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Dynamics 365 Community / Forums / Microsoft Dynamics AX (Archived) / Adding a customer PO n...
Microsoft Dynamics AX (Archived)

Adding a customer PO number to a Sales Order Invoice after the fact

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Posted on by PaladinSteve 279

Hello,

We have a customer who rejects invoices that are missing their PO number, but they only issue the PO number once the sales order is complete. This means, once or twice a month, we accidently fail to go back and add their PO number to the sales order header prior to invoicing it. Once it's invoiced, even if we add their PO number to the sales order and reprint the invoice, the PO number isn't on the reprint. Does anyone know of a way to add their PO number to the invoice after it has been generated from the sales order?

The field is PurchOrderFormNum from the sales order header.

Our workaround right now is to export the invoice reprint to Excel or Word and manually add the PO number, but that's cumbersome (we have a custom invoice form that doesn't layout properly in Word or Excel and requires lots of manual adjustments to look close to correct). It seems like making corrections to the invoice should be something that ought to be possible through the Collections piece, but I can't find anything. 

Thanks,

Steve

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  • Suggested answer
    guk1964 Profile Picture
    guk1964 10,886 on at
    RE: Adding a customer PO number to a Sales Order Invoice after the fact

    Maybe you can add a note via document attachment and then pick that up in a different version of the report " reprint.'

  • PaladinSteve Profile Picture
    PaladinSteve 279 on at
    RE: Adding a customer PO number to a Sales Order Invoice after the fact

    That said, could the PO be made required for a given customer through an AR workflow change rather than code customization?

  • PaladinSteve Profile Picture
    PaladinSteve 279 on at
    RE: Adding a customer PO number to a Sales Order Invoice after the fact

    Thank you for the responses.

    Making the PO mandatory before invoicing is probably not a solution, or it is only a solution if we can set it as a requirement on a customer by customer basis. We have many customers who do not issue purchase orders. Requiring one for all orders is not an option.

    As to the option of making a change to the RDP class to pull the latest value, that might be worth looking into. As Ludwig suggested, our auditors would not like it if certain things like item, quantity and cost were able to be changed after the fact. However, in addition to sometimes having a missing PO number, we also sometimes have an incorrect address on the invoice (the shipping paperwork is generated outside of AX, and customer service will sometimes leave the default on the sales order when they should change it). Being able to fix items such as that which do not have a general ledger effect would be helpful.

    These are both problems which should be addressed through process changes rather than code customizations. Unfortunately, finding options to fix the errors on the back end seems to be preferred over slowing down the process in order to prevent them.

  • Sohaib Cheema Profile Picture
    Sohaib Cheema 47,784 User Group Leader on at
    RE: Adding a customer PO number to a Sales Order Invoice after the fact

    In such case I can see a two step solution

    1) make PO number mandatory(validation) before invoicing. No one should be allowed to invoice without PO number. This can be enforced by code

    2) Fix all your current invoices, which don't have a PO number in posted invoices.

  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: Adding a customer PO number to a Sales Order Invoice after the fact

    Hi Sohaib and PaladinSteve,

    I can think about an option 3) that requires a process change at your customer side. That is because no 2) might work fine in AX but trigger discussions with auditors when it comes to reprinting 'original' invoice documents that are regularly not allowed to be changed / updated in any way once they have been created.

    All the best,

    Ludwig

  • Sohaib Cheema Profile Picture
    Sohaib Cheema 47,784 User Group Leader on at
    RE: Adding a customer PO number to a Sales Order Invoice after the fact

    I can see two ways,

    1) create a credit note, and re-invoice the order

    or

    2) Do a small customization in RDP class of sales invoice report. This will enable report to take the latest added value always, as of time when report will run.

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