Hello,
I joined a company where the AP team only processes non PO invoices in D365 after department heads provide approvals. The team processes invoices through the "Invoice Journal" function. Finance managers don't have the visibility to the company's overall liability.
What's the best practice for the non PO invoice process if we want to enter all incoming invoices into the system when we receive invoices from vendors?
Thank you!
Hello Anna,
Why is it that you cannot use items or procurement categories?
Would be great if you could elaborate.
Many thanks,
Ludwig
Hi,
We have the same kind of issue, where we want to automate the processing of non-PO (OPEX) invoices. We cannot use items or procurement categories for these. We want a process similar to the manual process with invoice register and invoice approval journal, where the receiving person can add lines with main accounts and dimensions. Is it possible to use the vendor invoice automation in such a case?
Best regards,
Anna
Hello NelsonH,
The pending vendor invoice form is the 'natural' way of building integrations with OCR.
This is supported by what MS mentioned on MS docs.
Please see:
docs.microsoft.com/.../vendor-invoice-automation
What prevents you from setting up a vendor invoice workflow for the pending vendor invoices? Do you need some internal approvals first or do you lack the necessary user rights? It should not be to difficult setting up this workflow and making it available in D365FO.
Thank you for suggesting to use the Pending Vendor Invoice function. The Workflow function in D365 currently isn't activated/mapped out with this company's system, but the company has plan to do so.
Until the Workflow function becomes available, is there a way for us to process incoming invoice more efficiently without department head approval first?
The company is in the process of implementing the OCR tool with D365. Does the Pending Vendor Invoice function work well with the OCR tool?
Hi Nelson,
Besides the pending vendor invoices, there is an option to use the vendor invoice register and approval journals. When invoices are received, you can post the invoice register. Creating the approval journal is a second step.
The method mentioned by Ludwig has advantages. Next to those he mentioned, there is an advantage to use one single method for both PO and non PO invoices. However, you are only processing non PO invoices.
Personally, I am not a fan of invoice journals. They might do the job but the way to go for me is the pending vendor invoice form as it integrates nicely with workflow, attachments and data management for import of invoice headers, lines and attachments.
The pending vendor invoice form can also be used for non-PO invoices. You can use service items and/or procurement categories for that.
In case you work with e-invoices, the pending vendor invoice form is the one to go as invoice journals cannot handle them.
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