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

Updated: May 31, 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 journal. Click Lines.

Use this journal to enter information about vendor invoices and to post the invoices to the appropriate ledger accounts. The actual balance in the journal is reflected in the Journal and Per voucher fields.

By default, the invoices are approved by the user who is logged on and who enters the journal 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 and view invoice lines in the selected vendor invoice journal.

General

Enter and view more information about the selected invoice line on the Overview tab.

Cash discount

Enter or view information about the cash discount that applies to the selected invoice line.

Invoice

Enter or view information about the invoice that is related to the selected invoice line.

Project

Enter or view information about the project that is related to the selected invoice line.

NoteNote

This tab is displayed only if the journal includes a journal line where Project is selected in the Account type field.

Fixed assets

Enter or view information about the fixed asset that is related to the selected invoice line.

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.

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.

History

View the history of the selected invoice line.

Additional information

Enter additional information about vendors to be included in the Declaración Informativa de Operaciones con Terceros (DIOT) monthly report for purchase transactions.

NoteNote

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

Zakat

Enter Zakat information for journal transactions.

NoteNote

(SAU) This control is available only to legal entities whose primary address is in Saudi Arabia.

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.

Validate

Open a menu that contains the following items:

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

  • Validate voucher only – Verify that the selected journal line is 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.

Approval

Open a menu that contains the following items:

  • Report as ready – Specify that the selected journal line is ready for approval.

  • Approve – Approve the selected journal line.

  • Reject – Reject 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.

Sales tax

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

Period journal

Retrieve a period journal, or save the invoice lines in this journal as a period journal.

Functions

Open a menu that contains the following items:

  • Settlement – Open the Settle open transactions form, in which you can edit and mark open transactions for settlement.

  • Breakdown of voucher – Open the Breakdown of voucher form, in which you can split the posting and sales tax calculation of the selected vendor invoice line.

  • Journal descriptions – Open the Journal descriptions form, in which you can create default descriptions for the journal.

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

  • Invoice pool excl. posting – Open the Invoice pool excl. posting form, in which you can view and edit invoice pool lines and accept the invoices to transfer them to the invoice journal lines.

  • Ledger accruals – Open the Ledger accruals form, in which you can generate ledger accrual transactions from the setup of accrual schemes.

  • Change BLWI code – Change the current BLWI code to another BLWI code.

  • Select voucher template – Open the Voucher templates form, in which you can select a voucher template and copy it to the journal.

  • Save voucher template – Save the selected voucher as a template.

  • 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 that depend on the posting status of the selected invoice line:

  • Before you post the line, click Sales tax totals to view the calculated sales tax totals per sales tax code.

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

  • Click View marked transactions to open the Marked for settlement form, in which you can view transactions that are marked for settlement.

  • 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 reports that are relevant to the journal lines.

Add address

Open the Address form, in which you can add an address.

Other address

Open a form in which you can select a different address.

Field

Description

(Balance) Journal

The balance for the journal.

(Balance) Per voucher

The balance for the selected voucher.

(Total debit) Journal

The total debit amount for the journal.

(Total debit) Per voucher

The debit amount for the selected voucher.

(Total credit) Journal

The total credit amount for the journal.

(Total credit) Per voucher

The credit amount for the selected voucher.

(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 is typically today's date, is the default value. When the date on a line is changed, this date is suggested when a new line is created.

Voucher

The voucher number for the transaction. Set up number sequences in the Number sequences form. (Click Organization administration > Common > Number sequences > Number sequences.) The number sequence is attached to the journal name in the Voucher series 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 allowed, the field is skipped.

Account type

Specify the account type:

  • Ledger

  • Customer

  • Vendor

  • Project

  • Fixed assets

  • Bank

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.

NoteNote

If the Public sector configuration key is selected, you can change this field unless the payment has been made. The value in this field is used as part of the electronic funds transfer (EFT) payments to a vendor’s preferred bank account. Based on the percentage of the invoice amount that the vendor specifies, the fee amount should be sent to that bank 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.

List code

Select the list code for the purchase invoice. This field is available only if the Transfer purchases check box is selected in the Foreign trade parameters form. This field includes the following options:

  • Not included – No list code on the invoice.

  • EU trade – Trade with a customer in another European Union (EU) country/region.

