Export (0) Print
Expand All

Vendor invoice (form) [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

Click Accounts payable > Common > Vendor invoices > Pending vendor invoices. Select an invoice. On the Action Pane, click Edit. Alternatively, you can double-click an invoice to open the Vendor invoice form.

–or–

Click Accounts payable > Periodic > Maintain vendor invoices.

–or–

Click Accounts payable > Common > Purchase orders > All purchase orders. Select a purchase order. On the Action Pane, click the Invoice tab. In the Generate group, click Invoice to create an invoice from the selected purchase order.

–or–

Click Accounts payable > Common > Vendors > All vendors. Select a vendor account. On the Action Pane, on the Invoice tab, in the New group, click Invoice to create an invoice.

–or–

Click Accounts payable > Journals > Invoices > Invoice approval journal. Click Lines. Click Functions > Purchase order, and then click OK.

Use this form to create or update vendor invoices. This includes information about vendor payment retentions. By default, the form opens in line view. Only limited information about the header is displayed, and you can enter detailed information about lines. To view or change information about the header, click Header view on the Action Pane.

Your organization might use workflow to manage the review process for vendor invoices. If required, a yellow information bar is displayed at the top of this form. Workflow review can be required for the invoice header, the invoice line, or both. The workflow controls apply to the header or the line, depending on where the focus is before you click the control. If an invoice has been approved, the fields and some Action Pane buttons are unavailable.

Action button

Description

Edit

Switch between an editable view of the form and a read-only view.

Delete

Delete the selected invoice.

Cancel

Cancel any unsaved changes and close the form.

Consolidate invoices

Combine multiple invoices into a single invoice, or split a previously combined invoice into the original invoices. You can select whether to combine invoices based on the invoice account or the order identifier, or automatically. Automatic consolidation uses the options that are specified on the Invoice area of the Accounts payable Summary update parameters form. You can also select whether to include pending invoices or only invoices that have been saved. If manual changes have been made and approved in the Invoice matching details form, invoices might not be approved when you consolidate them.

NoteNote

This button is available only if the form is opened from the Periodic menu and is in Grid View.

If you select Order in the Summary update field in the Select the settings for consolidating invoices form that opens, the consolidated (summary) invoice header must have a purchase order associated with it.

If you click this button when a consolidated invoice is selected and you select None in the Select the settings for consolidating invoices form that is displayed, the invoice is split into the original invoices. If the consolidated invoice contains invoice lines that are not for a purchase order, those invoice lines remain on the consolidated invoice.

NoteNote

Prepayments cannot be included when you consolidate orders.

Invoice

Create an invoice.

From purchase order

Create an invoice from selected purchase orders.

NoteNote

This button is available only if the form is opened from the Periodic menu and is in Grid View.

From product receipt

Create an invoice from selected product receipts.

NoteNote

This button is available only if the form is opened from the Periodic menu and is in Grid View.

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.

Retrieve purchase orders

Open the Retrieve purchase orders from, where you can select purchase orders to include in the invoice.

Post

Open a form where you can select the posting settings for the invoice and post the 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.

Match product receipts

Match product receipt lines to vendor invoice lines.

Apply prepayment

Open the Apply prepayment form, where you can apply prepayments to a vendor invoice.

For more information, see Apply prepayments (form).

Totals

View the totals for the invoice lines, which include discounts, sales taxes, and charges.

Attachments

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

Action button

Description

Distribute amounts

Open the Accounting distributions form, where you can create distribution amounts for the selected transaction.

View distributions

Open the Accounting distributions form, where you can view accounting distributions for the vendor invoice header.

Subledger journal

Open the Subledger journal form, where you can view the subledger journal lines for the selected transaction.

Budget check errors or warnings

Open a form where you can view the results of the budget check for the vendor invoice. For more information, see Budget check errors or warnings (form).

Perform budget checking

Perform a budget check on the vendor invoice. For more information, see About budget control.

Maintain charges

View or change charge transactions for the selected invoice, summary invoice header, or individual vendor invoice header.

Allocate charges

Allocate charges for the selected invoice, summary invoice header, or individual vendor invoice header. Allocation is based on the invoice lines and on the quantities and net currency amounts on each of those lines.

Sales tax

View or change the calculated sales tax for the invoice.

Project budget status

Open the Project budget status form, where you can see how this invoice will affect project budgets.

Action button

Description

Matching details

View, correct, and approve price and quantity matching discrepancies for the selected invoice or invoice line. This button is available only if invoice matching is set up for your legal entity. If the purchase order status is Open order, this button is available only if Ordered quantity is selected in the Default quantity for lines field.

If the invoice was processed through workflow, invoice matching calculations might have already been performed. You can use this button to view the results of these calculations.

Policy violations

Open the Policy violations form, where you can view policy violations that are associated with this invoice.

Error text

View error messages for the invoice. For example, if you attempt to post an invoice that does not have an invoice number, an error is displayed in the InfoLog. The same error is visible in when you click this button later.

This button is not available if there are no errors for the invoice.

Action button

Description

Print

Select printing options and print the invoice.

Credit setup

Select whether to check the credit limit for the vendor and whether this vendor invoice represents a credit correction.

