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Key tasks: Free text invoices [AX 2012]

Updated: May 20, 2013

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

A free text invoice is an invoice that is not attached to a sales order. A free text invoice contains a header and one or more lines for items or services that are not tracked in inventory. Use a free text invoice for sales that do not require a sales order, packing slip, and customer invoice. For example, you can use a free text invoice for a consulting fee or services fee, or for a miscellaneous fee for an event reimbursement.

NoteNote

To create or review titres and bordereaux de titres related to a free text invoice, see (FRA) Key tasks: Titres de recette and bordereaux de titre (Public sector). Titres and bordereaux de titre are available only if all three of the following conditions are met:

  • The Public Sector configuration key is selected.

  • The French regulatory configuration subkey is selected.

  • The Use French public sector accounting rules check box in the Budget parameters form is selected.

In versions of Microsoft Dynamics AX 2012 prior to cumulative update 7, only the Public Sector configuration key must be selected, but the primary address of the legal entity must be in France.

  1. Click Accounts receivable > Common > Free text invoices > All free text invoices.

  2. On the Action Pane, click Free text invoice to open the Free text invoice form.

  3. On the Free text invoice header FastTab, select the customer account. The default information for the customer account is displayed.

  4. Select a billing classification.

    NoteNote

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

  5. In the Invoice lines grid, enter a description, select the main account, and enter the quantity and unit price for the invoice line.

  6. On the Line details FastTab, enter any additional information.

  7. To save your changes without posting the invoice, click Close.

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Use this procedure to create a free text invoice that has multiple lines, distributions, and charges.

  1. Click Accounts receivable > Common > Free text invoices > All free text invoices.

  2. On the Action Pane, click Free text invoice to open the Free text invoice form.

  3. On the Free text invoice header FastTab, select the customer account. The default information for the customer account is displayed.

  4. Select a billing classification.

    NoteNote

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

  5. In the Invoice lines grid, enter a description, select the main account, and enter the quantity and unit price for the invoice line.

    NoteNote

    If the Public sector configuration key is selected, you can select a value in the Billing code field for any free text invoice line. Default information for the billing code is entered on the line. This default values are defined in the Billing codes form for the selected billing code.

  6. Optional: To distribute the line amount to multiple ledger accounts, click Distribute amounts on the Action Pane. Enter the distribution information in the Accounting distributions form, and then close the form. For more information, see Create accounting distributions for free text invoices.

  7. Optional: Repeat steps 3 through 6 for each additional invoice line.

  8. Optional: To specify charges, such as freight and postage, click Charges on the Action Pane.

    1. In the Charges transactions form, enter the charge information.

    2. Optional: To distribute the line amount for the charges to multiple ledger accounts, click Distribute amounts. Enter the distribution information in the Accounting distributions form, and then close the form.

    3. Close the Charges transactions form.

  9. Optional: To verify the customer's credit limit, click Totals on the Action Pane. Click Close.

  10. To save your changes without posting the invoice, click Close.

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Use this procedure when you are ready to send an invoice to a customer. To generate electronic invoices, you can print to the screen, to a file, or to an email message.

  1. Click Accounts receivable > Common > Free text invoices > All free text invoices.

  2. Select the invoice that you want to post. On the Action Pane, click Post.

    NoteNote

    Your organization might require a review process for free text invoices. Therefore, if the Post button is not available, the invoice might not have been submitted or approved. If you did not submit the invoice for approval, click Submit. To view the status of a submitted invoice, click Actions > View history. The Actions menu is available only if a workflow is activated.

  3. In the Post free text invoice form, select the Posting check box and the Print invoice check box.

  4. To print the invoice by using the printing settings that have been set up, select the Use print management destination check box. Alternatively, to specify the printer destinations for the invoice, click Printer setup. Click OK.

  5. In the Post free text invoice form, click OK.

    The invoice is posted to the general ledger and sent to the printer destination that is specified. The invoice displays the total of the amounts on the invoice lines and any charges.

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You can prepare a pro forma invoice that you can send to a customer before the sale.

  1. Click Accounts receivable > Common > Free text invoices > All free text invoices.

  2. Select the invoice that you want to print. On the Action Pane, click Post.

  3. In the Post free text invoice form, clear the Posting check box, and select the Print invoice check box.

  4. To print the invoice by using the printing settings that have been set up, select the Use print management destination check box. Alternatively, to specify the printer destinations for the invoice, click Printer setup. Click OK.

  5. In the Post free text invoice form, click OK.

    The pro forma invoice is sent to the printer destination that is specified. The invoice displays the total of the amounts on the invoice lines and any charges.

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