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Dynamics 365 Community / Forums / Microsoft Dynamics AX (Archived) / Vendor invoice is appr...
Microsoft Dynamics AX (Archived)

Vendor invoice is approved through workflow, but the ledger period has been closed in the meantime

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Posted on by Thomas de Korte 5

I currently have the following situation, for which i don't have a clear solution. We're using Dynamics AX 2012 R3 CU13.

When coding a vendor invoice, the posting date of the invoice is set to the current date. For this example, suppose it is near the end of the month (25 march 2019). The vendor invoice is coded/matched with a purchase order and a packing slip. The invoice is submitted to the workflow (vendor invoice) and the the approval process lasts more then a week and the approval is finalized at the 2nd of april 2019. 

In the meanwhile the ledger period for march has been closed and no ledger postings are allowed to be made in march.

When trying to post the vendor invoice, the posting date is still set at the 25th of march and AX returns an error that the ledger period is closed.

2337.period.png

How am I able to post the vendor invoice, without recalling it. When i recall it all the approvals of the vendor invoice have to be performed again, frustrating the approvers.

An invoice for the invoice approval journal is automatically set to be posted in the first open period. I was expecting vendor invoices to have the same functionality.

Any ideas?

*This post is locked for comments

  • Suggested answer
    Cristina Profile Picture
    Cristina 373 on at
    RE: Vendor invoice is approved through workflow, but the ledger period has been closed in the meantime

    It has been delivered as a new Feature:

    This feature has been delivered in 10.0.23 release.

    See details here  docs.microsoft.com/.../vendor-invoice-dates

  • Community Member Profile Picture
    Community Member on at
    RE: Vendor invoice is approved through workflow, but the ledger period has been closed in the meantime

    Still under review

  • Thomas de Korte Profile Picture
    Thomas de Korte 5 on at
    RE: Vendor invoice is approved through workflow, but the ledger period has been closed in the meantime

    Good idea. I was browsing through the ideas and I saw that the idea was already on there for D365.

    https://experience.dynamics.com/ideas/idea/?ideaid=aed9b1ee-4624-e711-80c0-00155d4616d6

    It's on a status planned (since 2017) :-(

  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: Vendor invoice is approved through workflow, but the ledger period has been closed in the meantime

    Hello Thomasdk,

    Agree. We should report this to MS!

    Is it possible that you create a new post in the dynamics ideas / experience portal and share the ideas ID here?

    Will certainly vote for it and share it in social media to get more support for this.

    Would be great if you could help the community here by creating this idea in the portal.

    Here is the link: experience.dynamics.com/ideas

    Many

  • Thomas de Korte Profile Picture
    Thomas de Korte 5 on at
    RE: Vendor invoice is approved through workflow, but the ledger period has been closed in the meantime

    Hi Ludwig,

    Thanks for your responses. I looked at the code with a developer today and we couldnt find any code that changes the transaction date automatically. The feature is available for the other type of vendor invoices (Approval journals). After approval and completing the workflow, AX automatically changes the transaction date (if the invoice is dated in a closed period). I'm guessing it's just a missing feature.

  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: Vendor invoice is approved through workflow, but the ledger period has been closed in the meantime

    Hello Hello Thomasdk,

    This seems to be a pain. How many invoices are affected by this issue?

    Unfortunately, I do not know a shortcut or a different way how to accelerate the whole process except the one to recall and start again from the beginning.

    What might help in the future is reviewing the WF history form before closing the next period to verify whether or not such invoices are still pending.

    Best regards,

    Ludwig

  • Thomas de Korte Profile Picture
    Thomas de Korte 5 on at
    RE: Vendor invoice is approved through workflow, but the ledger period has been closed in the meantime

    Hi Ludwig,

    It would be 4/5 people per invoice. It would not be a defaullt way of working i would like to introduce.

  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: Vendor invoice is approved through workflow, but the ledger period has been closed in the meantime

    Ohh, right.

    If you recall the workflow, change the posting date and submit it again, how many people do have to 're-approve'?

    How long will it take you?

    Best regards,

    Ludwig

  • Thomas de Korte Profile Picture
    Thomas de Korte 5 on at
    RE: Vendor invoice is approved through workflow, but the ledger period has been closed in the meantime

    Hi Ludwig,

    I'm not able to change the posting date on the invoice, since the invoice is still in the workflow (In a stopped status). An invoice in the workflow cannot be changed.

    The image below shows the fields I think you are referring to.

    Posting-date.png

  • Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: Vendor invoice is approved through workflow, but the ledger period has been closed in the meantime

    Hello Thomasdk,

    In this case you should be able to change the posting date in the vendor invoice form to April and get this invoice posted.

    You should find this option in the lower part of the invoicing form in one of the tabs/forms.

    Best regards,

    Ludwig

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