MICROSOFT DYNAMICS AX2012 (FUNCTIONAL): ACCOUNTS PAYABLE

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VENDOR PAYMENT

This article describes how to use the vendor prepayment functionality in Dynamics AX 2012.
The creation of a prepayment from the purchase order is done in 4 steps:

Step 1: Setup the prepayment,
Step 2: Create the prepayment invoice,
Step 3: Payment journal,
Step 4: Link the prepayment in the final vendor invoice.

1. Prerequisites

To use the prepayemnt functionality, you need to setup a specific vendor posting profile (generaly the prepayment general account is different to the vendor account).

Access: Accounts payable > Setup > Vendor posting profiles

In the AP parameters, setup this new posting profile for the prepayment transactions, and select your option for the sales tax.

2. Purchase order

Access: AP > Common > Purchase orders > All purchase order.
The first step is to create the purchase order:

Click on New to create a new purchase order
Select the vendor account

Select the item and the quantity
Enter all informaiton you need

And confirm the purchase order

3. Setup the prepayment

You must set up the prepayment that will be associated with the purchase order:

Go to the tab “Purchase”
And click on “Prepayment”
Choose between fixed amount or a percent amount. Exemple: you need to pay $100 (select fixed) or you need to pay 30% of the invoice (select percent).
Click on Save

4. Prepayment invoice

The next step is to post the prepayment invoice:

Go to the tab “Invoice”.
And click on “Prepayment invoice”.
The field Prepaymentmust be selected.
Enter the invoice number and the invoice date.
The amount is automatically field with the prepayment setup option (previous step).
Post the invoice.

5. Payment journal

Access: AP > Journals > Payments > Payment journals
You must create a payment journal to pay the prepayment to the vendor:

Create a new journal,
And go to the lines form.
Enter the vendor number in the field “Account”
Click on Functions > Settlement

Mark the prepayment line.
Payments informations will be transfered automatically to the journal lines.

Enter the offset account (Bank account)
Check in the payment tab that the posting profile is the one for prepayment.
Select (if needed) the Method of payment
When the status is correct (depends of the setup of the method of payment), post the journal.

6. Final vendor invoice

Access: AP > Common > Purchase orders > All purchase order.
The final step of the prepayment process is to settle the payment against the final invoice. Go to the purchase order form.

Open the purchase order
Receive the product : click on “Product receipt”, enter the receipt number and validate.
The purchase order status must be “Received”

Click on “Invoice” button (tab invoice)

Click on “Apply prepayment” to link the prepayment with the invoice
Select the prepayment to apply.

A new line is created in the invoice
Enter the invoice number and date.
Post the invoice.

The final step will be to pay the vendor invoice. We can check the amount to pay in the Settle transcation form (AP > Common > Vendors > All vendors): Amount to pay = 295,68 (Invoice with sales tax 394, 68 – prepayment 99).

UPDATE SALES TAX AMOUNT IN VENDOR INVOICE

This article describes how to update the sales tax amount in a vendor invoice in Dynamics AX 2012.
1/ Vendor invoice from a purchase orderAccess: Accounts payable > Common > Purchases orders > All purchase orders

Tab “invoice”, click on “Invoice”

To display details about the sales tax amounts: Tab Financials > Button Sales tax

Enter the amount of the vendor invoice in the field “Total actual sales tax amount”

Click on Apply

You can see the calculated amount and the updated amount

Click on “Reset actuals to calculated” if you want to cancel your update.

Enter invoice number, invoice date, …

And post your invoice.

2. Invoice journalAccess: Accounts payable > Journals > Invoices > Invoice journals > Lines

Check that Item sales tax group and sales tax group are filled

Click on “Sales tax” button

Enter the amount of the vendor invoice in the field “Total actual sales tax amount”

Click on Apply

You can see the calculated amount and the updated amount

Click on “Reset actuals to calculated” if you want to cancel your update.

Actual sales tax amount is updated

VENDOR INVOICE VOUCHER TEMPLATE

This article describe how to setup a voucher template for vendor invoice journal in Dynamics AX 2012.

In the invoice journal form, you can create and use voucher template. This functionality is helpful when you have to create several time the same invoice model.

1. Save a voucher template

Access: AP > Journals > Invoices > Invoice journals

Select the invoice journal to save as a model.
Click on button Line.
Click on Function > Save voucher template.

Remark: one voucher template = one voucher number. If you want to save an invoice with several lines, they must have the same voucher number.

Choose the option that is suitable to you :

“Amount”: If the amount of the model if the same for all invoices.
“Percent”: If the repartition between the financials dimensions or accounts should be divided by the percentage of the amount of the voucher.

Remark: you can not choose the name of your voucher template. But you can create a sequence number to use only for the invoice model (you don’t need to post the journal to save a template).

2/ Use a voucher template

Access: AP > Journals > Invoices > Invoice journals

Create a new journal
Click on Line
Click on Function > Select a voucher template

Select the voucher template to use and click on OK.

Enter the amount of the invoice if the model used is “Percent”

The invoice is created.
Update field if necessary and post the journal as a regular invoice journal.

CREATE ONE INVOICE FOR TWO PURCHASE ORDERS

This article describes how to create 1 invoice for 2 purchase orders in Dynamics AX 2012.

For example, I have 2 PO from the vendor “Outdoors”, but he sent me only one invoice.

PO000038: Qty = 10 / Price = 1200 / Sales tax = 235,2 / Total = 1435,2
PO000037: Qty = 8 / Price = 960 / Sales tax = 188,16 / Total = 1148,16

Access: AP > Common > Purchase order > All purchase orders

Select the two PO
And go to the Invoice tab, button “invoice”

In the invoice form, enter the number of the invoice (the same number for the two PO).

Click on “Consolidate invoice” and select an option (Invoice account for this example).

The two PO are now consolidated

Post the invoice: click on “Post”

List of vendor invoices

VENDOR INVOICE FROM PURCHASE ORDER

This articles describes how to invoice a purchase order from the Account Payables module in Dynamics AX 2012.

The 3 main steps of the purchase flow are the purchase order, the product receipt and the invoice. You can have more steps, depends of the flow of your company.

Purchase order

Access: AP > Common > Purchases Order > All purchases order

Click on New purchase order
Select a vendor
Transfer vendor information : select “Yes”
Check the information, complete if necessary and click on “OK”

In the Line view,
Select an item and enter a quantity and price,
Enter other information you need n the “Line details” tab.

In the Header view,
You can check and modify information about the PO: term of payment, methods of paymentS

To validate the PO, click on Confirm

The PO is created and confirmed

2.Product receipt

Access: AP > Common > Purchases Order > All purchases order

Select the PO
Go to the tab “Receive”, and click on Product receipt
In the field “Product receipt”, enter the number of the product receipt (this field is mandatory).