Print setup

Open a menu that contains the following items:

  • Invoice

  • Invoice (copy)

  • Intra-Community invoice

  • Print options

Batch

Set up batch processing for posting the invoice.

Mandat de paiement

Open the Maintain mandats de paiement form.

NoteNote

This control is 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.

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

Buttons and links

Description

Add another purchase order

Add another purchase order to the invoice.

History

View any payment holds that are associated with this vendor invoice.

For more information, see (FRA) Vendor invoice payment hold history (form) (Public sector).

NoteNote

This control is 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.

Field

Description

Invoice account

If the invoice is associated with a purchase order, the invoice account that is associated with the vendor for the purchase order is displayed.

If the invoice is not associated with a purchase order, enter the vendor account for the invoice.

Number

Enter the identification number for the invoice.

Invoice group

The invoice group that this invoice belongs to. For more information, see Add invoices to invoice groups.

Invoice description

Enter a brief description for the invoice.

Purchase order

The purchase order or orders that are attached to the invoice.

If an invoice line that is not for a purchase order already exists on the invoice, you might be able to automatically update the line, based on the information in the purchase order that you select. For more information, see Auto charges (form).

Product receipt

The product receipt or receipts that are attached to the invoice.

Purchase agreement

The identification number of the purchase agreement that is associated with this invoice.

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

Posting date

The date when the invoice will be posted and the general ledger will be updated. This date is also known as the accounting date.

Invoice date

The date that is printed on the invoice document.

Due date

Enter the date that payment for the invoice is due. If terms of payment are specified in the Terms of payment field on the Payment FastTab, the default entry is calculated based on the posting date and the terms of payment. For example, if the posting date for the invoice is January 1 and the terms of payment require that payment be made within 14 days of the posting date, the due date is January 15.

If a payment schedule is specified in the Payment schedule field, this field is blank. The due date is automatically calculated based on the payment schedule, posting date, and terms of payment. For example, if the posting date for the invoice is January 1 and the terms of payment require that payment be made within 14 days of the posting date, the due date is January 15. If a payment schedule that allows for six monthly installments is also entered, the due date is June 15. After the invoice is posted, you can view the due date in the Vendor transactions form. (Click Accounts payable > Common > Vendors > All vendors. Select a vendor account. On the Action Pane, click Transactions.)

This field is available only if the selected invoice is not associated with a purchase order.

Prepayment

Select this check box to indicate that this invoice is a prepayment.

If this check box is selected, the options in the Purchase order field include only the purchase orders that have a prepayment remaining amount for the selected vendor.

NoteNote

This field is not available if the selected purchase order does not have a prepayment remaining amount or if a prepayment has not been created for the purchase order.

On hold

Put the invoice on hold to prevent it from posting.

Match variance

If a check mark is displayed, the variance is within allowable tolerances for all types of invoice matching that apply to the invoice.

  • Invoice totals matching – The variance between the expected total amounts based on the purchase order and the actual total amounts on the invoice must be within the allowable tolerance.

  • Price totals matching – The variance between the net amount on the invoice lines and the net amount on the purchase order lines must be within allowable tolerance percentages. The variance for the net amount on each invoice line includes the amount on the selected invoice, plus all posted and other pending invoices for the corresponding purchase order line, added together.

  • Two-way matching – The variance between the net unit price on the invoice lines and the net unit price on the purchase order lines must be within allowable tolerances.

  • Three-way matching – The variance between the net unit price on the invoice lines and the net unit price on the purchase order lines must be within allowable tolerances for lines on the invoice. Also, the invoice quantity and the matched packing slip quantity must be equal for all lines on the invoice.

  • Charges matching – The variance between the expected charges amounts based on the purchase order and the actual charges amounts on the invoice must be within the allowable tolerance.

NoteNote

Two-way matching and three-way matching always match price information by the net unit price. If price totals matching is used, two-way matching and three-way matching also match price information by the net amount. For more information about each type of invoice matching, and examples, see About Accounts payable invoice matching.

If a warning icon is displayed, matching discrepancies exist. The matching discrepancies can be related to invoice totals, net unit prices, price totals, invoice and product receipt quantities, or charges. To view detailed information, click Review on the Action Pane, and then click Matching details.

This field is displayed only if the Enable invoice matching validation check box is selected in the Accounts payable parameters form.

NoteNote

Each time that you open this form, the invoice matching process is performed on unapproved invoices in the form. As a result of this process, an icon is displayed in this field. Therefore, this form displays the most current information. The result of the matching process is also stored and is displayed in the Last match variance field on the Pending vendor invoices list page. Because the field on the list page displays stored information, it is not as current as the information that is displayed in this form.

Variance approved

If a check mark is displayed, matching discrepancies exist, and the Approve posting with matching discrepancies check box is selected in the Invoice matching details form.

This field is blank if matching discrepancies exist and the Approve posting with matching discrepancies check box is not selected in the Invoice matching details form. To view detailed information, click Review on the Action Pane, and then click Matching details.

This field is displayed only if the Post invoice with discrepancies check box in the Accounts payable parameters form is set to Require approval.

Header budget check results

Select to display the budget check result for charges and taxes for the invoice header.

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

Button

Description

Add line

Add a line that is not associated with a purchase order or product receipt.

