Purchase of various expenses goods and services

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I'm new to NAV and trying to understand how to use the purchasing module. It seems to me it is only useful to purchase items for stock - posted to the inventory account.

I have nothing of that (inventory) - I only purchase various expenses goods and services and need an easy way to post the purchase to the correct expenses account.

The simplest solution would be if I could simply enter the expenses account directly in the purchase invoice item.

Second best solution would be if I could create one Item for each expenses account and in the Item master link these items directly to the correct expenses accounts.

The only solution I have seen in NAV 2013 is to create a complete setup for each expenses account with: an Item, a General Product Posting Group and a General Posting Setup.

I think this must be the worst and most complex solution for a simple requirement.

Can anyone tell me what is best practices?

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Community Member on at

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RE: Purchase of various expenses goods and services

Thanks Alex Chow - your suggestion worked after all.

My user-id has a danish Profile ID called "Lille Virksomhed" (Small Company). In my Role Center that gives me a button to go directly to Purchase Invoice, but the Purchase Invoice view that opens with this button has very limited options.

If I instead go to Departmenst->Purchase->Order Processing and choose Purchase Invoice under Lists, then I get a completely different view and now I have the option to choose type "G/L account".

Maybe I could also use the option mentioned by MMV, but this is exactly what I was hoping to get.

Thanks you very much.
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RE: Purchase of various expenses goods and services

@ Alex Chow - Thank you for your reply.

But I don't have any option to select type "G/L Account" in purchase invoice - is this an option in NAV 2013 R2?

Right now I'm looking into the functionality "Incomming Documents" and also the option mention by MMV and Manish to post the purchase invoices via a general journal.
ManishS 80 on at

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RE: Purchase of various expenses goods and services

As suggested by mmv you can use general journal to post invoice type of entries.
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Alex Chow 4,481 on at

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RE: Purchase of various expenses goods and services

Why are you purchasing it into "Item"? Only use item if you want to keep track of the inventory quantities for that item throughout your company.

When you enter your purchase invoice, set the Type to "G/L Account" and choose the G/L account you want to expense to.
mmv 11,467 on at

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RE: Purchase of various expenses goods and services

Hi,

If you want to use the Purchase module, you need to have "General Prod. Posting Group" and "General Posting Setup".

If you want to simplify the process, you may use the General Journals (set the "Document Type" as Invoice) to record your expenses (it doesn't require the "Gen. Prod. Posting Group" and "Gen. Posting Setup"). You still can control the period by setting up the "Allow Posting From" and "Allow Posting To" dates in the "General Ledger Setup". Even the Payments can be managed (the payments can be applied against the Invoices recorded through General Journals).

Best Regards,

MMV

Best Regards,

MMV
Community Member on at

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RE: Purchase of various expenses goods and services

Sorry - English is not my mother tongue -

when i wrote "credit card" in above post, I actually meant debit card.
Community Member on at

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RE: Purchase of various expenses goods and services

Hi MMV

Thanks for your reply.

Simple cash or credit card purchases will be recorded with manual g/l postings.

I want to use purchase invoices for any credit purchases - for 2 reasons:

1) To make sure the purchase is posted in the correct period

2) To use NAV to manage payments.

Do you know a better way than create a material, a General Product Posting Group and a General Posting Setup for each expenses account?
mmv 11,467 on at

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RE: Purchase of various expenses goods and services

Hi,

If you simply want to record your expenses (which is not involving any inventory or you don't want to record the stock), you may use the "G/L Accounts". It's not a hard and fast rule to use the Purchase Module for recording the procurement of Item itself. Purchase Module could be used even for Fixed Asset purchase.

Best Regards,

MMV