Record the receipt of vendor invoices and match against received quantities [AX 2012]

Updated: July 11, 2011

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

When you receive an invoice from a vendor for goods or services on a purchase order, the business processes might require that the goods or services be received before the invoice can be approved for payment.

This procedure assumes that your legal entity uses the following configuration. For more information, see Set up Accounts payable invoice matching and About Accounts payable invoice matching.

In the Accounts payable parameters form:

  • The Enable invoice matching validation check box is selected.

  • The Post invoice with discrepancies field is set to Require approval.

  • The Display unit price match icon field is set to If greater than tolerance.

  • The Line matching policy field is set to Three-way matching.

In the Price tolerances form:

  • The price tolerance percentage for the legal entity, for All items and All accounts, is zero percent.

Use the Vendor invoice form to enter invoice information. If necessary, you can use the Invoice matching details form to view, correct, and approve invoice lines with matching discrepancies for posting.

Use the Vendor invoice form to enter invoice information. If necessary, you can use the Invoice matching details form to view, correct, and approve invoice lines with matching discrepancies for posting.

  1. Click Accounts payable > Common > Vendor invoices > Pending vendor invoices.

  2. On the Action Pane, click Invoice. The Vendor invoice form opens.

  3. On the Vendor invoice header FastTab, select a vendor account, and then enter the invoice number.

  4. Select one or more purchase orders that correspond to the invoice.

  5. At the top of the form, in the Default quantity for lines field, select Product receipt quantity. The Lines grid displays information about purchase order lines for which a product receipt has been posted, but an invoice has not been posted.

  6. On the Action Pane, click Totals, and then compare the information in the form with the information on the invoice that you received from the vendor. If the amounts differ, note the discrepancies. Close the form.

  7. If the invoice includes a subset of the line items on the purchase order or purchase orders, on the Action Pane, click Match product receipts. Select the appropriate product receipts and close the form.

  8. In the Vendor invoice form, in the Lines grid, compare the line item information in the form with the line items on the invoice that you received from the vendor.

  9. If the amounts or quantities on a single invoice line differ from the invoice that you received from the vendor, make the necessary corrections in the fields in the Lines grid.

  10. If you made changes in step 9 that cause a price variance that exceeds the allowable price variance tolerance, or if the line contains a quantity variance, a warning icon is displayed in the Match variance field on the Vendor invoice header FastTab.

    1. On the Action Pane, click the Review tab, and then click Matching details. A warning icon is displayed in the Match variance column for each invoice line that contains either a price or quantity matching discrepancy.

    2. Select an invoice line for which a warning icon is displayed.

    3. Review the information in the form and make any necessary corrections. For more information, see Invoice matching details (form).

    4. Repeat steps b and c for the remaining invoice lines in the form.

    5. If matching discrepancies remain and Require approval is selected in the Post invoice with discrepancies field in the Accounts payable parameters form, you can select the Approve posting with matching discrepancies check box to approve the invoice for posting.

    6. If matching discrepancies remain and you must contact the vendor or a coworker to resolve the differences, close the Invoice matching details form. In the Vendor invoice form, select the On hold check box on the Vendor invoice header FastTab. For more information, see Resolve net unit price invoice matching discrepancies and Resolve price totals invoice matching discrepancies.

    NoteNote

    If the Matching details button is not available, you might not have access to the Invoice matching details form. In the Vendor invoice form, you can select the On hold check box to prevent the invoice from being posted. After another worker verifies the invoice matching information, you can clear the On hold check box and post the invoice.

You can match vendor invoices to product receipts for multiple invoices at the same time. You might do this if vendor invoices were received through a service or vendor portal and submitted for review through workflow, and you want to perform the invoice matching process immediately instead of waiting for a scheduled task. Only vendor invoices that are submitted to workflow review and are waiting for the Review vendor invoice matching task can be matched by using this procedure. Product receipt numbers must be included with the vendor invoices to be matched.

  1. Click Accounts payable > Common > Vendor invoices > Pending vendor invoices.

  2. Select one or more invoices.

  3. On the Action Pane, click the Review tab, and then click Match product receipts. The Infolog form displays the results of the matching process.

  4. On the Pending vendor invoices list page, view the Last match variance field.

    • OK – Match variances are within allowable tolerances.

    • Warning – Match variances exceed allowable tolerances. Select the invoice, and then click Matching details to view the discrepancies.


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

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