  • Production on toll – Value-added work for a customer in another EU country/region.

  • Triangular/EU trade – Trade between customers in several EU countries/regions.

  • Triangular/Prod. on toll – Value-added work for customers in several EU countries/regions.

Description

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

Debit

Enter the debit amount in the transaction currency.

Credit

Enter the credit amount in the transaction currency.

Offset account type

Select the offset account type, just as you selected an account type in the Account type field.

Offset account

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

NoteNote

You can use the Main accounts - chart of accounts: %1 form to set up a default offset account that is displayed in this field. You can specify a default offset account for specific vendors in the Offset account field in the Vendors form.

Terms of payment

The terms of payment for the current invoice.

Due date

The due date for the invoice that is calculated based on the terms of payment. You can change this date.

NoteNote

The calculation occurs only if an invoice number is entered.

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 the default value, but you can change the value.

Tax exempt number

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

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.

Currency

When posting in a foreign currency, specify the currency you are using.

The default entry is based on the following fields and forms, and is searched for in the following order:

  1. The Currency field in the Main accounts - chart of accounts: %1, Customers, or Vendors forms, according to the account type.

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

  3. The Accounting currency field in the Ledger form.

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 currencies.

Sales tax group

Enter or view a sales tax group for the transaction. This is the default value from the Sales tax group field in the Main accounts - chart of accounts: %1, Customers, or Vendors forms, according to the account type.

Item sales tax group

The item sales tax group for the journal line. This is the default value from the Item sales tax group field in the Main accounts - chart of accounts: %1 form. If this field is empty, the value is retrieved from the Item sales tax group field in the Sales tax area of the General ledger parameters form.

NoteNote

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

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 shown.

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.

Document

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

Document date

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

Account name

The account name for the account on the selected line.

Offset account name

The offset account name for the account on the selected line.

Voucher

The voucher number for the current voucher.

Date

The date of the transaction.

Transfer

Select this check box to mark the transaction as a transfer.

Company accounts

The identifier for another legal entity in your organization, if this is an intercompany transaction.

Sales tax code

Enter the sales tax code for the transaction. It must be specified if the posting type of the ledger account is a tax account.

Sales tax direction

If this check box is selected, the sales tax direction for the current journal line in the current voucher number is controlled by the setup of the Sales tax direction field in the Main accounts - chart of accounts: %1 form for the actual ledger account, which is in the Account field on the journal line.

If customer payments are recorded on a voucher with a fee from the bank, the sales tax direction on the sales tax posting of the fee is determined to be outgoing (Sales tax payable), because of the existence of customer accounts in the current voucher. By selecting the Sales tax direction check box on the line with the fee, the sales tax direction is taken from the chart of accounts, and consequently set to Sales tax receivable if the sales tax direction is set to Purchase.

Sales tax amount

The calculated sales tax amount in the transaction currency.

Offset company accounts

Enter the abbreviation for the legal entity where the current transaction will be offset.

Offset-transaction text

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

Exchange rate

The currency exchange rate between the transaction currency and the accounting currency.

Secondary exchange rate

The secondary exchange rate.

Reason code

Select the reason for the transaction. For more information, see About financial reason codes.

Reason comment

Enter a reason description.

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 transaction type rebate.

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

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

NoteNote

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

Cross rate

The cross rate for the two exchange rates.

Calculation method

The basis for the calculation of the cross rate.

Cash discount date

The date by which the invoice must be settled to obtain a cash discount. If 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.

Amount in transaction currency

The transaction line amount in the transaction currency.

Posting profile

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

Settlement type

When you record a customer payment and you select Customer in the Account type field, the transaction is posted in the current customer account. At the same time, posting automatically occurs in the customer summary account in the general ledger. For information about setup, see Customer posting profiles (form).

When you record a vendor payment and you select Vendor in the Account type field, the transaction is posted in the current vendor account. At the same time, posting occurs automatically in the vendor summary account in the general ledger. For information about setup, see Vendor posting profiles (form).

Approved by

Enter or select the worker who approved the transaction.

Approved

Select this check box if the transaction has been approved.

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.

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.

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.

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.

NoteNote

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

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.

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.

Account identification

Select or view the bank account of the recipient.

You can modify the field if the payment status is not Sent or Approved.

Transaction code

The identification code of the transaction for EU trade. This is used for Intrastat reporting. For more information, see About Intrastat.

