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New Supplier Invoice without PO

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I am trying something out and want to try and get some input from here before I go forward.

I am trying to use supplier invoices without an attached PO (for non PO invoices), essentially just creating an invoice with supplier - ledger postings. This is to try and streamline the approval process so all approvals are done through EP as the invoice journals cannot be approved in EP and the process isn't working as there are licence implications with Invoice Journal approval.

It is allowing me to create a new supplier invoice and send through the workflow I have setup for approval however I am getting errors when it comes to posting:

Posting

Purchase order: One or more accounting distribution is missing a ledger account or contains a ledger account that is not valid. Use the Accounting distribution form or the Posting profile to update the ledger account.

Purchase order: The state of the source document or source document line could not be updated.

An error occurred during update.

When I go financials > distributions there is a red cross beside the distribution.

Looking for any advice on this as I'm currently just testing out to see if this is a feasible option, appreciate any input.

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Ludwig Reinhard Microsoft Employee on at

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Hello Bruce Wilson,

The vendor invoice that your entered, can this be identified in the pending vendor invoice section?

Have you recorded the invoice with reference to a procurement category?

If so, have you Setup the required ledger accounts in the inventory posting Matrix in the purchase section under purchase expenditure for expense?

I believe that some additional information on your process steps would help.

Best regards,

Ludwig

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Ludwig,

Thanks for the prompt reply.

Yes, the invoice appears in pending invoices section, we are not currently using invoice recording - as I say i am currently looking into a different way to process non-po invoices instead of using Invoice Journal so am open to suggestions.

Where would this ledger accounts setup be done as I have done no setup here. I wondered if the issue was in regards to matching policy. For PO invoices we are using 3 way matching and obviously for non-PO invoices there are no PO or receipts to match.

Basic Process so far:

Purchase Ledger > Supplier invoices > open supplier invoices.

New > Supplier Invoice: Choose Supplier, Enter invoice number and description and invoice date.

'Add Line' >Add Item >Enter Unit Quantity and Price.

Choose financial dimensions and submit for approval.

Approval done by relevant user and 'Post' invoice - this is where the error is occurring. Hopefully this gives you a little more info on what I have done so far.

Regards,

Bruce

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Hi Bruce,

As Ludwig already suggested, you are probably missing setup in the inventory posting. Go to the inventory management/Setup/Posting/Posting/Purchase order/Transaction type Purchase expenditure for expense and make the account setup. This should solve the issue with red cross. There is also a workarround if you don't want to bother with this setup. In this case go to the financial distributions on the invoice line and enter account manually. It's ok for testing purposes, but I wouldn't recommned it to the client.

Also check Vendor posting profile/Posting definitions (depending on the setup in the GL parameters).

Three way matching doesn't have any effect if you are not using PO since it checks matching between invoice line, PO line and Product receipt.

I hope my advice helped you.

Regards,

Stasa

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Ludwig Reinhard Microsoft Employee on at

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Hello Bruce,

Please see the feedback from Stasa regarding the account setup.

I like the way entering invoices you are currently testing as it provides one single point of entry for PO and non-PO invoices.

Would be great if you could go ahead with your testing and let us know what your customer thought and finally decided about this way of entering vendor invoices as it is quite different from the "traditional" invoice journal recording.

Good luck with your testing and all the best,

Ludwig

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Hi Bruce and Ludwig,

I can assure you that handling all the invoices (with or without PO) through Pending vendor invoices can be done. We use them as a single point of entry at all our clients, because it offers additional functionalities that make the process more user friendly. We completely avoid invoice journal recording.

Regards,

Stasa

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Stasa, Ludwig thanks for your help - it's reassuring to know that the process should work, even with Three Way Matching switched on, meaning it's a setup issue.

I have checked the inventory management setup mentioned above and all looks in place, see screenshot below.

Dont know if i'm missing something here but all seems to be setup - the item I used in testing was 613200.

Purchase expenditure for product has no setup currently, would this have any impact?

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Bruce, if you are using products, Purchase expenditure for product should have setup (I missed this one and thought that you are using procurement categories) when you are not using PO. And I suppose that you are using non stocked items, since these are the ones that can be invoiced without PO.

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Hi Stasa,

Have setup purchase expenditure for product and am still getting the same errors.

It allows the invoice to go fully through the approval process and the first error above occurs on posting.

Edit: Tried again and shutdown AX and reopened and invoice has posted okay, the purch expenditure for product seemed to be what was missing. Stasa, thanks for your help.

Regards,

Bruce.

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Hi Both,

Just an update on this. Now fully tested and concept proven that this can be done. Now looking to build an Atlas 6.0 uploader to allow input of multi line (up to 700 lines) POs rather than users having to setup all of the lines in AX.

Next step after this will be to setup the approval workflow, which will be relatively complex in size with the logic 'If invoice has PO number which has been previously approved and falls within match variance (ie PO invoices) Auto Post, else send for approval and post once approved.' Needing to do some work on the departmental approvals as they don't follow the hierarchy.

Once this has been done we will be implementing to all entities and moving towards a centralized approval area.

Thanks again,

Bruce

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Working on an Atlas 6.0 (don't know if anyone has any experience) upload for this supplier invoice for multiple lines. Currently failing because field 'line reference' must be filled in. Can't find anything in the Invoice which indicates line reference - may have something to do with the distributions but can't see anything to add onto the upload to reflect this. Error message doesn't give too much detail. Any ideas?

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