This button is not available if you are working with an intercompany invoice or an intercompany vendor.

Remove

Remove the selected line from the invoice.

Invoice line

Open a menu that contains the following items:

  • Match product receipts – Open the Match product receipts to invoice form, with the results filtered to show product receipt lines for the selected line.

  • Matching details – Open the Invoice matching details form, where you can view price and quantity matching information.

  • Policy violations – Open the Policy violations form, where you can view violations for this line.

  • Dimensions display – Open the Dimensions display form, where you can select the product dimensions to display in the form.

Financials

Open a menu that contains the following items:

  • Distribute amounts – Open the Accounting distributions form, where you can create distribution amounts for the selected transaction.

  • Budget check errors or warnings – Open a form to view the result of the budget check for the vendor invoice. For more information, see Budget check errors or warnings (form).

  • Perform budget checking – Perform a budget check on the vendor invoice or invoice line.

  • Transfer budget – Open the Create budget transfer form to transfer a budget amount from one dimension value to another.

  • Maintain charges – View or change charges that were specified for the purchase order. If the Find main charges check box is selected in the Procurement and sourcing parameters form, charges might be automatically calculated for invoice lines that are not for a purchase order. For lines that are identified by a category and description, line-level charges for which All is selected in the Item code field in the Auto charges form are added to the invoice line when the category is selected. For lines that are identified by a product, line-level charges are added to the invoice line when the product is selected.

Inventory

Open a menu that contains the following items:

  • Output orders – View output orders for the item on the invoice line.

  • Reservation – View reserved on-hand inventory for the invoice line.

  • Registration – View registration information for the invoice line.

  • Pick – Select the product to return for the invoice line.

  • On-Hand – View information about the on-hand quantity of the item on the invoice line.

  • Lot – View information about the lot that is associated with the item on the invoice line.

  • Transactions – View inventory transactions that are associated with the item on the invoice line.

These options are not available if you are working with an invoice line that is not for a purchase order.

Field

Description

Item number

If the line is not for a purchase order, enter or select an identifier for a released product. The released product must have a product type of either Item or Service in the Released product details form. Also, the released product must not be stocked. Therefore, the Stocked product check box in the Item model groups form must be cleared for the item model group that the product uses.

Item name

The name of the invoiced item or service.

Procurement category

If an item number is selected, this field displays the procurement category for the item.

If an item number is not selected, enter or select a procurement category for the line.

Commitment

The identification number of the commitment that is referred to by this vendor invoice line, together with the commitment line number.

NoteNote

This control is 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.

Quantity

Enter the quantity for the invoice line.

The sign of the quantity, positive or negative, must be the same as the sign of the quantity on the purchase order.

Unit

The purchase unit.

If the invoice line is not for a purchase order, the default entry is from the Released product details form, unless the invoice header is for a purchase order. If the invoice header is for a purchase order but the invoice line is not, the default entry is blank.

If a purchase order is specified for the invoice header, the default entry is from the purchase order and cannot be changed.

Unit price

Enter the price per unit.

Line net amount

Enter the total amount for the invoice line.

Purchase order

The identification number for the purchase order.

Product receipt

The identification number for the product receipt.

Configuration

If the line is identified by a category and description, select a configuration.

Size

If the line is identified by a category and description, select a size.

Color

The color of the item.

Site

The site where you want to receive the ordered or invoiced products.

Warehouse

The warehouse in which to store the products that are received.

Batch number

The batch number of the line. You use the Batches form to set up batch numbers.

Serial number

The serial number of the line. You use the Serial numbers to set up serial numbers.

Product receipt quantity match

If a check mark is displayed, the invoice quantity and the product receipt quantity are equal for the selected line.

A warning icon is displayed if the invoice quantity and product receipt quantity differ for the selected line. To view detailed information, click Review on the Action Pane, and then click Matching details.

This field is blank in the following situations:

  • The invoice line quantity is positive, the Receiving requirements check box for the inventory model group for the item is cleared, and the invoice line is not connected to any product receipts.

  • The invoice line quantity is negative, the Deduction requirements check box for the inventory model group for the item is cleared, and the invoice line is not connected to any product receipts.

If the invoice line is not for a purchase order line, invoice matching cannot be performed and this field is blank.

Price match

If a check mark is displayed, the variance between the invoice net unit price and the purchase order net unit price is within allowable tolerances for the selected line.

If a warning icon is displayed, the price variance exceeds the allowable tolerance for the selected line. To view detailed information, click Review on the Action Pane, and then click Matching details.

If the invoice line is not for a purchase order line, invoice matching cannot be performed and this field is blank.

Price total match

If a check mark is displayed, the variance between the cumulative invoice price total for the line and the purchase order price total for the line is within allowable tolerances for price totals matching.

If a warning icon is displayed, the price variance exceeds allowable tolerances for price totals matching. To view detailed information, click Review on the Action Pane, and then click Matching details.

This field is blank if the Match price totals field in the Accounts payable parameters form is set to a value other than None, and if the matching policy for the line is set to Not required.

If the invoice line is not for a purchase order line, invoice matching cannot be performed and this field is blank.

This field is not displayed if the Match price totals field in the Accounts payable parameters form is set to None.

