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Dynamics 365 Community / Forums / Microsoft Dynamics AX (Archived) / AP Vendor - Account nu...
Microsoft Dynamics AX (Archived)

AP Vendor - Account number vs Invoice Account Number

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Posted on by claganson 765

I understand how this functionality works with purchase orders.  We use this all the time to create the invoice and tracking under one vendor but allow the invoice that is created to post to a different vendor account.  

What I'd like to know is if this is possible when a p.o. is not involved.  It does not seem to work on vouchers entered in AP Invoice journals.  What I'd like to do is have vendor accounts setup and enter the voucher under them for tracking purposed but then have them post the invoice to my American Express vendor account where they will all be paid from.  Is there a way to accomplish this?

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  • claganson Profile Picture
    claganson 765 on at
    RE: AP Vendor - Account number vs Invoice Account Number

    Thanks you completely understood my dilemma and did offer a solution that I hadn't thought of.  I am going to test this out in our backup data and I think this is exactly what I'm looking for.  Appreciate your help.

  • Verified answer
    Brandon Wiese Profile Picture
    Brandon Wiese 17,788 on at
    RE: AP Vendor - Account number vs Invoice Account Number

    Purchase orders use their Order accounts primarily to drive the delivery address.  Since Vendor invoice journals do not deliver (no packing slips and no inventory), whatever account number you use is always the account where the Accounts payable posts.  In other words, Vendor invoice journals only have one vendor, and that's the payable vendor.

    However, your situation might have another solution you may not have considered.

    Instead of using American Express as the vendor, so that you can generate payments to American Express, go ahead and invoice the proper vendor from which you purchased the goods or services, but do so using a special Method of payment, i.e. AMEX, that identifies that these invoices should not be sent via Check or Wire.  Then later, specify AMEX on a Vendor payment journal as a selection of invoices to "pay", but offset to a clearing main account instead of Bank.  Then use a Vendor invoice journal to create a payable to American Express (which should have a Method of payment of Check for example), offset to that same clearing account (which should clear it to 0), and then on your next Check payment journal you will pay American Express.

    I'm sure there's a way to streamline that process a bit.  The trade-off is one or two extra steps each payment cycle, and using two separate payment journals instead of just one, to gain the visibility and accuracy of vendor invoicing against the correct vendor.  Also note how this could make 1099's much easier.

    Hope that either works for you or gives you some additional ideas.

  • claganson Profile Picture
    claganson 765 on at
    RE: AP Vendor - Account number vs Invoice Account Number

    You understood correctly. In the vendor setup screen I have filled in the invoice account number with the vendor account I'd like the invoice to post to but as you note it does not post there.  There is no reference to it under that account what so ever.  It does work as expected when using the purchase order program and to answer your question I would put in the vendor account number only when setting up the purchase order and it would default in the invoice account number automatically.

    My goal is to be able to look at a vendor account and say we spent $x with AT&T last year but still maintain the payable under my credit card vendor account where it needs to be paid from.  Without the ability to do this it's very difficult to pay expenses by credit card and easily figure out how much you spent with a particular vendor in a year.  

  • Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: AP Vendor - Account number vs Invoice Account Number

    Hello claganson,

    I am not fully clear with your questions. What I got is that the invoice vendor account setup does not work for you when you post ordinary expense invoices through a invoice journal, is that right? If so, can you check how you setup your vendor?

    You mentioned that it works for purchase orders. Do you enter the invoice account at the PO header manually or does it default from the vendor master?

    Would be great if you could provide some additional information.

    Many thanks and best regards,

    Ludwig

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