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Error when posting a registered invoice to a purchase Order

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Posted on by MarkDS

Hi - we are using purchase orders and the invoice register process in D365. If we register an invoice that happens to be different in amount to what has been entered and received on the purchase ordered we are receiving an error that does not allow us to post the invoice and says "Total invoice amounts of purchase order and registered invoice are not equal. The difference is xxx" and cancels posting.

So the basic process is create a PO, confirm, receive etc e.g. Total PO £100 Then enter an invoice in the Invoice Register selecting the Purchase Order and invoice total is £130. When you then go to the Invoice Pool and select the entry and then go to match product receipts on the Purchase Order all is okay- but when posting you would get the error I describe and the difference is £30. Interestingly this difference is not visible on the matching details - all looks good and passes.

If you avoid the register process and invoice the purchase order directly with the invoice - you see a 'fail' on the invoice totals notifying of the £30 difference - however you can still post the invoice (our parameters are to allow posting with warning).

Are we missing some process above when using the register and pool? And in any case why won't it allow posting - where is the parameter making it fail?

Many Thanks in advance.

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André Arnaud de Cal... 301,075 Super User 2025 Season 2 on at

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Hi MarkDS,

Can you share screenshots of the pending invoice screen and the exact error? Most likely, the line details are not adjusted to match the invoice details.

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MarkDS 60 on at

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Thank you Andre, I will add some screenshots.

The process I have followed is:

I have created a Purchase Order (PO) for GBP £100 in total - this has been confirmed and received (it's for a procurement category service, not an item)

When the invoice comes in it is for GBP£130 (let's imagine we got the PO value wrong) - this is entered in the Invoice Register and linked to the PO in the register journal

No pending invoices at this stage:

From the Invoice pool - we select the entry and then click on the purchase order option

we match product receipts and update match status - it passes

all matching details pass - at this point

It doesn't even show a difference on invoice totals (incidentally if you avoid the register and post an invoice directly to a PO it would show a fail on the totals on this screen).

If you now try and post there is a 'fail' that tells you the PO and the registered invoice are GBP£30 different (as expected) but there seems no way to get past this and accept the difference. When you do the same by avoiding the register you can still post (as we have set the tolerances to post with warning).

What should be the process now to get the invoice to post against the PO, there is now a pending invoice but if you try to post you get the same error.

Thanks

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MarkDS 60 on at

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One final thing I noticed - when you now view the 'pending invoice' it only shows the value as £100 and not £130 as entered and linked in the register. The error stopping posting knows that the invoice is £30 different to the PO

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Ludwig Reinhard Microsoft Employee on at

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Hello MarkDS,

Can you have a look at LCS please for the following KB/hotfix:

KB number: 4558418

Issue 439419

This issue seems to match exactly your issue.

Please have a chat with a developer or a MS support engineer to get this problem resolved.

Best regards,

Ludwig

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MarkDS 60 on at

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Thank you Ludwig - I will take a look and report back... Just out of interest we recently upgraded our version of D365 to include all the 'quality updates'. Ordinarily do you still have to go looking for KBs and hotfixes or are they all bundled into updates 'automatically'?

Kind Regards Mark

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MarkDS 60 on at

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Hi - just looking at the KB/Hotfix that Ludwig kindly mentioned - it says that it has resolved the issue of giving a message:

It doesn't really say it has solved the posting issue. I can see the error message no problem, however I am unclear as to how I can now post the actual invoice having 'accepted' there is a difference.

The only 'workaround' seems to be to back out the registered invoice using an 'invoice approval journal CANCEL option' and then applying the invoice directly to the PO (i.e. ignoring the register) - then you can obviously update things like line prices or sales tax codes to show why the invoice is different to the PO. You would then see some matching failures, however you can then post the invoice if you accept these differences as valid.

Is there not a standard way to actually post a registered invoice (linked to a PO) that happens to be different in value to the PO - like my screenshot example earlier?

Thanks so much again for the help.

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MarkDS 60 on at

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Hi - thanks again for all the help so far. I managed to get some time with a developer who assures me that the above KB/hotfix that Ludwig kindly mentioned is in our environment. If it's of use we are on version 10.0.16 and platform update 40.

So does anyone else see this same 'issue'? If I can summarise, the issue to me is that when you register an invoice that is different to the PO - you do not see this difference when you match details to the PO through the invoice pool even though you know there is a difference e.g. PO was without sales tax and invoice is with sales tax. However, you then get a posting fail that you cannot override in any way - like you can in normal PO invoicing (i.e. accept the difference or approve it etc).

So we are currently cancelling the registered invoice and then invoicing the PO directly where you now see a matching difference and can still ultimately post the invoice if you accept it.

Are there any more thoughts on this? Many thanks - Mark

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Ding Li 480 on at

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Hi Mark,

I would suggest you to open a support ticket to see if it's a quality issue.

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MarkDS 60 on at

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Hi - I have opened a ticket with Microsoft and they are investigating - will let you know the outcome.

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rayd5778 27 on at

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Hi there, any outcomes of your discussions with MS. I am also facing the same issue. Despite approving matching errors, I am unable to post the PO invoice, via the Invoice registration > Invoice pool way.

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