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

Tab

Field

Description

Line details

Item number

The identifier for a released product.

Item name

The name of the invoiced item or service.

Procurement category

The procurement category for the item, if an item number is selected. Or the procurement category for the line, if an item number is not selected.

Text

If the line is for a purchase order, the item name, category name, and description are displayed, depending on the selection in the Include both name and description check box in the General area of the Form setup form for Procurement and sourcing.

If an item number is not selected, view or enter text that describes the item.

The information in this field will be printed on the invoice.

Quantity

Enter the quantity for the invoice line, in purchase units.

Unit

The purchase unit. If the invoice line is not for a purchase order, the default entry is from the Released product details form, unless the invoice header is for a purchase order.

If a purchase order is specified for the invoice header, the default entry is from the purchase order and cannot be changed.

Unit price

Enter the price per unit.

Price unit

The quantity of items for which a price is set, for example, 1 pack of 100 units sold for 25.75.

Line net amount

Enter the total amount for the invoice line, or accept the default entry.

Purchase order

The identification number for the purchase order.

Commitment

The identification number of the commitment that is referred to by this vendor invoice line, together with the commitment line number.

NoteNote

This control is 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.

Product receipt quantity match

If a check mark is displayed, the invoice quantity and the product receipt quantity are equal for the selected line.

If a warning icon is displayed, the invoice quantity and product receipt quantity differ for the selected line. To view detailed information, click Review on the Action Pane, and then click Matching details.

This field is blank in the following situations:

  • The invoice line quantity is positive, the Receiving requirements check box for the inventory model group for the item is cleared, and the invoice line is not connected to any product receipts.

  • The invoice line quantity is negative, the Deduction requirements check box for the inventory model group for the item is cleared, and the invoice line is not connected to any product receipts.

If the invoice line is not for a purchase order line, invoice matching cannot be performed and this field is blank.

Price match

If a check mark is displayed, the variance between the invoice net unit price and the purchase order net unit price is within allowable tolerances for the selected line.

If a warning icon is displayed, the price variance exceeds the allowable tolerance for the selected line. To view detailed information, click Review on the Action Pane, and then click Matching details.

If the invoice line is not for a purchase order line, invoice matching cannot be performed and this field is blank.

Price total match

If a check mark is displayed, the variance between the invoice price total and the purchase order price total is within allowable tolerances for price totals matching.

If a warning icon is displayed, the price variance exceeds allowable tolerances for price totals matching. To view detailed information, click Review on the Action Pane, and then click Matching details.

This field is blank if the Match price totals field in the Accounts payable parameters form is set to a value other than None and if the matching policy for the line is Not required.

This field is not displayed if the Match price totals field in the Accounts payable parameters form is set to None.

If the invoice line is not for a purchase order line, invoice matching cannot be performed and this field is blank.

Budget check results

Displays the result of the budget checking. A red X indicates that the budget check failed. A yellow triangle indicates that the budget check passed with warnings, and a green check mark indicates that the budget check passed. This field is blank if the budget checking is not performed.

Budget checking is available when budget control is turned on, and Purchase orders and Enable budget control for line item on entry are selected in the Select source documents area of the Budget control configuration form.

Budget check results are affected by project budget control settings, over-budget permissions, and other budget control parameters and settings. For more information, see About budget control.

Close for receipt

Select this check box to set the delivery remainder to zero if the order was not delivered, or was partially delivered.

If the invoice line is not for a purchase order line, this field is not available.

Percentage 
(In the Vendor payment retention field group, in the Retention section)

Enter the percentage of a line total that you want to retain when you pay the vendor.

Amount 
(In the Vendor payment retention field group, in the Retention section)

Enter the monetary amount of a line total that you want to retain.

NoteNote

This amount overrides the value that you entered in the Percentage field, if any.

Total retained amount

The total amount that is retained for the selected line.

Release all retained amount

Select this check box to release all retained payments for the line.

Percentage,
(In the Vendor payment retention field group, in the Release retained section)

Enter the percentage of the line total that you want to release for payment.

Amount,
(In the Vendor payment retention field group, in the Release retained section)

Enter the monetary amount of the line total that you want to release for payment.

Setup

Item sales tax group

Enter or select an item sales tax group for the invoice line.

For lines that do not have an item number specified, the default entry is from the category, as specified in the Procurement categories form.

For lines that have an item number specified, the default entry is from the item.

For lines that are for a purchase order, the default entry is from the purchase order.

If you change the item sales tax group, taxes are recalculated. To view the calculated sales tax, click Financials on the Action Pane, and then click Sales tax. For information about how tax rates are retrieved, see General ledger parameters (form).

Sales tax group

Enter or select an item sales tax group for the invoice line.

If the sales tax group on an invoice header that is not for a purchase order is changed after lines were entered, the change might automatically update the invoice lines. This behavior is based on the selection in the Updating Sales tax group field when you click Update order lines in the Procurement and sourcing parameters form.

Delivery remainder

The sign, positive or negative, of the remaining quantity to deliver in purchase units must be the same as the sign of the quantity on the purchase order.

Line number

The line number for the line in the purchase order.

Reason

Enter or select a reason code.

Reason comment

Enter a comment that describes the reason for the invoice line.

