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Supply chain | Supply Chain Management, Commerce
Answered

Invoice Capture: Mapping of a specific Vendor Invoice Journal for Cost Invoices

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Posted on by 8

Hi everyone,

I hope I'm asking my question in the right place here (this is my first time in this community)....

We are setting up the D365 Invoice Capture solution for Cost Invoices (non-PO invoices) and want them to be transferred to a specific Vendor Invoice Journal.

Our challenge:
When we transfer a cost invoice, D365 creates a journal line using the Gross amount (Total Invoice Amount) from the header. This results in the Gross amount being posted directly to our ledger/expense account instead of the Net amount.

Question 1: Is the standard best practice for resolving this to simply enable the "Amount incl. sales tax" setting on our Journal Name configuration in D365?
If that does work, we want to create a dedicated Vendor Invoice Journal (e.g., IC_COST) specifically for Invoice Capture imports so we don't interfere with manual journals.
Question 2: Where exactly is this mapping configured? We are struggling to find the setup screen to define which Journal Name Invoice Capture should target when transferring cost invoices (non-PO invoices).

Could someone please share the exact navigation path (either within D365 Finance or the Invoice Capture Power App) to map/assign the target Journal Name for a Legal Entity? Any help or screenshots on where this configuration is hidden in the latest version would be greatly appreciated!

Or is there a setting within Invoice Capture itself that should handle this?

Many thanks in advance!

I have the same question (0)
  • Suggested answer
    Hardik Gupta Profile Picture
    673 on at
    Hi, 

    Before we troubleshoot the gross-amount issue, I need to understand your setup better:


    1. Are you using the standard D365 Invoice Capture integration to transfer to vendor invoice journals, or have you customized the process?

    2. How are your sales tax groups and item sales tax groups configured for these cost invoices? Is the gross amount coming from Invoice Capture itself, or is Finance calculating it during journal creation?

    3. Which versions of D365 Finance and Invoice Capture are you running? Configuration options vary by release, so this will help pinpoint where the journal mapping should be.

    These details will determine whether this is standard behavior or custom logic causing the issue.

    Hardik.gupta@allgrowtech.com

  • CO-14070925-0 Profile Picture
    8 on at

    Thank you so much for the quick response! Here are the details regarding your questions:

    1. Integration Type
    We are using the standard D365 Invoice Capture integration to transfer our invoices to the vendor invoice journals. There are no customization or custom developments involved in this process.
    2. Sales Tax Configuration & Amount Origin
    Amount Origin: The gross amount is indeed coming directly from Invoice Capture. In the Invoice Capture side-by-side viewer, under the header data, the field Total invoice amount is correctly recognized as the Gross amount, and Total Tax contains the VAT.
    During Transfer: When hitting "Transfer", Invoice Capture sends this Gross amount (Total invoice amount) as the voucher line amount.
    Tax Setup: In D365, the Sales tax groups and Item sales tax groups are determined automatically based on our Vendor and Main Account defaults. However, because the journal doesn't currently treat the incoming transfer amount as "inclusive of tax", D365 does not recalculate it backward to find the Net amount - it simply uses the transferred Gross value.
    3. Version Information
    Dynamics 365 Finance: Installed product version : 10.0.47 (10.0.2527.142), Installed platform version : Update71 (7.0.7858.121)
    Invoice Capture: Server version 9.2.26063.00162 / Client version: 1.4.12109-2606.3 (running via the Power Platform solution).
     
    I hope this helps clarify our setup. Looking forward to your guidance on where to find the journal mapping and how to handle the Gross-to-Net logic!
     
  • Suggested answer
    Hardik Gupta Profile Picture
    673 on at
    Hi, 

    Thanks for the details.

    Quick clarification:

    1. Invoice Capture Payload

    Does Invoice Capture send a tax-inclusive indicator, or just the gross total? If only gross without a tax flag, Finance won't recalculate to net. That could be the limitation.

    2. Test the Journal Setting

    Have you tried transferring an invoice to a Vendor Invoice Journal where "Amount incl. sales tax" is enabled? If behavior changes, it's config. If not, it's a standard integration limitation.

    External Help:

    We've done this before. Two options:

    Option 1: Power Automate


    • Calculate tax lines in Power Apps

    • Map through Power Automate to F&O

    •  

    Option 2: F&O Journal Setup


    • Configure the journal to handle tax natively

    • Simpler if standard settings work

    •  

    Which approach makes sense for you? If you want help setting it up, we can jump on a quick call.

  • Hardik Gupta Profile Picture
    673 on at
    Hi, 
     
    Did it work? 
  • CO-14070925-0 Profile Picture
    8 on at
    Good day!
     
    Option 2 F&O Journal Setup change is working! 
    Setting the button "Amounts include sales tax" to "yes", produced the desired result - the net amount is now transferred to the Invoice Journal.
    However, since this would also affect our manual postings, we’d like to have a separate journal for Invoice Capture invoices. It’s clear how to create it, but how do I tell Invoice Capture to use this new journal? Or is that not possible at all?
     
    Krgds & and many thanks!!
     
  • Verified answer
    Hardik Gupta Profile Picture
    673 on at
    Hi, 

    Glad to hear that enabling "Amounts include sales tax" resolved the Gross-to-Net issue.

    For using a separate journal, this is supported in the standard solution. The Journal Name is configured in Dynamics 365 Finance, not in the Invoice Capture app.

    Navigate to:

    Accounts payable > Setup > Invoice capture

    Select your onboarded Legal Entity, and in the Journal name field specify the Vendor Invoice Journal (for example, IC_COST) that should be used for Cost invoices (Invoice journal). Invoice Capture will then transfer non-PO invoices to that journal.

    This allows you to keep "Amounts include sales tax" enabled only on the dedicated Invoice Capture journal, without affecting users who post manually through other Vendor Invoice Journals.

    We've also implemented a fully customized end-to-end Invoice Capture solution for Dynamics 365 Finance. If your scenario requires functionality beyond what the standard Invoice Capture solution supports, or if you have any customization requirements, I'd be happy to share our experience and discuss possible approaches.

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