Enter and post invoices in the Invoice register form [AX 2012]

Updated: January 4, 2013

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

Use this procedure to enter and post vendor invoices. Another worker will approve and post the invoices.

(ESP) You must specify a delivery date to calculate the due date for the journal voucher.

  1. Click Accounts payable > Journals > Invoices > Invoice register.

  2. Create a journal. For more information, see the first steps in Create and validate journals and journal lines.

  3. Click Lines. In the Journal voucher form, enter information about the first vendor invoice, as explained in the following steps.

  4. Enter a date for the line. The default date is the system date.

  5. Enter or select the information that is required for posting:

    • Account – Select the vendor account number.

    • Invoice – Enter the vendor's invoice number.

    • Credit or Debit – Enter the invoice amount. Usually, the Credit field is used for purchases from a vendor, and the Debit field is used for credit notes from a vendor.

    • Approved by – Select the ID of the worker who will approve the invoice line.

  6. Enter information in other fields, such as Description and Purchase order, as necessary.

  7. (ESP) On the General tab, in the Delivery date field, select the date on which the items or services are delivered. On the Overview tab, the Due date field is updated with the due date that is calculated for the voucher.

  8. Click Validate > Validate voucher only to validate that the line is ready to be posted.


    If budget control is turned on, and the appropriate source documents and journals are enabled for budget control, the Journal voucher form can display a budget check icon. 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. Budget check results can be affected by project budget control settings, over-budget permissions, and other budget control parameters and settings. For more information, see About budget control.

  9. Press Ctrl+N or click New to enter a new line, and then repeat steps 4 through 8 for the next invoice.

  10. Repeat steps 4 through 9 until all the invoices are entered.


    You do not have to validate each line separately. Instead, you can periodically click Validate > Validate to validate all the lines.

  11. Click Post > Post to post the voucher.


    If you receive a message that mentions posting restrictions, you might be set up to post only journals that you created. For more information, see Posting restrictions (form).

Announcements: To see known issues and recent fixes, use Issue search in Microsoft Dynamics Lifecycle Services (LCS).