Vendor invoice pool excluding posting details (form) [AX 2012]

Updated: May 18, 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 > Vendor invoice pool excluding posting details.

Use this form to enter information about vendor invoices when you receive them. You would typically do this if your organization requires that another user approve the invoices before they are posted.

NoteNote

The invoices remain in the Vendor invoice pool excluding posting details journal until a user moves them into another journal for posting. The invoices are not posted to a temporary arrival account, as are the invoices that are entered and posted in the Invoice register journal.

A user enters basic information from vendor invoices that have been received and entered in the Vendor invoice pool excluding posting details journal. Another user later approves the physical invoices with a stamp or signature.

An accounting user transfers the lines of the Vendor invoice pool excluding posting details journal to the Invoice journal, adds posting information, and posts the invoices. The amounts are then posted to the appropriate ledger accounts and the invoices are ready for settlement.

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

Tab

Description

Overview

Enter or view invoice lines.

General

Enter or view additional information for the selected line, such as offset account information and sales tax information.

Invoice

Enter or view information about the invoice for the selected transaction.

Cash discount

Enter or view information about the cash discount that applies to the journal line or transaction.

Project

Enter or view information about the project that the journal line or transaction is associated with.

This tab is displayed only when Project is selected in the Account type field on the General 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.

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 key is selected.

History

View the history of the journal line or transaction.

Button

Description

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.

Print

Print a report that has information about the invoices that have been entered, but that are not yet approved.

Field

Description

Date

Enter or view the posting date. The default entry is the system date, which typically is today's date.

If you enter a different posting date, the date that you enter is the default entry when a new line is created.

Vendor account

Enter or view the account number for the current account type, such as a vendor account number. You can select a different account type, for example Project, on the General tab.

Description

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

Currency

Enter or select the currency for the transaction.

The default entry is from one of the following fields:

  • The Currency field in the Main accounts - chart of accounts: %1 form, Customers form, or Vendors form, based on the account type that corresponds to the selection in the Vendor account field.

  • The Currency field in the Journal names form for the journal name that is assigned to the journal that you are entering.

  • The Currency field in the Ledger form.

Debit

Enter the debit amount in the currency that is selected in the Currency field.

Credit

Enter the credit amount in the currency that is selected in the Currency field.

Invoice

Enter or view the invoice number.

Pending vendor invoice

If this check box is selected, a vendor invoice has been saved, but not posted, for the selected record.

Due date

Enter the due date for the invoice that you selected in the Invoice field.

The default entry is calculated based on the Terms of payment field.

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.

The default entry is calculated based on the Cash discount field.

NoteNote

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

Company accounts

The abbreviation that is used to identify another legal entity in your organization.

The transaction between the accounts is posted in the Intercompany accounting form for both legal entities.

Account type

Select one of the following account types:

  • Ledger

  • Customer

  • Vendor

  • Project

  • Fixed assets

  • Bank

  • Outdated

Account

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

Posting profile

The posting profile for the transaction. The default entry is based on the setup for the selected account type.

A posting profile or a posting definition must be specified for every update for a transaction, such as a vendor, customer, or fixed asset transaction. For more information, see About posting profiles.

Offset company accounts

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

Offset account type

Select an account type in the offset legal entity for the offset account.

Offset account

Enter the offset account number, based on the selection in the Offset account type field, or accept the default entry.

Offset-transaction text

Enter the description to use for the offset account.

Sales tax group

Enter or view the sales tax group for the transaction.

The default entry is based on the account type in the Sales tax group field in the Main accounts - chart of accounts: %1 form, Customers form, or Vendors form.

Item sales tax group

Enter the item sales tax group for the journal line or accept the default entry.

The default entry is based on the Item sales tax group field in the Main accounts - chart of accounts: %1 form. If this field is empty, it comes 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, no default entry is shown. You can enter a value manually.

Sales tax direction

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

Exchange rate

Enter the currency exchange rate that applies to the transaction.

The default entry is the rate that is set up in the Currency exchange rates form, but you can change this value.

The exchange rate is expressed as the number of units of the foreign currency (not the accounting currency) that is indicated in the Quotation unit field in the Currency exchange rates form.

Secondary exchange rate

The secondary exchange rate for the legal entity. For example, this might be the exchange rate for the reporting currency if your legal entity reports financial information in a currency other than the accounting currency.

Cross rate

The cross rate for the two exchange rates.

Calculation method

The basis for the calculation of the cross rate.

Document

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

Document date

Enter or view a date for the document, such as the vendor invoice. This date is used to calculate the default dates shown in the Due date and Cash discount date fields.

Invoice

Enter or view the invoice number.

Terms of payment

The terms of payment for the current invoice.

Payment ID

The payment identification that is used for the payment. If a payment proposal is used, the default entry is the payment ID from the invoice or credit note.

Tax exempt number

Select the tax exempt number for the transaction.

For more information, see Tax exempt numbers (form).

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.

1099 box

Select the 1099 form to print the 1099 amount on.

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.

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 report 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-11 state income tax withheld

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 for the current payment, invoice, or credit note.

Payment specification

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

Account identification

Select or view the bank account of the recipient.

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 by which a payment must be made to receive a cash discount for early payment. If an invoice is settled in time to obtain a cash discount, the cash discount is posted automatically 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 remaining amount due, after the cash discount amount is subtracted.

Project date

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

Project

The account number for 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.

Description

Enter a description for the project transaction.

Transaction ID

The identifier of the project transaction.

Quantity

Specify the number of units for project transactions.

TipTip

If you enter a quantity and a cost price, and then change one of the values to something else, the other value is recalculated so that the total is the same. If the total should be different, enter the total in the Debit or Credit field on the Overview tab.

Cost price

Enter or view the cost price per unit.

TipTip

If you enter a quantity and a cost price, and then change one of the values to something else, the other value is recalculated so that the total is the same. If the total should be different, enter the total in the Debit or Credit field on the Overview tab.

Sales currency

The currency code in which the project is invoiced. This code is used for the amount shown in the Sales price field.

Sales price

Enter or view the sales price of the units that are represented by 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.

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.

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) 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-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 1099S configuration key is selected.

Approved by

The user who approved the transaction.

Approved

If this check box is selected, the transaction was 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 an optional comment for the Invoice payment release date field.

Transferred by

The user who transferred the voucher.

Transferred on

The transfer date for the transaction.

Transferred to journal

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

Transferred

If this check box is selected, the transaction was transferred to an invoice approval journal.


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