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Free text invoice (form) [AX 2012]

Updated: May 9, 2012

Applies To: Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Click Accounts receivable > Common > Free text invoices > All free text invoices. Double-click a free text invoice or click Free text invoice on the Action Pane.

Use this form to create a free text customer invoice. On a free text invoice, the lines include main accounts, free text descriptions, and a sales amount that you enter yourself. You cannot enter an item number on this kind of invoice. You must enter the appropriate sales tax information.

On an ordinary customer invoice, one or more sales orders are related, item numbers are specified and posted to the general ledger, and subledger journal entries are not available. On a free text invoice, a main account for the sale is indicated on each invoice line, which can be distributed to multiple ledger accounts. Also, the customer balance is posted to the summary account from the posting profile that is used for the free text invoice.

NoteNote

After you post a free text invoice, a copy is saved for your information. You can no longer change the invoice unless the Free text invoice correction configuration key is selected. For more information, see Correct a posted free text invoice.

Action button

Description

Edit

Modify the free text invoice.

Delete

Delete the selected free text invoice.

Free text invoice

Create a free text invoice.

Payment journal

Open the Payment journal form, where you can view or create payment journal entries.

Header view

View header and header-related information on FastTabs.

Line view

View the header and line information together. You can expand the lines and line details tabs to see more information about lines.

Post

Open the Post free text invoice form, where you can select posting parameters and post the free text invoice.

When you click this button, the subledger journal entry lines might not be immediately visible in the Voucher transactions form. If your legal entity uses batch or asynchronous transferring for subledger journal entries, there could be a delay.

NoteNote

If the Post button is not available, and your organization requires a review process for free text invoices, the invoice might not have been submitted or approved. If you have not submitted the invoice for approval, click Submit on the workflow message bar. To view the status of an invoice that was submitted, click Actions > View history.

Maintain titres de recette

Open the Maintain titres de recette form.

NoteNote

This control is available only to legal entities whose primary address is in France, and only if the Public Sector configuration key is selected.

Distribute amounts

View or create accounting distributions for the free text invoice charges and currency rounding amounts.

View distributions

Open the Accounting distributions form, where you can view the accounting distributions for charges, currency amounts, and all lines for the source document.

Subledger journal

Open the Subledger journal form, where you can view the subledger journal lines for the selected invoice lines. For more information, see View subledger journals for free text invoices.

Totals

Open the Totals form, where you can view historical totals for the current invoice. You can also view credit information for the customer, if a credit limit has been specified.

Charges

Open the Charges transactions form, where you can enter charges for the selected invoice.

Sales tax

Open the Sales tax transactions form, where you can view or change taxes for the selected invoice.

Payment schedule

Open the Payment schedule form, where you can view or change the payment schedule for the selected invoice.

Payment format

Set up the payment format for the selected invoice.

Settle open transactions

Open the Settle open transactions form, where you can settle the selected transaction with other transactions.

Invoice journal

Open the Invoice journal form, where you can view all customer invoices that have been updated and posted for the selected customer.

Cash flow

Open the Cash flow forecasts form, where you can view the cash flow forecasts that provide data for liquidity requirements and cash flow statements.

Error text

View the errors for the selected line. This button is not available if no errors were detected.

Change BLWI code

Open the Change BLWI code form.

NoteNote

(BEL) This control is available only to legal entities whose primary address is in Belgium, and only if the Foreign trade configuration key is selected.

Correct invoice

If you are making a correction to an invoice that was posted, select a reason code and enter any comments. Select the date when this invoice is canceled, and then click Create corrected invoice. For more information, see Correct a posted free text invoice.

This button is not available if the invoice has been reversed.

NoteNote

(ESP) To comply with local legal requirements, this feature is available only to legal entities whose primary address is in any country/region except Spain. Use the Spanish correction feature, instead.

Print management

Open the Print management setup form, where you can view, copy, or override the transaction's default settings for print management. You can also set up a new print management copy. Changes affect only the selected transaction. For more information, see Set up print management for a transaction.

Attachment

View documents that are already attached to a selected record, or attach documents to the selected record.

This tab is displayed only in the line view of the form.

Field

Description

Customer account

Enter the customer account that you are generating the invoice for.

Name

The customer name that is associated with the customer account for the invoice.

Invoice account

Enter the customer account that is invoiced. This account can differ from the customer account. For example, one customer receives the products on the invoice, but another customer is responsible for payment.

Name

The name of the customer account that is associated with the invoice account.

One-time customer

Select this check box if you do not expect to create an invoice for the customer again.