Addressee name

The name of the individual or company name that appears on the delivery address.

For lines that are not for a purchase order, the default entry is from the invoice header and cannot be changed.

Address

The delivery address.

Delivery date

The date when the item was delivered, or is expected to be delivered.

Product

Quantity

Enter the quantity for the invoice line, in inventory units.

The sign, positive or negative, of the quantity in inventory units must be the same as the sign of the quantity on the purchase order.

Deliver remainder

The quantity of items that have not been delivered.

The sign, positive or negative, of the remaining quantity to deliver in inventory units must be the same as the sign of the quantity on the purchase order.

Configuration

The item configuration to specify an item with specific attributes.

Size

The size of the item.

Color

The color of the item.

Batch number

The batch number of the line. You use the Batches form to set up batch numbers.

Serial number

The serial number of the line. You use the Serial numbers form to set up serial numbers.

Site

The site where you want to receive the ordered or invoiced products.

Warehouse

The warehouse in which to store the products that are received.

Location

The inventory location inside a warehouse.

Pallet ID

The unique identifier for the pallet.

Product receipts

Number

The identification number for the product receipt.

Purchase quantity

The quantity of items that were ordered, as expressed in the purchase unit for the item.

Inventory quantity

The quantity of items that were ordered, as expressed in the inventory unit of the item.

Price and discount

Discount

Enter the discount amount for the invoice line.

Discount percentage

Enter the discount percentage for the invoice line.

Multiline discount

The multiline discount.

For lines that are not for a purchase order, this field cannot be changed.

Multiline discount percentage

The percentage amount for the multiline discount.

For lines that are not for a purchase order, this field cannot be changed.

Charges on purchases

For lines that are identified by a category and description, enter a fixed amount for charges that are applied to the purchase.

Project

Project ID

The project number for the current purchase order. The field is populated when you create a purchase order from Project management and accounting.

NoteNote

If you change the project number on a purchase order line that is based on purchase agreement line, you have to remove the link to keep the change.

Activity number

The identifier for the activity in the project that the purchase order line is associated with.

Project category

The category that is used as a default entry.

Item number

If the line is not for a purchase order, enter or select an identifier for a released product. The released product must have a product type of either Item or Service in the Released product details form. Also, the released product must not be stocked. Therefore, the Stocked product check box in the Item model groups form must be cleared for the item model group that the product uses.

If the line is for a purchase order, the item number cannot be changed.

Line property

An attribute that defines the cost and sales percentages and options for revenue accrual and capitalization cost.

Transaction ID

The identification of the transaction.

Quantity

Enter the quantity for the invoice line.

The sign of the quantity, positive or negative, must be the same as the sign of the quantity on the purchase order.

Unit price

Enter the price per unit.

Net amount

Enter the total amount for the invoice line, or accept the default entry.

Sales currency

The currency in which the project is invoiced.

Unit

The purchase unit.

If the invoice line is not for a purchase order, the default entry is from the Released product details form, unless the invoice header is for a purchase order. If the invoice header is for a purchase order but the invoice line is not, the default entry is blank.

If a purchase order is specified for the invoice header, the default entry is from the purchase order and cannot be changed.

Sales price

The sales price per unit, calculated in the current sales currency.

Sales tax group

Enter the sales tax group for the selected invoice.

Item sales tax group

The item sales tax group that is used for project invoicing.

Foreign trade

Transaction code

Select the code for the terms of trade for the invoice line for use with Intrastat. For more information, see About Intrastat.

If the invoice line is not for a purchase order, the default entry is from the invoice header.

If a purchase order is specified for the invoice header, the default entry is from the purchase order and cannot be changed.

Transport

Select a means of transport for the invoice line. This information is for Intrastat reporting.

If the invoice line is not for a purchase order, the default entry is from the invoice header, unless the invoice header is for a purchase order. If the invoice header is for a purchase order, the default entry is blank.

If a purchase order is specified for the invoice header, the default entry is from the purchase order and cannot be changed.

Port

Select the port for the invoice line. This is the port where the goods are to be loaded. This information is for Intrastat use. For more information, see About Intrastat.

If the invoice line is not for a purchase order, the default entry is from the invoice header, unless the invoice header is for a purchase order. If the invoice header is for a purchase order, the default entry is blank.

If a purchase order is specified for the invoice header, the default entry is from the purchase order and cannot be changed.

Statistics procedure

Select the code for the statistical procedure for the invoice line. This information is for Intrastat reporting.

If the invoice line is not for a purchase order, the default entry is from the invoice header, unless the invoice header is for a purchase order. If the invoice header is for a purchase order, the default entry is blank.

If a purchase order is specified for the invoice header, the default entry is from the purchase order and cannot be changed.

Commodity

The commodity code of the item. For transaction lines that are identified by a product, the information in this field comes from the item record and is not editable. For transaction lines that are identified by a description, you can enter a commodity code.

If the invoice line is not for a purchase order, the default entry is blank.

If a purchase order is specified for the invoice header, the default entry is from the purchase order and cannot be changed.

Country/region of origin

The unique identifier of the county or region where the item was manufactured. For transaction lines that are identified by a product, the information in this field comes from the item record and is not editable. For transaction lines that are identified by a description, you can enter a country or region.

