Journal voucher - Invoice register (form) [AX 2012]

Updated: February 26, 2011

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 > Journals > Invoices > Invoice register. Click Lines.

Use this form to enter and post basic information about vendor invoices as soon as they arrive. The actual balance in the journal is reflected in the Journal and Per voucher fields.

The invoices are not yet approved for posting to ledger cost accounts, but they are posted to the accounts that are specified in the Arrival and Offset account fields in the Vendor posting profiles form.

NoteNote

To view the posted invoices, open the Invoice pool form. (Click Accounts payable > Inquiries > Invoice pool.) To additionally process the invoices after they have been approved, open the invoice approval Journal voucher form. (Click Accounts payable > Journals > Invoices > Invoice approval journal. Click Lines.)

The following tables provide descriptions for the controls in this form. 
NoteNote

This form may contain workflow buttons. For more information about workflow buttons, see Workflow actions.

Tab

Description

Overview

Create or view vendor invoice lines in the journal. When you post an invoice line and transfer it to the invoice pool, the Transfer check box is selected on the invoice line.

General

View additional information about posting, the document, sales tax, 1099 tax, if applicable, and purchase orders for the invoice line that is selected on the Overview tab.

Cash discount

Enter or view information about the cash discount, if any, that is offered on the invoice line that is selected on the Overview tab.

Remittance

View the name that was specified for the location where payments are sent and view or revise the mailing address of that location. This is the mailing address that is printed on remittances and checks.

History

View the history of the invoice line that is selected on the Overview tab.

Invoice information

View specific information for the invoice that is selected on the Overview tab.

Invoice

Enter or view foreign trade information that is used for Intrastat and European Union (EU) sales list reporting.

1099

Enter tax amounts and details to include on the 1099-G or 1099-S form.

NoteNote

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

Button

Description

Post

Open a menu that contains the following items:

  • Post and transfer – Post lines that do not have errors and transfer lines that have errors to a new journal.

  • Post – Post the selected lines. If an error exists, no lines are posted and an error message is displayed.

When you post the journal lines, you transfer them to an invoice pool. In an invoice approval journal, you can transfer them from the invoice pool into the invoice approval journal.

Validate

Open a menu that contains the following items:

  • Validate the invoice register journal – Verify that the journal lines are ready for posting.

  • Validates the current invoice register voucher – Verify that the selected journal lines are ready for posting.

Financial dimensions

Open a menu with options to open a form where you can select financial dimensions for the main account, offset account, or, if it is necessary, a payment fee account. The menu options that are available depend on the form that you are currently working with.

Sales tax

Open the Sales tax transactions form, where you can view the calculated sales tax amounts for the selected transaction.

Approval

Change the approval status of the selected journal line.

NoteNote

This button is available if you select the Active check box for the journal name in the Journal names form.

Functions

Open a menu that contains the following items:

  • Breakdown of voucher – Split the posting and sales tax calculation of the selected invoice line.

  • Journal descriptions – Create default descriptions for the journal.

  • Delete the invoice register journal transactions – Delete all lines in the journal.

  • Change the current BLWI code to another BLWI code for the invoice register – Change the current BLWI code to another BLWI code.

    NoteNote

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

  • Transfer budget – Open the Create budget transfer form, in which you can transfer a budget amount from one financial dimension value to another.

Inquiries

Make various inquiries depending on the posting status of the selected line.

  • Before you post the line, click Sales tax totals to calculate and show sales tax totals for the journal.

  • After you post the line, click Voucher to view the resulting transactions.

  • Click Budget check errors or warnings to open the Budget check errors or warnings form, in which you can view the result of a budget check.

Print

Print the Journal, Balances, Cash report, and Posted transactions by journal reports for the journal lines.

Field

Description

(Balance) Journal

The balance for the journal.

(Balance) Per voucher

The balance for the selected journal line.

(Total debit) Journal

The total debit amount for the journal.

(Total debit) Per voucher

The debit amount for the selected journal line.

(Total credit) Journal

The total credit amount for the journal.

(Total credit) Per voucher

The credit amount for the selected journal line.

(Budget check results) Per voucher

Budget checking is available when budget control is turned on and vendor invoices are enabled for budget control. The icons that are displayed identify the result of 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. For more information, see About budget control.

Date

View or enter the posting date. The system date, which typically is today's date, is suggested, but you can change this date. When the date on a line has been changed, that date is suggested when a new line is created.

