Import and create one-time vendors and invoices (Public sector) [AX 2012]

Updated: June 19, 2015

Applies To: Microsoft Dynamics AX 2012 R3

You might have a situation where you have to create multiple invoices for new vendors with whom you have no regular relationship. If neither approval nor a purchase order is required, you can quickly create invoices at the same time as you create records for the vendors. For example, you might want to support vendor payments for jury duty, registration payments, and customer refunds or other payments where master vendor records do not exist.

NoteNote

This feature is available only if Microsoft Dynamics AX 2012 R3 Cumulative Update 8 is installed, and if the Public Sector configuration key is selected.

To create multiple one-time vendors and invoices, you first create a file that contains the vendor and invoice information, and then import it into a staging table in AX 2012 R3 CU8. Then you process the imported file and generate the invoices. The import file must be in CSV format (comma-separated values).

Typically you create the data file in spreadsheet format and save it in CSV format. Each field label in the following table is equivalent to a column heading in a spreadsheet, and each spreadsheet row contains the data for each applicable column.

Because commas are used to separate the fields in a CSV file, do not use commas in the text of an entry. For example, if you want to specify a company name of “Smith, Smith, and Jones,” enter it as “Smith Smith and Jones”.

  • For any fields in this form that you don’t enter new values into, the newly created vendor accounts will use values from the one-time vendor profile that is referenced in the Accounts payable parameters form. For example, if the one-time vendor profile in the parameters form has a method of payment set to Check, then the one-time vendors you are adding will have that method of payment set.

  • The One-time supplier Accounts Payable number sequence is used to assign the one-time vendor accounts and must not be set to Continuous for this service. For more information about how to set up number sequences, see Set up number sequences.

  • Invoices are generated in a draft state. Before creating payment proposals for payment, you must post the invoices.

  • You can also quickly create a single one-time vendor and invoice. For more information, see Create a one-time vendor and invoice (Public sector).

Follow this link to download a sample CSV file.

NoteNote

This file is provided in English only. If you translate the file, the label text in the CSV file must match your translation of the field labels in the following tables.

The following tables show the fields that the import file must contain.

Vendor section

 

Field

Details

Record type

Person/Organization

First name

(If record type is Person)

Middle name (Optional)

(If record type is Person)

Last name

(If record type is Person)

Vendor name

(If record type is Organization)

Group

10-character limit

Country/region

10-character limit

ZIP/postal code

Street

City

City

Federal tax ID (Optional)

(U.S.-only) 1099 number

Tax ID type

(U.S.-only) Values can be Unknown, Employer Identification Number, Social Security Number, Individual Taxpayer Identification Number, or Adopted Tax Payer Identification Number.

NoteNote

If no Federal tax ID is provided, the Tax ID type should have a value of Unknown.

Bank account (Optional)

Bank account name

Bank account number

Routing number (Optional)

SWIFT code (Optional)

Also known as BIC (Bank identifier code)

IBAN (Optional)

International bank account number; 34-character limit

Invoice section

 

Field

Details

Invoice number

Invoice number; 20-character limit

Invoice description (Optional)

Posting date (Optional)

Date format

Invoice date

Date format

Due date (Optional)

Date format

Line number

Item number (Optional)

20-character limit

NoteNote

If you provide no item number, you must provide values in the Procurement category and Procurement category hierarchy fields. If no procurement category and procurement category hierarchy values are provided, you must provide an item number.

Item name (Optional)

60-character limit

Procurement category hierarchy (Optional)

NoteNote

If you provide a value for this field, the Procurement category field is also required.

Procurement category (Optional)

NoteNote

If you provide a value for this field, the Procurement category hierarchy field is also required.

Quantity (Optional)

Unit (Optional)

10-character limit

Line net amount

Decimals allowed

Unit price (Optional)

Decimals allowed

Reservation line (Optional)

NoteNote

If the file you import has a Unit price column but you have not enabled general budget reservations, an error message will appear, stating that the number of columns is not valid. You’ll then need to either enable general budget reservations or remove the column from the file.

NoteNote

General budget reservations are available only if the Public Sector configuration key is selected and if Microsoft Dynamics AX 2012 R3 Cumulative Update 8 is installed with the following hotfix: KB3047235

Distributions section

 

Field

Details

Number

Accounting distribution line number

Ledger account

Percent

Decimals allowed

Use the following steps to create multiple one-time vendors and invoices.

  1. Click Accounts payable > Area page > Periodic > Import one-time vendors and invoices.

    Caution noteCaution

    Importing a new file overwrites any records that have been imported but not processed, and the invoices for those vendors will not be created. To check whether unprocessed records exist, click Cancel, and then click Process one-time vendors and generate invoices. Then continue with the following step.

  2. In the Import one-time vendors and invoices form, in the File name field, specify the file that contains the vendor and invoice information.

  3. In the Account structure list, select the account structure you want to assign to the imported invoice ledger accounts.

  4. Click Import. The vendor and invoice information is imported.

    If there are errors, a report will be printed. Correct any listed entries in the import file, and then reimport the file.

  5. When the report is satisfactory, click Close.

  6. Click Accounts payable > Area page > Periodic > Process one-time vendors and generate invoices.

  7. Under Parameters, select whether you want to process vendor records for vendors who already have a record in your system.

    ImportantImportant

    If you choose not to process duplicate vendors, the related invoices will not be processed either. You can manually create an invoice by using the information in the CSV file.

    Microsoft Dynamics AX looks for duplicate vendor names or Federal tax IDs.

  8. Optional: You can modify the batch process that will run. Click the Batch tab, and then change any settings you want.

  9. Click Process.

    An Infolog message appears when the process has run successfully

  10. Optional: You can use AX reports to view and print a list of the added one-time vendors and invoices by creation date.


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

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