If the invoice line is not for a purchase order, the default entry is blank.

If a purchase order is specified for the invoice header, the default entry is from the purchase order and cannot be changed.

State of origin

The unique identifier of the state where the selected item originates. For transaction lines that are identified by a product, the information in this field comes from the item record and is not editable. For transaction lines that are identified by a description, you can enter a state.

If the invoice line is not for a purchase order, the default entry is blank.

If a purchase order is specified for the invoice header, the default entry is from the purchase order and cannot be changed.

Unit weight

The unit weight of the selected item. For transaction lines that are identified by a product, the information in this field comes from the item record and is not editable. For transaction lines that are identified by a description, you can enter the unit weight.

If the invoice line is not for a purchase order, the default entry is blank.

If a purchase order is specified for the invoice header, the default entry is from the purchase order and cannot be changed.

Fixed assets

Create a new fixed asset

Select this check box to create a new fixed asset when the invoice is posted. This field is available only if the Create asset during product receipt or invoice posting check box in the Fixed assets parameters form is selected.

Fixed asset group

Select the fixed asset group that the new fixed asset will be assigned to.

Fixed asset number

The unique identifier for the fixed asset.

Value model

The value model for the new fixed asset.

Transaction type

The type of fixed asset transaction that will be created with the purchase.

Financial dimensions

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.

1099

G-10a state

The two-letter postal abbreviation of the state for which state income taxes are being withheld.

NoteNote

(USA) This control is available only to legal entities whose primary address is in the United States, and if the Public Sector 1099G configuration key is selected.

G-10b state identification number

The identification number of the state department, division, or office reported in box 10a on form 1099-G.

NoteNote

(USA) This control is available only to legal entities whose primary address is in the United States, and if the Public Sector 1099G configuration key is selected.

G-11 state income tax withheld

The amount of state tax that was withheld from the payment, as reported in box 1 on form 1099-G.

NoteNote

(USA) This control is available only to legal entities whose primary address is in the United States, and if the Public Sector 1099G configuration key is selected.

G-3 amount is for tax year

The year the G-2 tax credit amount applies to.

NoteNote

(USA) This control is available only to legal entities whose primary address is in the United States, and if the Public Sector 1099G configuration key is selected.

G-8 trade or business income

Indicates that the G-2 amount applies to trade or business income.

NoteNote

(USA) This control is available only to legal entities whose primary address is in the United States, and if the Public Sector 1099G configuration key is selected.

1099 box code

Select the box code in the 1099 form that the total amount is posted to.

If the invoice line is not for a purchase order, enter or select the code for the 1099 box that should be affected by this invoice.

NoteNote

(USA) This control is available only to legal entities whose primary address is in the United States.

1099 amount

The 1099 amount to be reported. For more information, see (USA) About year-end 1099 reporting.

If the invoice line is not for a purchase order, enter the amount that should be considered for 1099 reporting.

NoteNote

(USA) This control is available only to legal entities whose primary address is in the United States.

Delivery state

The state where the delivery is made.

NoteNote

(USA) This control is available only to legal entities whose primary address is in the United States.

1099 state amount

The amount for state 1099 purposes.

NoteNote

(USA) This control is available only to legal entities whose primary address is in the United States.

S-1 date of closing

The closing date of the real estate transaction.

NoteNote

(USA) This control is available only to legal entities whose primary address is in the United States, and if the Public Sector 1099S configuration key is selected.

S-3 address or legal description

The address or legal description of the property.

NoteNote

(USA) This control is available only to legal entities whose primary address is in the United States, and if the Public Sector 1099S configuration key is selected.

S-4 transferor received property or services

Indicates whether the transferor received or will receive property or services as part of the consideration for the property.

NoteNote

(USA) This control is available only to legal entities whose primary address is in the United States, and if the Public Sector 1099S configuration key is selected.

S-5 buyer part of real estate tax

The amount of the real estate tax that belongs to the buyer.

NoteNote

(USA) This control is available only to legal entities whose primary address is in the United States, and if the Public Sector 1099S configuration key is selected.

Mandat de paiement

Mandat

The mandat that the invoice line is assigned to.

Invoice lines are assigned to mandats and bordereaux de mandat on the Maintain mandats de paiement form.

NoteNote

This control is 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.

Bordereau de mandat

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

Invoice lines are assigned to mandats and bordereaux de mandat on the Maintain mandats de paiement form.

Date of issue

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

NoteNote

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

Withholding codes

The codes that indicate the reasons that the amount paid to the vendor was reduced by the director.

Withholding amount

The total amount that the accountant is to withhold from the payment. When the mandat is printed, this amount is combined with the Deduction amount to show the total amount by which the payment is reduced.

Deduction codes

The codes that indicate the reasons that the amount paid to the vendor was reduced by the accountant.

Deduction amount

The total amount that the accountant is to deduct from the payment. When the mandat is printed, this amount is combined with the Withholding amount to show the total amount by which the payment is reduced.

Director authorization status

The authorization status that the director assigned to the mandat.

There are three possible values:

  • Not reviewed – The director has neither authorized the accountant to pay the amount shown on the invoice line nor rejected the mandat de paiement.

  • Authorized – The director has authorized the accountant to pay the amount shown on the invoice line to the vendor specified in the invoice account.