Voucher

The voucher number for the transaction. Set up the voucher series in the Number sequences form. (Click Organization administration > Common > Number sequences > Number sequences. On the Action Pane, click Number sequence.) The voucher series is attached to the journal name in the Name field in the Journal names form. (Click General ledger > Setup > Journals > Journal names.)

If the number sequence is set to Continuous and no user changes are enabled, this field is skipped.

Account

Enter or view the account number for the current account type.

You can also find the account by entering the search name for the account.

Invoice

Enter or view the invoice number.

When you post directly on customers and vendors in general journals, this field must be filled in to retrieve the item sales tax group from the Main accounts - chart of accounts: %1 form or the Sales tax area of the General ledger parameters form.

Description

Enter a description of the transaction. When you specify an offset account, the same description is used, if no other offset default description is specified.

Debit

Enter the debit amount in the transaction currency.

Credit

Enter the credit amount in the transaction currency.

Sales tax group

Enter or view the sales tax group for the transaction. The default value is from the Sales tax group field in the Main accounts - chart of accounts: %1 form.

Item sales tax group

Enter or view the item sales tax group, which can be specified for each journal line. The default value is from the Item sales tax group field in the Main accounts - chart of accounts: %1 form. If this field is empty, the value in the Item sales tax group field in the Sales tax area of the General ledger parameters form is used.

NoteNote

If the Exempt check box in the Main accounts - chart of accounts: %1 form is selected, a default value is not displayed, but you can enter a value.

Approved by

The worker who approves the transaction. The default value is the user who is logged on to the system, but you can change this. In the Approve field in the Journal names form, you can restrict the approval function to a specific user group.

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.

GST/HST

Select the Goods and Services Tax or Harmonized Sales Tax (GST/HST) transaction type.

  • None – No sales tax transaction is created.

  • Rebates (Line 111) – A sales tax transaction is created for the rebate transaction type.

  • Tax on acquisition – A sales tax transaction is created for the acquisition transaction type.

  • Self-assessment (Line 405) – A sales tax transaction is created for the self-assessment transaction type.

NoteNote

(CAN) This control is available only to legal entities whose primary address is in Canada.

Type of operation

Select the operation type as 03: professional services, 06: rent/lease, or 85: Others for the Declaración Informativa de Operaciones con Terceros (DIOT).

NoteNote

(MEX) This control is available only to legal entities whose primary address is in Mexico.

Terms of payment

The terms of payment for the current invoice.

NoteNote

The calculation occurs only if an invoice number is entered.

Due date

The due date for the selected transaction.

Payment ID

The payment identifier that is used when a payment is made. If a payment proposal is used, the payment ID from the invoice or credit note is suggested, but you can change this.

Tax exempt number

Select the tax exempt number for the transaction. The tax exempt numbers are created in Tax exempt numbers form. (Click General ledger > Setup > Sales tax > External > Tax exempt numbers.)

Purchase order

Specify the purchase orders that pertain to this invoice.

NoteNote

This field is used only for information. You can specify multiple purchase orders by entering a comma between them.

Enterprise number

The enterprise number that is used to identify Belgian organizations.

NoteNote

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

Method of payment

The payment method that is used on the current payment, invoice, or credit note.

Payment specification

Specify the payment specification, if any, for the current method of payment.

Currency

When you post in a foreign currency, you must specify which currency you are using.

The default value is determined by using the following priority:

  1. The Currency field in the Main accounts - chart of accounts: %1 form.

  2. The Currency field in the Journal form, taken from the Journal names form.

  3. The Accounting currency field in the Ledger form. (Click General ledger > Setup > Ledger.)

NoteNote

In the Validate currency code field in the Main accounts - chart of accounts: %1 form, you can set up validation rules for the use of the currency.

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.

The exchange rate is expressed as the number of units of the foreign (non-accounting) currency that is indicated in the Quotation unit field in the Currency exchange rates form.

Secondary exchange rate

The secondary exchange rate.

Cross rate

The cross rate for the two exchange rates.

Calculation method

The basis for the calculation of the cross rate.

Calculated sales tax amount

The calculated sales tax amount in the transaction currency.

Actual sales tax amount

The actual or updated sales tax amount for the journal line.

Cash discount

Enter or view the code for the cash discount for subsequent approval.

Cash discount date

The latest payment date to qualify for a cash discount, which is calculated based on the Cash discount field. You can change this date.

NoteNote

If a cash discount hierarchy is used, the first date of the cash discount is displayed.