Address

View the formatted information for the selected address. This is the address that will appear on a printed document. The original address record may contain information that is not included in this view, depending on the specific country/region format.

Billing classification

The classification of the payment request. This classification governs payment terms and conditions, the number sequence, and the processing of the invoice.

NoteNote

This control is available only if the Public Sector configuration key is selected.

Date

Enter the date of the invoice.

Invoice

Enter the identifier of the invoice.

Currency

Select the currency for the invoice.

This tab is displayed only in the line view of the form.

Button

Description

Add line

Add an invoice line.

Remove

Remove the selected invoice line.

Custom fields

View additional information that was entered when the selected custom billing code field was assigned to the invoice. You cannot modify the text after an invoice has been posted, unless the Free text invoice correction configuration key is selected. For more information, see Correct a posted free text invoice.

NoteNote

This control is available only if the Public Sector configuration key is selected.

Recalculate line amount

Recalculate the billing amount for the selected invoice line by running the calculation for the billing code again. When you click this button, only the billing amount is updated. No other values on the line are changed.

NoteNote

This control is available only if the Public Sector configuration key is selected.

Distribute amounts

Open the Accounting distributions form, where you can create distribution amounts for the selected transaction. For more information, see Create accounting distributions for free text invoices.

Field

Description

Billing code

Select a billing code to automatically enter default values on invoice lines. These values are defined for the selected billing code in the Billing codes form.

Only valid billing codes that are assigned to the selected billing classification appear.

NoteNote

This control is available only if the Public Sector configuration key is selected.

Description

Enter a short description of the line. This description is printed on the invoice. The amount of text that appears on the printed invoice is determined by the setup of the invoice. You cannot modify the description after an invoice has been posted, unless the Free text invoice correction configuration key is selected. For more information, see Correct a posted free text invoice.

Main account

Enter the revenue account that you want to use to post the sale to the general ledger.

You can define the offset transaction account of a customer credit for the total invoice amount in the Customer posting profiles form for Accounts receivable.

Caution noteCaution

If a project is associated with the invoice line, and you change the project, the Main account field is updated with the account that is associated with the new project. If you have not yet viewed the accounting distribution for the line by opening the Accounting distributions form, changing the project also changes the ledger account in the Accounting distributions form. To prevent the account from being changed, clear the Allow the ledger account number to be edited check box in the Accounts receivable parameters form.

NoteNote

If the value in this field is a default value from a billing code, you can modify the field only if the Allow changes to ledger accounts check box is selected for the selected billing code in the Billing codes form.

Sales tax group

The sales tax group for the invoice. The default value is the sales tax group that is associated with the selected customer account.

If you enter a line for a ledger account before a line for a customer account, and a default sales tax group is specified for the customer account, that default sales tax group overwrites the sales tax group that is already specified for the ledger account. If the line for the ledger account must have a different sales tax group, you must change the sales tax group manually. Alternatively, you can enter the line for the ledger account after the line for the customer account.

Item sales tax group

The item sales tax group for the invoice. This group is specified in the General ledger parameters form. The reporting type that is specified for the item sales tax group determines the column in which the transaction line amount appears on the European Union (EU) sales list. The reporting type can be set to Item, Service, or Investment, or the field can be left blank.

Quantity

Enter the number of units for the invoice line. This number is automatically multiplied by the value in the Unit price field to determine the invoice line amount.

NoteNote

If no unit price is entered, the quantity does not affect the invoice line amount.

Unit price

Enter or view the price per unit for the invoice line. This amount is automatically multiplied by the value in the Quantity field to determine the invoice line amount.

NoteNote

If the Amount field contains a value when you enter a unit price, the quantity and the unit price are automatically multiplied to determine the invoice line amount.

If you change the unit price from a positive amount to 0 (zero), the invoice line amount remains the same. Only a unit price that is more than zero affects the line amount.

If the unit price is determined by the billing code, you can modify this field only if the Allow changes on invoice check box is selected for the selected billing code in the Billing code form. Even if you cannot change the unit price, you can update the invoice line amount by changing the quantity.

Amount

The invoice line amount, excluding sales tax, in the currency that is selected for the invoice.

This amount can be determined automatically by the values in the Quantity and Unit price fields. If you manually change the amount in this field, the Quantity field is cleared.

NoteNote

If the value in this field is determined by the billing code, you can modify this field only if the Allow changes on invoice check box is selected for the selected billing code in the Billing code form.

This tab is displayed only in the line view of the form.

