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Dynamics 365 Community / Forums / Finance | Project Operations, Human Resources, ... / Accounts payable Tax i...
Finance | Project Operations, Human Resources, ...
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Accounts payable Tax invoice register loading multiple voucher breakdown lines via the excel template/data import

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Posted on by Community Member

Hi 

I am wodering whether any one has had any sucessful experience in loading Tax invoice register journals either via the excel template or via data management using an import project?  I have attempted both methods with limited success, it works fine if there is only one line in the breakdown of the voucher.  But in many cases we need to split the invoice expense accross multiple main accounts.  The manual keying of this via the breakdown of voucher screen is quite a tedious and time consuming process if there are more than 1 line.  So I am trying to make this easier now for manual key and for future planned projects to further automate  invoice entry via OCR and file import.    

The below is a simple example with just two lines of what I want to achieve

TAx-Invoice-register-2-GL-lines.png

If I try and do this via the supplied excel template as below (note excluding GST at this stage to make it simpler as I will have to add GST to the template)  

Tax-invoice-register-template-2-lines.png

What I end up with is this 

Tax-invoice-register-loaded-via-the-template.png

If I try a similar approach with a data import project I get an issue with the account  type, this seems to be locked at vendor and will only allow ledger account type if entered via the voucher breakdown screen first. See import log.

TAx-invoice-register-data-import-log.png

Any assistance will be gratefully received.

Best regards 

Simon  

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  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: Accounts payable Tax invoice register loading multiple voucher breakdown lines via the excel template/data import

    Hello Simon,

    Is the use of the pending vendor invoice form an option for you?

    Especially if you plan to use OCR, the pending vendor invoice form seems superior and can handle multiple lines when uploading the invoice data by means of the standard entities.

    Might be worthwhile having a look at this alternative way or recording and processing invoices.

    Best regards,

    Ludwig

  • Community Member Profile Picture
    Community Member on at
    RE: Accounts payable Tax invoice register loading multiple voucher breakdown lines via the excel template/data import

    HI Ludwig

    Thanks for your reply, I did consider pending invoices initially.

    However due to the nature of our business which is the financial services industry we made a decision with the initial implementation not to use purchasing and purchase orders. We are a completely digital on-line  financial services company and the majority of our expenses are pre-approved  contracts with technology providers and related consulting services.  There is such a small amount of physical products (office consumables, fixtures and fittings) purchased centrally by that would be over complicated by the use of purchase orders.  Consequently we don't have any items set-up and would have to set-up procurement categories.  When all we trying to achieve is a fairly staright forward breakdowns accross different expense main accounts so we can split software licence fees from professional services for example that can be two lines on the same invoice from the same vendor.      

    The main problem we are trying to solve is the time lag between receiving an invoice and the time it could take the business owner to approve the invoice for payment.  So using a registered invoice lets us accrue the expense straight away (for cashflow reporting)  and then it goes into an approval journal submitted to the business owner via workflow for approval.  This gives the finance team good visibility over cashflow and what is waiting for approval and who it is with, depending on the dollar value the workflow approval may have to go through two or 3 approvers.  

    I will re-visit pending invoices but I am not sure I can achieve the same result.  

    Best regards

    Simon  

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