Skip to main content

Notifications

Finance | Project Operations, Human Resources, ...
Unanswered

Prevent users from updating invoice quantities to match product receipt quantities in workflow

(0) ShareShare
ReportReport
Posted on by 16

We use workflow to send invoices to the relevant user where the matched purchase order has not been booked in. The user will then goods receipt the PO, match the product receipt on the invoice, update the invoice match status and then complete the workflow at which point the invoice is automatically posted for payment. 

However I do not want these users from being able to change the invoice value as inputted by our Accounts Payable team. Specifically, if say the invoice was for only part of the full PO quantity what can happen is that the user subsequently receipts the full PO line and then when matching product receipts on the invoice clicks "yes" to update the invoice quantities to match product receipt quantities and changes the invoice total (incorrectly). As the invoice matches the underlying receipt it is passes matching and can be paid.

I don't believe I can turn off this feature now as it is mandatory. Is there any other way to prevent users from updating invoice quantities to match product receipt quantities (e.g. in security configuration)?

  • Rob_ITM Profile Picture
    Rob_ITM 16 on at
    RE: Prevent users from updating invoice quantities to match product receipt quantities in workflow

    Hi Andre - are you able to assist with this at all?

  • Rob_ITM Profile Picture
    Rob_ITM 16 on at
    RE: Prevent users from updating invoice quantities to match product receipt quantities in workflow

    Thanks Andre - here is an example.

    I create an invoice from an open PO. The PO ordered quantity is for 12 but in this instance the invoice is only for 6. The correct amount of the invoice is 121.20. This is the amount on the invoice received from the supplier.

    I update the match status on the invoice and it is failed due a product receipt quantity variance. I then submit this invoice to workflow - our workflow will now direct this invoice to the relevant user responsible for booking in the PO. So far so good.

    The user will then receive the invoice task on workflow. They book in the PO but they actually goods receipt the full order quantity of 12. 

    They then return to the pending invoice and match product receipts. They don't realise that the invoice value is only for quantity 6. They select the receipt they have just performed for 12 and click ok.

    They get the pop up asking them if they want to update the invoice quantity. The user doesn't pay attention/understand and clicks "yes".

    This then updates the invoice value to 242.40! i.e. the value of 12 not the value of 6 invoiced. As the invoice amount matches the goods receipt amount, the invoice match status will now be passed and this invoice will now pass for payment!

    I do not want users to be presented with this option to update the invoice quantity. I do not want users outside of our accounts payable function to be able to edit the invoice quantity or value as inputted by the accounts payable clerk. 

    The feature is this one Update the invoice quantities to match product receipt quantities in workflow - Dynamics 365 Release Plan | Microsoft Learn. I struggle to see how this would be useful - the invoice value is as received from the supplier, not based upon the value of receipts.

    Invoice-created-against-non-receipted-PO-for-less-than-full-PO-line.png_2D00_640x480.png

    Match-product-receipts-to-invoice.png

    Update-invoice-quantity.png

    pastedimage1676589032284v1.png

  • André Arnaud de Calavon Profile Picture
    André Arnaud de Cal... 291,969 Super User 2025 Season 1 on at
    RE: Prevent users from updating invoice quantities to match product receipt quantities in workflow

    Hi Rob,

    Are you able to illustrate your question with screenshots? What exact feature in feature management are you referring to?

Under review

Thank you for your reply! To ensure a great experience for everyone, your content is awaiting approval by our Community Managers. Please check back later.

Helpful resources

Quick Links

Announcing Our 2025 Season 1 Super Users!

A new season of Super Users has arrived, and we are so grateful for the daily…

Announcing Forum Attachment Improvements!

We're excited to announce that attachments for replies in forums and improved…

Vahid Ghafarpour – Community Spotlight

We are excited to recognize Vahid Ghafarpour as our February 2025 Community…

Leaderboard

#1
André Arnaud de Calavon Profile Picture

André Arnaud de Cal... 291,969 Super User 2025 Season 1

#2
Martin Dráb Profile Picture

Martin Dráb 230,842 Most Valuable Professional

#3
nmaenpaa Profile Picture

nmaenpaa 101,156

Leaderboard

Product updates

Dynamics 365 release plans