INVOICE REGISTER


Invoice register


The objective of this article is to describe how to use the invoice register functionality in Dynamics AX 2012
The invoice register is use to Pre-register invoices when they arrived in the company with few information's (vendor account, invoice number, amount and approval person). Then, invoices are transferred in pool of invoices to approve.
Step 1: Enter vendor invoice
Access: AP > Journals > Invoices > Invoice register
  • Create a new journal
    • Click on new
    • Select the name of the journal
    • Enter a description in the field “Description”

  • Create one or several lines:
    • Click on Lines.
    • Update the date if necessary.
    • Select a vendor account in the field “Account”.
    • Enter the invoice number in the field “Invoice”.
    • Enter a description in the field “Description”.
    • Enter the amount of the invoice in the field “Credit” or in the field “Debit” if it is a credit note.
    • Select the person who must approve the invoice in the field “Approved by”

  • Validate the invoice:
    • Click on “Validate” to check if the document is correct.
    • Click on “Post” to post the document

    Remark: To search all the invoices waiting for approval, go to:  AP > Inquiries >                              Invoice pool.

Step 2: Approve invoice register
Access: AP > Journals > Invoices > Invoice approval journals
  • Create a new journal
    • Click on new
    • Select the name of the journal
    • Enter a description in the field “Description”
  • Create lines and select invoice to approve :
    • Click on Lines.
    • Click on fine voucher.
  • In the Find voucher screen:
    • Select invoices to approve
    • Click on Select
  • When all your invoices are selected, click on Ok to transfer invoices in the journal.

  • The invoice is transferred in the journal.
  • Enter an account for the first debit line
  • In the menu “Approval” select Report as ready.
  • For the approval user: In the menu “Approval” select “Approve” if the invoice is correct, or “Reject” if the invoice is not approved.

  • Step 3: Validate the invoice
    Access: AP > Journals > Invoices > Invoice approval journals
    • Validate the journal:
      • Click on “Validate” to check the information
      • Click on “Post” to post the journal in the accounting
  • Check accounting: click on Inquiries > Voucher