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Dynamics 365 Community / Forums / Microsoft Dynamics AX (Archived) / AP/PO Processing Servi...
Microsoft Dynamics AX (Archived)

AP/PO Processing Service Invoices without purchase receipts

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Posted on by Community Member

We would like to know the best way to process service oriented purchases/invoices in AX 2009.  This is essentially two way matching where a purchase order is used to order services that often do not produce precise line item dollars.  Currently we are doing a three way matching for our services (non-inventory item controlled) as well as our material purchases (inventory item controlled) for which a purchase receipt is processed.  This is, of course, very good for our material purchases but very tedious for our service purchases. 

What is a good streamlined procedure to use for the purchase of services in AX 2009? 

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  • Suggested answer
    Pranav Kumar Profile Picture
    Pranav Kumar on at

    Hi,

    Have you tried setting up 2 way matching for service items. On the AP parameters, Matching policy, you can define at item level whether 2way matching or 3 way matching can be applicable.

    It's better to avoid 2 way matching for service items as there is nothing received physically. if PO is not not required, you can also consider AP invoice journal.

    Pranav

  • Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at

    Hi jfrankrigby,

    Can you provide a concrete example of the services you order, your PO and invoice approval process and where you have the problems with your 3-way match?

    Thank you and best regards,

    Ludwig

  • Community Member Profile Picture
    Community Member on at

    The reality of this may not be 2-way or 3-way matching.  The real desire of the business is to avoid the receiving step all together.  The business has used purchase orders as a planning and budgeting tool for service items that are not physically received.  Completing a receipt has worked to process transactions, although the invoice itself is usually the document that indicates the fulfillment of the service.  A packing slip is not received and a receiving step is the redundant.  The receiving step it is often completed after the input of the invoice. The business wants to commit to a service and its associated price and have that commit on record for the vendor invoice to validate when it arrives.  

    Is there a way to obtain some level of purchase order control and invoice validation without having to do a receiving step?

  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at

    Hi jfrankrigby,

    Thank you for the additional information provided.

    The service related items you refer to, how are they setup from an inventory perspective?

    * What is the item type?

    * How is the item group & ledger posting setup and more important

    * How is the inventory model group setup?

    I would expect that you use the item type "service" and that the inventory model group is setup without ledger integration. In this case AX does not require posting a packing slip and simply generates a voucher that debits purchase-consumption and credits the vendor-balance account. Can you let us know how those items are setup?

    In the inventory model Group form, are the checkboxes for "registration & receiving requirements" selected?

    Maybe you can attach some screenshots here as this might help getting a better understanding of your Setup.  

    Best regards,

    Ludwig

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