Tab

Field

Description

General

Invoice text

Enter the text as you want it to appear on the invoice for the selected line. If you selected a billing code, the text is entered for you and cannot be changed.

Amount details

The amount details for the selected invoice line. The default value is defined for the selected billing code in the Billing code form.

NoteNote

You can modify this field only if the Public Sector configuration key is selected, and if the Allow changes on invoice check box is selected for the selected billing code in the Billing code form.

Fixed asset number

Select the number of the fixed asset that this transaction is associated with.

Value model

The value model that is assigned to the selected fixed asset.

Dimension account

The dimension account for the invoice line. This account is used for electronic invoicing.

NoteNote

(DNK) This field is available only if information is entered in the EAN field for the customer account that is associated with the invoice. In addition, the field is available only to legal entities whose primary address is in Denmark.

Reasons

Reason code

Select the reason for the transaction. The list includes all reason codes that have an account type of Customer or Ledger. If a fixed asset is entered on the line, the list includes all reason codes that have an account type of Customer, Asset, or Ledger. For more information, see Reasons (form).

Reason comment

Enter a description of the reason. If you select a reason code before you enter a reason comment, the default comment that is set up for the reason code is displayed. You can change the comment.

Foreign trade

Total weight

Specify the total weight, in kilograms, of the items that are represented by the line.

Project ID

Select the unique identifier for the project that is associated with the selected invoice line.

Caution noteCaution

When you change the project, if project relations are specified in the Ledger posting setup form, the Main account field is updated with the account that is associated with the new project. If you have not yet viewed the accounting distribution for the line by opening the Accounting distributions form, changing the project also changes the ledger account in the Accounting distributions form. To prevent the account from being changed when you change the project, clear the Allow the ledger account number to be edited check box in the Accounts receivable parameters form.

NoteNote
  • This field is available only if the Display project-related fields on free text invoices check box is selected in the Accounts receivable parameters form.

  • If the Public Sector configuration key is selected, and the project ID is associated with the selected billing code, you can prevent this field from being modified. In the Billing codes form, select the billing code, and then clear the Allow changes check box next to the project ID.

Category

Select the default category that is entered on the accounting distribution lines for the project.

Caution noteCaution

When you change the category, if category relations are specified in the Ledger posting setup form, the Main account field is updated with the account that is associated with the new category. If you have not yet viewed the accounting distribution for the line by opening the Accounting distributions form, changing the category also changes the ledger account in the Accounting distributions form. To prevent the account from being changed when you change the category, clear the Allow the ledger account number to be edited check box in the Accounts receivable parameters form.

NoteNote
  • This field is available only if the Display project-related fields on free text invoices check box is selected in the Accounts receivable parameters form.

  • If the Public Sector configuration key is selected, and the category is associated with the selected billing code, you can prevent this field from being modified. In the Billing codes form, select the billing code, and then clear the Allow changes check box next to the category.

Funding source

The customer or other entity that provides revenues for the project. This field is usually populated by the system.

NoteNote

This field is available only if the Display project-related fields on free text invoices check box is selected in the Accounts receivable parameters form, and if the project and customer account that are being invoiced have multiple sources of funding.

Country/region of origin

Specify the country/region of origin for the delivery.

State of origin

Specify the state of origin for the delivery.

Commodity

The item's code for Intrastat reporting. For more information, see Intrastat (form).

NGP

Select the single-digit French national item code.

NoteNote

(FRA) This control is available only to legal entities whose primary address is in France.

Transport

Specify the means of transport for the current order. This field is used for Intrastat reporting.

Transaction code

The identifier of the current transaction code. This field is used for Intrastat reporting.

Port

The port at which the current order is scheduled to be loaded. This field is used for Intrastat reporting. For more information, see Intrastat (form).

Statistics procedure

The code for the current statistical procedure.

Financial dimensions line

Template ID

Select the default template that specifies the financial dimensions to use for distributing transaction amounts. The information in the template will be used to display default dimension values. You can set up a template in the Financial dimension default templates form.

Financial dimensions

The financial dimensions that were set up in the Financial dimensions form.

Where the %1 dimension is used

The account structures and advanced rule structures that use the financial dimensions that you selected in the Financial dimensions or Default financial dimensions field group.

NoteNote

The name of the field depends on the selection in the Financial dimensions or Default financial dimensions field group.

Titre de recette

NoteNote

This control is available only to legal entities whose primary address is in France, and only if the Public Sector configuration key is selected.

Titre

The titre that the invoice line is assigned to.

Invoice lines are assigned to titres and bordereaux de titre on the Maintain titres de recette form.

