Create and upload EU entry certificates for customer invoices [AX 2012]

Updated: August 1, 2014

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

This topic describes how to create and upload a European Union (EU) entry certificate. You can complete the following tasks for an EU entry certificate:

  • Create and issue an EU entry certificate along with a packing slip or customer invoice for the delivery of items or services to EU countries.

  • Receive the EU entry certificate that is signed by an EU customer.

  • Upload the signed EU entry certificate that is received from the customer or from a third-party who is responsible for delivering items to the customer.

  • Associate the uploaded EU entry certificate with a customer invoice.

  • Update the status of the uploaded EU entry certificate.

The following table shows the prerequisites that must be in place before you start.

Category

Prerequisite

Version

Microsoft Dynamics AX 2012 R2 with cumulative update 7 or later. This feature is also available for Microsoft Dynamics AX 2009 SP1 as a hotfix.

Country/region

The primary address for the legal entity must be in the following countries/regions: EU member state

Related set up tasks

  • Select the Enable entry certificate management and Enable entry certificate issuing check boxes in the Accounts receivable parameters form.

  • In the Customers form, on the Invoice and delivery FastTab, select the Entry certificate required check box to indicate that an EU entry certificate is mandatory for the customer. Select the Issue entry certificate check box to issue an EU entry certificate of the legal entity to the customer.

  • Select a number sequence code for the Entry certificate reference in the Accounts receivable parameters form.

Related transactions

You can create an EU entry certificate automatically or manually. An EU entry certificate is created and printed automatically when you post a packing slip or invoice for a customer using the Packing slip posting form or the Posting invoice form. You can create an EU entry certificate manually for a customer invoice using the Invoice journal form and reprint the EU entry certificate. Additionally, you can enter details about an EU entry certificate that is issued by a third-party using the Entry certificate journal form.

To create an EU entry certificate using a packing slip, follow these steps:

  1. Click Accounts receivable > Common > Sales orders > All sales orders.

  2. Double-click the sales order that you want to create an EU entry certificate for, and then click Edit.

    NoteNote

    On the Setup FastTab, in the Entry certificate field group, if the Entry certificate required check box is selected, it indicates that entry certificates are mandatory for the selected sales order. If the Issue entry certificate check box is selected, it indicates that an EU entry certificate for the legal entity or third-party is issued.

  3. In the Sales order form, on the Pick and pack tab, click Packing slip.

  4. In the Packing slip posting form, in the Quantity field, select Packing slip.

  5. Select the Print entry certificate check box to print the EU entry certificate while posting the packing slip.

    NoteNote

    The Issue entry certificate check box is selected automatically if you selected this check box in the Customers form.

  6. Click OK to post the packing slip and print the EU entry certificate.

–or–

To create an EU entry certificate using an invoice, follow these steps:

  1. In the Sales order form, on the Invoice tab, click Invoice.

  2. In the Posting invoice form, select the Print entry certificate check box to print the EU entry certificate while posting the invoice.

    NoteNote

    The Entry certificate required and Issue entry certificate check boxes are selected automatically if you selected these check boxes in the Customers form.

  3. Click OK to post the invoice and print the EU entry certificate.

You must change the certification status of an invoice before manually creating an EU entry certificate.

To create an EU entry certificate using the Invoice journal form, follow these steps:

  1. In the Sales order form, on the Invoice tab, in the Journals group, click Invoice to open the Invoice journal form.

    –or–

    Click Accounts payable > Journals > Invoices > Invoice journal.

  2. On the Overview tab, select a customer invoice that you want to create an EU entry certificate for, and then click Entry certificate > Change entry certification status.

  3. In the New status field, select Required, and then click OK.

  4. Click Entry certificate > Create entry certificate to open the Create entry certificate form.

  5. Click OK to create an EU entry certificate for the customer invoice.

To register details of an EU entry certificate that is issued by a third party, follow these steps:

  1. Click Accounts receivable > Inquiries > Journals > Entry certificate journal.

  2. Click New to create an EU entry certificate journal line. The Third-party certificate check box is selected automatically.

  3. Specify the EU entry certificate number and the customer account number.

    NoteNote

    The default status of the EU entry certificate is Not printed.

Use the Document handling of %1 form to upload a received EU entry certificate that is signed by an EU customer. After the certificate is uploaded, you can associate the EU entry certificate with an invoice as proof of the delivery of items. This proof is necessary to issue an invoice without VAT and is used during auditing.

To upload an EU entry certificate, follow these steps:

  1. Click Accounts receivable > Inquiries > Journals > Entry certificate journal.

  2. On the Overview tab, select an EU entry certificate journal line that you want to upload a signed EU entry certificate for.

  3. Click File > Command > Document handling to open the Document handling of %1 form, and then upload the signed EU entry certificate document. For more information, see Create a reference to an existing document.

    NoteNote

    After the document is uploaded, the Entry certificate documents attached check box is selected for the EU entry certificate journal line in the Entry certificate journal form, and the Entry certificate receipt status field is updated to Received in the Invoice journal form.

  4. Select the uploaded EU entry certificate, and then in the Associated invoices pane, click Add.

  5. In the Invoice field, select the invoice that is related to the entry certificate.

To update the entry certification status of a customer invoice, follow these steps:

  1. Click Accounts receivable > Inquiries > Journals > Invoice journal.

  2. Select a customer invoice, and then click Entry certificate > Change entry certification status.

  3. In the New status field, select Not required, Required, or Received.

To update the printing status of an EU entry certificate, follow these steps:

  1. Click Accounts receivable > Inquiries > Journals > Entry certificate journal.

  2. On the Overview tab, select an EU entry certificate that you want to change the printing status for.

  3. Click Change status, and then in the New status field, select Cancelled, Printed, or Not printed.

If you don't have access to the pages that are used to complete this task, contact your system administrator and provide the information that is shown in the following table.

Category

Prerequisite

Security roles and duties

To set up and create EU entry certificates for items or services, you must be a member of a security role that includes the following duties:

  • Accounts receivable clerk (CustInvoiceAccountsReceivableClerk)

  • Customer service representative (TradeCustomerServiceRepresentative)

  • Sales clerk (TradeSalesClerk)

  • Shipping clerk (InventShippingClerk)


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

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