  • Rejected – The director has rejected the mandat de paiement.

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 mandat.

There are three possible values:

  • Not reviewed – The accountant has neither accepted the invoice line for payment nor rejected the mandat.

  • Accepted – The accountant has agreed to pay the invoice line associated with the mandat.

  • Rejected – The accountant has rejected the mandat.

    When the accountant rejects the mandat, the Director authorization status changes to Not reviewed, and following fields on the invoice line are cleared:

    • Mandat

    • Bordereau de mandat

    • 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.

Requisition order

Select this check box if the director orders the mandat to be paid after the accountant has rejected the mandat.

Memo

An explanation of, or supporting text about, the mandat or the requisition order.

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

For detailed descriptions of the controls on this FastTab, see the information about the Vendor invoice header tab earlier in this topic.

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

Field

Description

Approved

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

Requested approver

The employee who approved the invoice.

Requested approver e-mail address

The email address of the employee who approved the invoice.

Invoice payment release date

Enter a release date to put the invoice payment on hold. If you enter a date, the payment will not be generated until that date. This field is available only if the invoice is approved.

To remove a payment hold, clear the entry in this field. Any user can clear the release date, regardless of which user entered it.

Release date comment

Enter a comment for the Invoice payment release date field.

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

Field

Description

Cash discount code

Enter the code for the cash discount that applies to the invoice. The default entry is the cash discount code that is associated with the vendor account. This field is available only if the selected invoice is not associated with a purchase order.

Cash discount percentage

If a cash discount code is specified, this field displays the percentage of the transaction amount that is the cash discount of the transaction. The discount percentage applies when payment is made before the date that is specified for the cash discount. This field is available only if the selected invoice is not associated with a purchase order.

Posting profile

Select the posting profile for the transaction. The default entry is based on the setup for the vendor or vendor group in the Vendor posting profiles form. This field is available only if the selected invoice is not associated with a purchase order.

Settlement type

The way that settlements for a credit note and invoice will be handled.

  • None – The transaction will not be settled automatically when the invoice is posted. This is the default entry if the Automatic settlement check box is not selected in the Accounts payable parameters form.

  • Open transactions – The transaction will be automatically offset against open transactions according to the First In, First Out (FIFO) principle. This is the default entry if the Automatic settlement check box is selected in the Accounts payable parameters form.

  • Designated transactions – The transaction will be settled with regard to a specific invoice.

This field is available only if the selected invoice is not associated with a purchase order.

Number sequence group

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

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.

Tax exempt number

Enter the tax exempt number that is used to compile statistics for value added taxes (VAT). The default entry is the tax exempt number that is associated with the vendor account. This field is available only if the selected invoice is not associated with a purchase order.

Prices include sales tax

Select this check box if the prices for the selected vendor include sales tax. The default entry is the setting for the Prices include sales tax field that is associated with the vendor account. This field is available only if the selected invoice is not associated with a purchase order.

Ignore calculated sales tax

If this check box is selected, the sales tax amount that you enter or that is sent with the vendor invoice through a web service is used instead of the calculated sales tax amount based on the purchase order. Clear this check box to automatically recalculate taxes if changes are made to the invoice.

If this check box is selected and no overrides are entered, the sales tax amount depends on the selection in the Sales tax direction field in the Sales tax transactions form. If the Sales tax receivable option is selected, and if the Ignore calculated sales tax check box is selected, the sales tax amount is 0.00. If the Sales tax receivable option is not selected, or if the Ignore calculated sales tax check box is not selected, the calculated sales tax amount is used.

This field is available only if the Keep sales tax adjustments for PO invoices check box is selected in the Accounts payable parameters form.

Charges group

For invoices that are not for a purchase order, the default entry is from the invoice account.

If a purchase order is specified for the invoice, the default entry is from the purchase order and this field cannot be changed.

If the Find main charges check box is selected in the Procurement and sourcing parameters form, charges codes that are specified in the Auto charges form are automatically copied for the invoice lines.

Currency code

Select the code for the currency that is associated with the selected invoice transaction. For an invoice that is not associated with a purchase order, the default entry is the currency code that is associated with the vendor account.

If the invoice is associated with a purchase order, the value in this field cannot be changed.

Fixed rate

Select this check box to use a fixed exchange rate.

Exchange rate

The currency exchange rate that applies to the transaction. The currency rate that is expressed here is the rate that is set up in the Currency exchange rates form, but you can change this rate.

Secondary exchange rate

The secondary exchange rate.

Status

The status of the vendor invoice.

  • New – The invoice document has been created.

  • Pending – The invoice document has been saved but not posted.

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

Button

Description

Payment schedule

Enter a payment plan that may have been set up with the vendor for the current purchase order.

Select payment format

Open the Payment by check form, where you can create checks according to the format specified for the method of payment format or the export format that is selected in the Generate payments form. For more information, see Key tasks: Vendor payments and settlements.

Field

Description

Terms of payment

Select the terms of payment that apply to the selected invoice. The due date is automatically calculated based on the terms that are set up for payment in the Terms of payment form. The default entry is the terms of payment that are associated with the vendor account. This field is available only if the selected invoice is not associated with a purchase order.

