Accounts Payable - Services Date

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Posted on by Rich Scully

The majority of the invoices we receive contain the current month invoice date for services provided in the prior month. Currently, our AP clerks manually enter text in the description field noting that, for example, "this April invoice is for services provided in March." For our accountants they use the text descriptions for their analysis. We're considering/wondering should we use another date field where the AP clerks can select, in this case, what would be a date in March. Has anyone ever encountered a request like this and if so, how did you handle it? If not, do you have any suggestions as to how we could handle it? We're considering using the cash discount date since we don't take the cash discounts but before doing that I wanted to see if anyone had any other thoughts?

Thanks in advance for your help!

Rich

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Ludwig Reinhard Microsoft Employee on at

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Hi Rich Scully,

A an additional "service" date is available in the standard project expense journal available in the project module. In project expense journals you can enter a posting date and a separate project date, which seems to fit your requirement.

If you are not using the project module you might use the document date instead. I have seen companies that renamed the transdate (that standard AX uses for posting) into "service" date and renamed the document date into "invoice date". That did the job in the specific case.

Using the cash discount date might be an option if you can ensure that you will never use this field. If you are not absolutely sure about that I would not recommend using this field.

Irrespective of what you are doing please consider that the changes that you implement might have implications on the time sales taxes are calculated and posted. Sometimes you get some auditors that especially look for these dates and postings and can cause you a lot of headache if you pay taxes one month too late.

Hope those comments help you finding a solution.

Best regards,

Ludwig

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Rich Scully on at

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Thank you Ludwig for your feedback.

We're not using the project module and likely wouldn't do that for this at least. Long story short, we own and manage nursing homes and outsource our therapies needs to a therapy company. So they'll come into the facility throughout the month and provide therapy services to our residents and the bill us at the end of the month.

We do use the document/invoice date already for aging & payment purposes so that's not an option. Transaction date for us is used by our accounting department. So our only option may be the cash discount date then. What I'll do is have our accounting team reach out to our auditors to make sure this would be a reasonable solution from their perspective. Thanks for the insights there because I didn't even think about that.

Thanks again!

Rich

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