Bordereau de titre

The bordereau de titre that the invoice line is assigned to.

Invoice lines are assigned to titres and bordereaux de titre on the Maintain titres de recette form.

Date of issue

The date when the invoice line was assigned to the titre.

NoteNote

If the invoice line includes a date of issue, but does not include a titre number, that indicates that the accountant rejected the titre, and the director has not yet assigned a new titre number.

Budgetary account

The summary account that is associated with the titre that the invoice line is assigned to.

Director authorization status

The authorization status that the director assigned to the titre.

There are three possible values:

  • Not reviewed – The director has neither authorized the accountant to collect the amount shown on the invoice line nor rejected the titre de recette.

  • Authorized – The director has authorized the accountant to collect the amount shown on the invoice line from the customer specified in the customer account.

  • Rejected – The director has rejected the titre de recette.

Director

The user who assigned the director authorization status.

Director date and time

The date and time when the director assigned the authorization status.

Accountant acceptance status

The acceptance status that the accountant assigned to the titre.

There are three possible values:

  • Not reviewed – The accountant has neither accepted the invoice line for collection nor rejected the titre de recette.

  • Accepted – The accountant has agreed to collect the amount shown on the invoice line from the customer specified in the customer account.

  • Rejected – The accountant has rejected the titre.

    When this accountant selects this status, the Director authorization status changes to Not reviewed, and following fields are cleared:

    • Titre

    • Bordereau de titre

    • Director

    • Director date and time

Accountant

The user who assigned the accountant acceptance status.

Accountant date and time

The date and time when the accountant assigned the acceptance status.

Memo

An explanation of, or supporting text about, the titre status.

This tab is displayed only in the header view of the form.

Field

Description

Date

Enter the date of the invoice.

Due

Enter the date when the invoice is due.

Cash discount date

The last date on which a payment qualifies for a cash discount.

Currency

The currency that is specified on the invoice.

Posting profile

Enter the posting profile that you want to use for the invoice that is being processed.

NoteNote

If the Use posting definitions check box is selected in the General ledger parameters form, you can associate posting definitions with free text invoice transactions in the Transaction posting definitions form. For more information, see About posting definitions.

Number sequence group

Select the identifier for a number sequence group that was set up in the Number sequence groups form.

Posted

If this check box is selected, the invoice has been posted.

Invoice

The identifier of the invoice.

Release date

To put the transaction on hold until a specified date, enter that date. You can still modify the transaction, and the transaction can be posted on or after the date that you enter.

If you leave this field blank, the transaction can be posted at any time.

NoteNote

You can clear this field to remove the hold.

Recurrence ID

The ID that was assigned to the group of recurring invoices that were generated at the same time, if recurring invoices were generated. For more information, see Key tasks: Recurring free text invoices.

Sales tax group

The sales tax group for the current invoice line. The default value is the sales tax group that is associated with the selected customer account.

Item sales tax group

The item sales tax group for the current invoice line. The default value is taken from the Main accounts - chart of accounts: %1 form or the General ledger parameters form.

NoteNote

If the Public Sector configuration key is selected, the item sales tax group can also be determined by the billing code that is used on the invoice line.

Tax exempt number

The tax exempt number. This number is used to extract statistics.

Document date

Enter the document date for the invoice. If the invoice has been posted, you cannot edit this date.

When you enter a customer or vendor invoice, the actual date of the invoice is usually used as the posting date. Both the due date and the cash discount date are calculated from this date.

Sometimes, you might have to calculate the due date and cash discount date based on a date other than the posting date.

List code

The list code that is used in the EU sales list.

Delivery terms

The terms of delivery for the current free text invoice, such as FOB (free on board) or CIF (cost, insurance, freight).

Terms of delivery specify delivery terms that are related to the change of ownership and costs of delivery. Terms of delivery are set up in the Terms of delivery form.

Location

The name of the delivery location.

Country/region for delivery

The country/region for the delivery.

State for delivery

The state for the delivery.

County for delivery

Specify the region for the delivery.

NoteNote

In the United States, this region is the county.

Address

View the formatted information for the selected address. This is the address that will appear on a printed document. The original address record may contain information that is not included in this view, depending on the specific country/region format.

This tab is displayed only in the header view of the form.

Field

Description

Customer account

Enter the customer account that this invoice is generated for.

Name

The name that is associated with the customer account.

One-time customer

Select this check box if you do not expect to create an invoice for the customer again.

Address

View the formatted information for the selected address. This is the address that will appear on a printed document. The original address record may contain information that is not included in this view, depending on the specific country/region format.