Transport

Enter a means of transport for the voucher. This information is used for Intrastat reporting.

Port

Enter 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

Specify the charges for the journal.

Country/region

Specify the country/region for the delivery of the products.

State/province

Specify the state or province for the delivery.

County of origin/destination

Enter the county of origin or destination on the invoice.

NoteNote

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

Project date

The posting date for the project that is attached to the line.

Account

The identifier of the project.

Activity number

Enter or select the project activity that the voucher is associated with.

Category

Enter or select the category to use to classify the voucher.

Worker

Enter or select the worker who is associated with the project.

Line property

Select the identifier for the attribute that defines cost and sales percentages for revenue accrual and capitalization cost. For example, if the voucher is for overtime hours, you might select an Overtime line property.

Transaction ID

The identifier of the project transaction.

Description

Enter a description for the project transaction.

Quantity

Specify the number of units for the project transaction.

Cost price

Enter or view the cost price of the hours that are spent on the transaction.

Sales currency

The currency in which the project is invoiced.

Sales price

Enter or view the sales price of the hours that are spent on the transaction.

Sales tax group

Enter or select the sales tax group for project invoicing.

Item sales tax group

Enter or select the item sales tax group for project invoicing.

Transaction type

Enter or view the type of transaction for the fixed asset transaction.

For more information, see the following topics:

Value model

Select or view the value model for the fixed asset.

The correct value models often are displayed by default. For example, value models that have a status of Sold or Scrapped are not available for additional transactions.

Only value models that are set up for the posting layer of the journal are suggested. For example, if the journal is set up for tax, only value models that are set up for tax are available.

Depreciation run date

The system date when the fixed asset was acquired. You can change this date when the transaction type is Acquisition or Acquisition adjustment, or there is no value model depreciation convention.

NoteNote

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

Remittance location

The address of the location where remittances must be sent.

Address

The mailing address that is printed on remittances and checks.

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, see 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, see 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 1099S configuration key is selected.

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) in which 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.

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.

Type of vendor

Select the vendor type as 04: domestic vendor, 05: foreign vendor, or 15: domestic/global vendor.

NoteNote

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

RFC number

Enter the 12-character Registro Federal del Contribuyentes (RFC) number of the vendor.

NoteNote

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

The first three characters represent the legal entity name, the next six characters represent the date of company registration (YYMMDD), and the last three characters are assigned randomly by the government.

CURP number

Enter the 18-character Clave Única de Registro de Población (CURP) number of the vendor.

NoteNote

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

The first four characters represent the individual’s name, the next six characters represent the date of birth (YYMMDD), the next character represents the gender (M: Female or H: Male), and the next two characters represent the state where the person resides. The last five characters are assigned randomly by the tax authority.

Vendor name

Enter the name of the vendor.

NoteNote

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

Tax registration ID

Enter the tax registration ID for a foreign vendor.

NoteNote

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

Country/region code

Select the country code of the foreign vendor.

NoteNote

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

Nationality

Enter the nationality of the foreign vendor.

NoteNote

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

Zakat sales type

Select a Zakat sales type:

  • Sales – Select for a purchase order that was initiated for a non-project.

  • Projects – Select for a purchase order that was initiated for a project.

  • Other – Select for a purchase order that was initiated for any other Zakat sales type.

NoteNote

(SAU) This control is available only to legal entities whose primary address is in Saudi Arabia.

Project ID

Select a project ID. This field is available only when you select Projects in the Zakat sales type field.

NoteNote

(SAU) This control is available only to legal entities whose primary address is in Saudi Arabia.

Sales order

Select the sales order. This field is available only when you select Sales in the Zakat sales type field.

NoteNote

(SAU) This control is available only to legal entities whose primary address is in Saudi Arabia.

Subcontractor

Select a subcontractor for the Zakat transaction. This field is available only when you select Sales or Projects in the Zakat sales type field.

NoteNote

(SAU) This control is available only to legal entities whose primary address is in Saudi Arabia.

Contract number

Select a contract number.

NoteNote

(SAU) This control is available only to legal entities whose primary address is in Saudi Arabia.

Asset group

Select a Zakat asset group.

NoteNote

(SAU) This control is available only to legal entities whose primary address is in Saudi Arabia.


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