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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / AP Purchasing Invoice ...
Microsoft Dynamics GP (Archived)

AP Purchasing Invoice Entry

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Posted on by Verisae1234 55

I am new to Microsoft Dynamcis GP and it appears to me that in some cases the actual invoice date is not entered.  Is that correct?  I have read that the document date is the date that the invoice will be posted to AP.  I was trained in that if I have an invoice date outside of the current AP period open that I have to enter a document date within that open month. For example, if March is open and receive an invoice dated Feb 1st, I have to enter a document date of Mar 1st.  If that is the case, the aging would be incorrect because the wrong invoice date was entered.  Any help would be appreciated.

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  • Victoria Yudin Profile Picture
    Victoria Yudin 22,768 on at
    RE: AP Purchasing Invoice Entry

    This is often dictated by a company's accounting practices, so you should always follow what your company specific guidelines are.

    That said, typically, the document date is entered as the real invoice date (Feb 1 in your example) and this is what is used to post the transaction to the AP subledger - as you say, otherwise the AP aging will be incorrect. The GL Posting Date (also called Posting Date on many windows in GP) can be completely different from the Document Date and the GL Posting Date is what determines when this transaction will hit the General Ledger. In your example, this would be March 1 if February is already closed.

    It could also be a different date based on when the expense is incurred. For example - on March 17 we get an invoice for health insurance covering April 1 through April 30. We enter the invoice with a Document Date of March 17, but with a GL Posting Date of April 1 so that on our P&L Statement this shows up as an expense for April. Having the Document Date of March 17 will allow us to pay it prior to the due date of April 1, as the Due Date calculations in GP will use the Document Date.

    Where the GL Posting Date is specified for AP transactions can be different depending on the posting settings of your GP company. As Richard says, sometimes it is on the Payables Batch, however sometimes it is on each transaction (that is what we use to allow us to have transactions for multiple GL Posting Dates in the same AP batch).

    Hope this helps give you some more information. Again, how you should enter transactions should be dictated by your company's accounting practices. There may be very good reasons why your company uses slightly different rules regarding how dates are entered for AP transactions.

  • Richard Wheeler Profile Picture
    Richard Wheeler 75,848 Moderator on at
    RE: AP Purchasing Invoice Entry

    There is the document date and the posting date. You can set the posting date on the batch. So for aging purchases set the document date to what you want and then the posting date needs to be set to a valid open posting period.

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