Invoice account

The customer account that is invoiced. This account can differ from the customer account. For example, one customer might receive the products on the invoice, but another customer might be responsible for payment.

Name

The name that is associated with the invoice account.

Recipient

The employee who received the order.

Language

The language that is used on invoices and other documents for the selected customer.

Workflow status

The current state of the invoice in the review process. For more information, see Workflow history (form).

Customer requisition

The number of the customer requisition.

Customer reference

The customer's reference.

Contact

The primary contact for the customer.

Line-specific

If this check box is selected, you must specify the dimension account for electronic invoicing for each invoice line in the lower pane of the form.

If this check box is cleared, you must specify the dimension account for the invoice header.

NoteNote

(DNK) This field is available only if information is entered in the EAN field for the customer account that is associated with the invoice. In addition, the field is available only to legal entities whose primary address is in Denmark.

Dimension account

The dimension account for the invoice header. This account is used for electronic invoicing.

NoteNote

(DNK) This field is available only if information is entered in the EAN field for the customer account that is associated with the invoice. In addition, the field is available only to legal entities whose primary address is in Denmark.

This tab is displayed only in the header view of the form.

Button

Description

Add address

Open the Address form, where you can add a new address record.

Other address

Open the Address selection form, where you can select an existing address record.

Field

Description

Invoice name

The name or legal entity name of the invoice address.

Invoice address

Select the address that you want to use for the selected invoice.

Address

View the formatted information for the selected address. This is the address that will appear on a printed document. The original address record may contain information that is not included in this view, depending on the specific country/region format.

This tab is displayed only in the header view of the form.

Field

Description

Currency

The currency that is specified on the invoice.

Exchange rate

The exchange rate for the currency that is specified on the invoice.

Secondary exchange rate

The secondary exchange rate for the currency that is specified on the invoice.

Description

The description of the exchange rate.

Currency

The currency that is specified on the invoice.

Terms of payment

Enter the payment code that is generated by the Terms of payment form.

Method of payment

The method of payment that was selected for the customer in the Customers form.

You can change the method of payment for the current invoice.

Payment specification

Enter the payment specification code that is generated by using the Methods of payment - customers form. (Click Accounts receivable > Setup > Payment > Methods of payment.)

Bank account

The identifier of customer's bank account.

Payment schedule

The payment schedule that you want to use when you invoice.

Cash discount

Enter the cash discount code that is generated by using the Cash discounts form. (Click Accounts receivable > Setup > Payment > Cash discounts.)

Associated payment attachment on free text invoice

Select the payment slip that you want to print for the free text invoice. Select one of the following options:

  • None – Do not print a payment slip. Select this option if the payment amount is in a currency other than Danish kroner (DKK).

  • FIK 751 – Print an FIK 751 payment slip if you intend to write the payment amount and the due date on the payment slip.

  • FIK 752 – Print an FIK 752 payment slip if you intend to use a computer-generated payment slip that has a preprinted payment amount and due date.

NoteNote

(DNK) This control is available only to legal entities whose primary address is in Denmark.

Discount percentage

The percentage of the transaction that is the cash discount of the transaction.

NoteNote

(BEL) This control is available only to legal entities whose primary address is in Belgium.

This tab is displayed only in the header view of the form.

Field

Description

Template ID

Select the default template that specifies the financial dimensions to use for distributing transaction amounts. The information in the template will be used to display default dimension values. You can set up a template in the Financial dimension default templates form.

Financial dimensions

The financial dimensions that were set up in the Financial dimensions form.

Where the %1 dimension is used

The account structures and advanced rule structures that use the financial dimensions that you selected in the Financial dimensions or Default financial dimensions field group.

NoteNote

The name of the field depends on the selection in the Financial dimensions or Default financial dimensions field group.

This tab is displayed only in the header view of the form.

This tab is available only if the Free text invoice correction configuration key is selected.

Field

Description

Reason code

Select the reason for the transaction. The list includes all reason codes that have an account type of Customer or Ledger. If a fixed asset is entered on the line, the list includes all reason codes that have an account type of Customer, Asset, or Ledger. For more information, see Reasons (form).

Comments

Any comments that were entered about the free text invoice correction.

Related invoices

The invoices that are related to the selected invoice. The following invoice types might be listed:

  • Original invoice – The invoice that contains the information that was corrected.

  • Corrected invoice – The invoice that contains the corrected invoice information.

  • Canceling invoice – The credit invoice that the system generated to cancel the invoice that was most recently corrected. For more information, see Correct a posted free text invoice.

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