Cash discount amount

The cash discount amount that is included in the payment.

When payment is made before the deadline, the specified amount is redeemed and is posted automatically.

Account identification

Select or view the bank account of the recipient.

This field can be edited if the payment status is not Sent or Approved.

Posting profile

The posting profile for the transaction. The default value is from the setup for the selected account type. A posting profile must be specified for every update of, for example, a vendor, customer, or fixed asset transaction.

Offset account

Enter or view the account number for the current offset account type.

NoteNote

In the Main accounts - chart of accounts: %1 form, you can set up a default offset account that is displayed in this field. You can also do this in the Offset account field in the Vendors form.

Offset-transaction text

If a description other than the one that is entered in the Description field should be used, enter it here.

Document

Enter the number, or name, of the document that is the basis of the transaction.

Document date

Enter or view the date for the document, such as the date for a vendor invoice. This date determines the values in the Due date and Cash discount date fields.

1099 box

Select the 1099 form on which to print the 1099 amount.

NoteNote

(USA) This control is available only to legal entities whose primary address is in the United States. If the Public Sector 1099G or Public Sector 1099S configuration keys are selected, 1099-G or 1099-S options are displayed in this list. If you select G-2 or S-2, use the 1099 tab to enter additional details. For more information, see (USA) About year-end 1099 reporting.

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.

1099 amount

Enter or view the amount to be reported on the 1099 form. For more information, see (USA) About year-end 1099 reporting.

NoteNote

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

State/province

Specify the state for the delivery.

NoteNote

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

1099 state amount

The amount to be reported on the 1099 form, in the accounting currency.

NoteNote

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

Invoice declaration

Modify the invoice declaration ID for the vendor.
NoteNote

(ISL) This control is available only to legal entities whose primary address is in Iceland.

Cash discount date

The date of the cash discount to be used for the vendor invoice, when an invoice is settled in time to obtain a cash discount. The cash discount is automatically posted to the ledger account that is specified for the cash discount.

Cash discount amount

The cash discount amount that is included in the vendor transaction when invoicing, in the transaction currency.

Amount in transaction currency

The cash discount amount in the transaction currency.

Remittance location

The name that was specified for the location where remittances are sent.

Address

The mailing address that is printed on remittances and checks.

Reported as ready by

The user who reported the journal as ready.

Approved by

The user who approved the journal.

Rejected by

The user who rejected the journal.

Posted on

The date of the final posting in the journal.

Foreign company accounts

The foreign company account (legal entity) where the voucher has also been posted.

Foreign voucher

The voucher number in the other legal entity.

Transferred on

The transfer date for the transaction.

Transferred by

The user who transferred the voucher.

Transferred to journal

The number of the journal that the transaction was transferred to.

Errors detected

Any error messages for the voucher and the actions that were taken.

Item number

Select the item number that was purchased.

Product name

The description of the item.

Configuration

The configuration of the item that specifies the specific attributes for the item.

Size

Select the item size.

Color

Select the item color

Quantity

The quantity of the item for the transaction.

Unit

Enter the number of units for the selected item.

Unit price

Enter the price per unit.

Discount percent

Enter the discount percentage.

Discount

Enter the discount amount.

Multiline discount percentage

Enter the discount percentage for multiple lines.

Multiline discount

Enter the discount amount for multiple lines.

Transaction code

The identification code of the transaction.

Transport

Specify the means of transport. This information is used for Intrastat reporting.

Port

The port where the delivery is to be loaded.

Statistics procedure

The code for the statistical procedure.

Commodity

The item code for Intrastat reporting.

Additional units

The number of additional item units for the invoice.

Charges percentage

Enter the charges for the journal.

Country/region

Select the country/region for delivery of the goods.

State/province

Select the state or province for delivery of the goods.

1099 G-2 Details

If you selected G-2 in the 1099 box field, you can modify the fields in this section. For more information about these fields, review the IRS guidelines for the 1099-G form.

  • G-3 amount is for tax year – Select this check box to enter the year that the G-2 amount applies to.

  • G-8 trade or business income – Select this check box to indicate that the G-2 amount applies to trade or business income.

NoteNote

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

1099-S

If you selected S-2 in the 1099 box field, you can modify the fields in this section. For more information about these fields, review the IRS guidelines for the 1099-S form.

The S-2 gross proceeds field is not displayed because this amount is the same as the amount in the Settled federal 1099 field. For more information, see (USA) About year-end 1099 reporting.

NoteNote

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


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