Category policy rule type, and then click Create policy rule.

5. In the Category policy rule form, click Add.

6. Select a category, and then select a matching policy in the Category matching policy field. Select from the following options:

    • Company policy
    • Three-way matching
    • Two-way matching
    • Not required

What do I do if I get a message about pending invoices not being displayed?

Sometimes, an invoice might end up in a state where it has unsaved changes and you can’t edit it. If this happens, you’ll get the following message when you try to open the Vendor invoice form:

A pending invoice cannot be displayed because it is in use. If nobody else is working with the invoice, you can delete the unconfirmed changes to the invoice, and then you can modify the invoice. Use the Invoice history and matching details form or the Approval journal history and matching details form to delete the unconfirmed changes.

A pending invoice might be “in use” for one of three reasons:

  • Microsoft Dynamics AX stopped responding while you were working with the invoice. This is the most common reason for this message.
  • You already have the invoice open in another instance of the Vendor invoice form.
  • The invoice is in a batch that is waiting to be posted.

If the application stopped responding, you can delete the unsaved changes, and then modify the invoice. If you saved an earlier version of the invoice, you won’t have to start over. You will only have to enter the changes that haven’t been saved.

To delete the unsaved changes from a pending invoice, use the Invoice history and matching details form or the Approval journal history and matching details form.

Invoice history and matching details form

1. Click Accounts payable > Inquiries > History > Invoice history and matching details.

2. Select the purchase order, and then click Invoice.

3. In the Invoice journal form, select the invoice that has unsaved changes.

4. Click File > Delete Record.

Approval journal history and matching details form

1. Click Accounts payable > Inquiries > History > Approval journal history and matching details.

2. Select the purchase order, and then click Invoice.

3. In the Invoice journal form, select the invoice that has unsaved changes.

4. Click File > Delete Record.

Recover pending invoices that have unsaved changes 

Beginning with Cumulative update 6 (CU6) for Microsoft Dynamics AX 2012 R2, this message is replaced with a form that lets you delete pending invoices that have unsaved changes, so that you can continue to work with the invoice. For more information about CU6, see https://mbs2.microsoft.com/Knowledgebase/KBDisplay.aspx?scid=kb%3ben-us%3b2850972.

How do I decide whether to use products or category hierarchies for procurement?

 

You can use categories, products, or both for procurement. To decide what to use, consider whether the product is for internal use or for resale; if you need hierarchical reporting for procurement and sales, retail, commodity codes, or derived financial hierarchies; whether the products will be used in manufacturing, and inventory reporting requirements. You should also be aware of differences in how categories and products are processed on purchase order lines and sales order lines, and how they work with two-way and three-way matching policies. For a detailed list of considerations, see http://technet.microsoft.com/en-us/library/hh209418.aspx.

 

How do I create an invoice from posted product receipts?

The process depends on which version of Microsoft Dynamics AX you are using.

Microsoft Dynamics AX 2012 and Microsoft Dynamics AX 2012 Feature Pack: The Add another product receipt and Retrieve product receipts controls are available in the Vendor invoice form. For more information about creating an invoice from posted product receipts in these versions, follow the instructions in the "Enter and match vendor invoices to product receipts" section of Key tasks: Vendor invoices

Microsoft Dynamics AX 2012 R2: In this release, the Add another product receipt and Retrieve product receipts controls were removed from the Vendor invoice form. To create an invoice that is based on posted product receipts in this version, follow these steps:

1. Click Accounts payable > Common > Vendor invoices > Pending vendor invoices.

   - or -

   Click Accounts payable > Periodic > Maintain vendor invoices.

2. On the Action Pane, click From product receipts.

3. In the Select product receipt form, select the Include check box for each product receipt that you want to include on the invoice.

4. Click OK to create the invoice.

Where are the "Add another product receipt" and "Retrieve product receipts" buttons in Microsoft Dynamics AX 2012 R2?

In this release, the Add another product receipt and Retrieve product receipts controls were removed from the Vendor invoice form. Instead, you can create an invoice from posted product receipts by using the From product receipts button. For more information, see How do I create an invoice from posted product receipts?

 

Still having trouble?

If you encounter a problem when invoicing a purchase order, we recommend that you use Issue Search on Microsoft Dynamics Lifecycle Services to research it. Issue Search is a search engine that you can use to quickly search for KB articles, hotfixes, and workarounds for reported issues in Microsoft Dynamics AX 2012 and Microsoft Dynamics AX 2012 R2. You can see which reported issues are in the process of being fixed and see notifications when a hotfix is released for a specific functional area in Microsoft Dynamics AX. You can download released hotfixes, see which code objects are affected, and see the code changes introduced by the hotfix. In order to use Issue Search, you must have a CustomerSource or PartnerSource account, and have created a project. For more information, see the Lifecycle Services User Guide.

Don’t see your question here?

This blog post will be updated with additional questions. Leave a question in the comments or send email to adocs@microsoft.com.

  • When vendor invoices are entered before product receipts are posted, will the pending invoice be updated with receipt information once the receipts are posted?

  • simple way of adding field in purchase invoice form and initialize it

    Hi All,

    I have added a few fields in purchase line, I want to add the same fields to my purchase invoice form and being able to initialize it with purch line method.

    On the face of it , it is as simple as that and ideally initializing field in initfromPurchline should be all required. But then this doesn't work. Even adding fields to purch parm line and adding the code to initialize in Vend document line map doesn't work.

    (Someone has really worked hard to make it a mystery !)

    So my question is , is there a simple way of achieving what I am trying to do or I need to tricks like writing code on form.

    Please suggest