Payment schedule

If you are paying the vendor for the invoice in multiple installments, select a payment schedule. The default entry is the payment schedule that is associated with the vendor account. If a payment schedule is not specified for the vendor account, this field displays the payment schedule that is associated with the terms of payment for the invoice. This field is available only if the selected invoice is not associated with a purchase order.

A payment schedule cannot be selected if the terms of payment are set up to post a cash amount to a ledger account.

Due date

Enter the date that payment for the invoice is due.

If terms of payment are specified in the Terms of payment field, the default entry is calculated based on the posting date and the terms of payment. For example, if the posting date for the invoice is January 1 and the terms of payment require that payment be made within 14 days of the posting date, the due date is January 15.

If a payment schedule is specified in the Payment schedule field, this field is blank. The due date is automatically calculated based on the payment schedule, posting date, and terms of payment. For example, if the posting date for the invoice is January 1 and the terms of payment require that payment be made within 14 days of the posting date, the due date is January 15. If a payment schedule that allows for six monthly installments is also entered, the due date is June 15. After the invoice is posted, you can view the due date in the Vendor transactions form. (Click Accounts payable > Common > Vendors > All vendors. Select a vendor account. On the Action Pane, click Transactions.)

This field is available only if the selected invoice is not associated with a purchase order.

Invoice payment hold

Select this check box to put the vendor invoice payment on hold.

For more information, see (FRA) Place or release vendor invoice payment holds (Public sector).

NoteNote

This control is 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.

Reason code

If you selected the Invoice payment hold check box, select a code with the reason that the invoice payment was put on hold.

Reason codes can be created in the reasons form. For more information, see Reasons (form).

NoteNote

This control is 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.

Comments

A brief description of the reason code, if one was selected.

This is the default comment that was entered when the reason code was created in the reasons form. For more information, see Reasons (form).

NoteNote

This control is 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.

Method of payment

Select the payment method for the selected invoice. For an invoice that is associated with a purchase order, the default entry is the method of payment that is associated with the purchase order. For an invoice that is not associated with a purchase order, the default entry is the method of payment that is associated with the vendor account.

Payment specification

Select a payment specification code, if one is required for the selected method of payment. Payment specification codes are used with automatic payment transfers and to select different levels of payment specifications. Payment specification codes are defined by banks. They must be included in each payment record in the payment transfer file to inform the bank of the level of payment specification for each payment. For an invoice that is associated with a purchase order, the default entry is the payment specification that is associated with the purchase order. For an invoice that is not associated with a purchase order, the default entry is the payment specification that is associated with the vendor account.

Payment ID

Enter the payment identification that is used for the payment. For an invoice that is not associated with a purchase order, the default entry is the payment ID that is associated with the vendor account.

Payment group code

The payment group that this invoice belongs to. For more information, see Add invoices to payment groups.

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

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

Use this tab to distribute the payment of an invoice to multiple vendor bank accounts.

Button

Description

New

Create a payment disbursement. For more information, see About electronic payments to public sector vendors (Public sector).

Delete record

Delete the selected bank account and allocation.

Field

Description

Bank account

Select the bank account of the vendor for the invoice. For an invoice that is not associated with a purchase order, the default entry is the bank account that is associated with the vendor account.

Allocation percent

For multiple bank accounts, enter a percentage of the payment that should be allocated to each bank. If there is only one bank account, the allocation percentage is 100.

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

Button

Description

Add address

Create a primary address for a party record. For more information, see Manage addresses (form).

Field

Description

Delivery name

The name that is associated with the delivery address for the selected invoice. The default entry is the delivery name that is associated with the legal entity.

Address

The delivery address that is associated with the selected invoice. The default entry is the address that is associated with delivery address name.

Remittance location

The location of the remittance address, for example, Headquarters.

Address

The address that will be printed on remittances and checks.

Site

The site where you want to receive the ordered or invoiced products.

Warehouse

The warehouse in which to store the products that are received.

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

Button

Description

Charges

View header-level charges that were specified for the current purchase order.

Allocation

View header-level charges that are allocated to purchase order lines.

Field

Description

Purchase order

The purchase order number.

Vendor name

The vendor who invoiced the purchase.

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

Field

Description

Transaction code

Select the code for the terms of trade for the lines on the invoice for use with Intrastat. For more information, see About Intrastat. The default entry is the transaction code that is associated with the legal entity in the Foreign trade parameters form. This field is available only if the selected invoice is not associated with a purchase order.

Transport

Select a means of transport for the lines on the invoice. This information is for Intrastat reporting. This field is available only if the selected invoice is not associated with a purchase order.

Port

Select the port for the lines on the invoice. This is the port where the goods on the lines are to be loaded. This information is for Intrastat use. For more information, see About Intrastat. This field is available only if the selected invoice is not associated with a purchase order.

Statistics procedure

Select the code for the statistical procedure for the lines on the invoice. This information is for Intrastat reporting. This field is available only if the selected invoice is not associated with a purchase order.

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.


Announcements: To see known issues and recent fixes, use Issue search in Microsoft Dynamics Lifecycle Services (LCS).
Was this page helpful?
(1500 characters remaining)
Thank you for your feedback

Community Additions

Show:
© 2014 Microsoft