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How to post an expense to FA and create a vendor invoice, but don't increase the value of FA?

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Posted on by CU23091914-1

Hi All,

I have expenses related to vehicle maintenance and gasoline that need to be recorded for the fixed asset vehicle (FA-VEH). These expenses should not increase the value of the fixed asset, but it should creeate an AP invoice to pay back the credit card for the gasoline costs.

If the Offset account type is Ledger, then these expenses won't attach to the FA. I need to track these costs to specific FA. I prefer not to use a financial dimension for fixed assets. Is there any other option?

Thanks so much!

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Dynamics 365 Finance

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André Arnaud de Cal... 305,157 Super User 2026 Season 1 on at

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Hi,

The fixed asset management is for financial tracking of the book value only. For operational costs and maintenance, there are integrations possible with Asset Management and Projects.

What is the exact business scenario that you need to track fuel costs on a fixed asset?

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Syed Haris Shah 1,661 Super User 2026 Season 1 on at

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Hi @CU23091914-1,

I agree with André. However, if it is critical to maintain expenses at the fixed asset level, I would suggest a workaround that could be appropriate and helpful.

You can create an additional fixed asset book dedicated to expenses and use the Operations posting layer to track all fixed asset related expenses within this operational layer.

In parallel, you should create a separate AP invoice posting to an expense account in the current posting layer. This ensures the financial transaction is properly recorded and the invoice can be settled, while the operational book maintains the asset level expense tracking.

Regards,

Syed Haris Shah

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CU23091914-1 on at

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Thanks, @Syed Haris Shah, for your response. If I were to use fixed asset Addition, I wouldn't be able to create AP invoice. Is there any other way?

Asset Management module is not used/in scope.

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CU23091914-1 on at

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Thanks, @André Arnaud de Calavon, for your response. The scenario is to track all the expenses such as leasing, depreciation, other vehicle expenses. Need to able to run the report and see all the expenses posted to that vehicle.

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Syed Haris Shah 1,661 Super User 2026 Season 1 on at

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Hi @CU23091914-1,

The solution I provided is a workaround to track fixed asset expenses using a different posting layer.
By default, the Current posting layer is used for fixed asset transactions such as acquisition, depreciation,

and disposal.
If you want to track specific expenses related to a fixed asset, you will need to switch to a different posting layer when posting those entries.

Please note that the expense transaction in the Current layer must still be posted (Debit: Expense, Credit: Accounts Payable).
This approach is primarily intended for tracking purposes in absence of Asset Management.

Regards,

Syed Haris Shah

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Syed Haris Shah 1,661 Super User 2026 Season 1 on at

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Hi @CU23091914-1,

Just checking in, did the suggested solution work for you?

Regards,

Syed Haris Shah

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CU23091914-1 on at

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@Syed Haris Shah.

I have created the FA book Expense and selected Posting layer as you have suggested. See 1st screenshot.

Then, I created an AP invoice and selected the FA where the expenses is incurred such as maintenance for the vehicle000013.

In the Fixed assets tab of the invoice, the Expense book is not available to select. I only see SLSL.

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Syed Haris Shah 1,661 Super User 2026 Season 1 on at

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Hi @CU23091914-1,

Please confirm whether this book is assigned to the fixed asset used in the AP invoice. Navigate to FA, select VEHC000013, and check if the ‘Expense Book’ is linked to that asset.

Regards,

Syed Haris Shah

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CU23091914-1 on at

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@Syed Haris Shah, I don't think I can select multiple books. It doesn't give me the option to add another book.

If I were to add the Expense book to the SLSL Derived books, it wouldn't show up in the AP invoice. In screenshot 3, no Expense book is available in the drop down box.

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