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Dynamics 365 Community / Forums / Small and medium business | Business Central, N... / Vendor Prepayment and ...
Small and medium business | Business Central, N...
Answered

Vendor Prepayment and Duplicate Vendor Invoice Numbers

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Posted on by AndyBC 5

Hi All, 

Some of our vendors require 100% prepayment before they will deliver goods.

I've set this up in BC and create a Purchase Order, then a prepayment invoice, and post the prepayment invoice. I post the payment journal and the purchase order status changes from 'Pending Prepayment' to released. I can then receive the goods into the warehouse with a warehouse receipt.

All good so far.

My issues comes when I try and finally post the Purchase Order. It complains that the 'Purchase Invoice already exists for this Vendor'. And of course it does - as it was used for the prepayment invoice. At this point, if I change the vendor invoice number - say add a '-1' to the end - I can post the purchase order but because there hasn't actually been another invoice from the vendor, I have lost my integrity. 

Has anyone come across this before and knows a way round it?

Thanks very much,

Andy

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  • Verified answer
    Maria Chambel Profile Picture
    Maria Chambel on at
    RE: Vendor Prepayment and Duplicate Vendor Invoice Numbers

    Hi Andy,

    From what you describe I assume the vendor only send to you one invoice, right?

    In that case, one possible solution it is to post the pre-payment (but without issuing a prepayment invoice) for the vendor – like a payment on account. However, this payment won’t be linked to the PO.

    Then after receive the goods, you post the invoice that the vendor has sent to you.

    The scenario you describe it is the intended behaviour of the application. In order to issue a prepayment invoice before receiving the goods and then another invoice to close the order, the vendor must sent to you 2 invoices so you can have different Vendor Invoice Nos. (even if the last invoice amount would be zero).

    Otherwise, and if the solution I provide above it doesn’t fit with your process, you need to change the Vendor Invoice No. as you said at the beginning.

  • AndyBC Profile Picture
    AndyBC 5 on at
    RE: Vendor Prepayment and Duplicate Vendor Invoice Numbers

    Thank you Maria for your solution. As you say, I think that it won't work exactly as we would like it to. One other solution I've found is to turn off the mandatory switch for the vendor invoice number. This allows me to link the POs but I don't now enter the vendor invoice number until the prepayment invoice is posted. It's still not perfect and is similar to entering a different vendor invoice number.

    Thank you very much for your answer.

    Regards,

    Andy

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