Resource Page for Purchase Order Invoicing in Microsoft Dynamics AX

This blog post summarizes common questions and answers about purchase order invoicing (PO invoicing). The following questions are included:

• Where is the documentation for PO invoicing?
• Why are there extra journal entries for Purchase order expenditure, un-invoiced and Purchase expenditure for product when vendor invoices are posted?
• Why are ledger entries missing after I post vendor invoices? (Hint: They’re not really missing…)
• How does invoice matching work in the Vendor invoices form?
• Can I use invoice matching with service items and category-based items, as well as stocked items?
• What do I do if I get a message about pending invoices not being displayed?

 This blog post will be updated with additional questions. Add your question as a comment to the blog, or send email to adocs@microsoft.com.

If you’ve searched online for PO invoicing, you probably haven’t found much official documentation about it. That’s because the terminology changed in Microsoft Dynamics AX 2012. References to purchase order invoice were changed to vendor invoice. Search for vendor invoice AX 2012 to find the most up-to-date documentation.

Start with the following topics on TechNet:

• Key tasks: Vendor invoices
• Vendor invoice (form)

Amounts are posted to these posting accounts when the product receipt is posted, and are then backed out when the invoice is posted. For more information, see the following white paper and blog posts:

• Accounting for stocked items on product receipts and vendor invoices (White paper)
• AX2012 purchasing posting types “Purchase Expenditure for product” and “Purchase expenditure, un-invoiced” (blog post)
• Two voucher strategy for Purchase Distributions (blog post)

If a subledger journal is posted and the Transfer mode field in the General ledger parameters form is set to Batch or Asynchronous, the ledger entries might not be posted immediately after you click the Post button. For more information, see the following resources:

• General ledger parameters (form)— Synchronous, Asynchronous, and Scheduled batch are the options for the transfer mode. The Asynchronous option transfers when there are resources available. The Scheduled option transfers on a periodic basis, such as daily.
• Vendor invoice (form)— When you click the Post button, the source document line might not be posted immediately if batch or asynchronous posting is set up.
• Batch transfer for subledger journals (form)— If vouchers seem to be missing from the Voucher transactions form, it might be because the batch hasn't been processed yet.
• Dynamics AX2012 Posting and Summarization (blog post)

After invoice matching is set up, invoices are automatically matched when you enter or edit them in the Vendor invoices form. Invoice matching discrepancies are shown in the Invoice matching details form. For information about how to set up invoice matching, see the following topics on TechNet.

• About Accounts payable invoice matching
• Examples: Three-way matching policies
• Set up Accounts payable invoice matching

For information about how to resolve matching discrepancies or make corrections, see the following topics on TechNet.

• About invoice matching and intercompany purchase orders
• Record the receipt of vendor invoices and match against received quantities
• Resolve invoice totals invoice matching discrepancies
• Resolve net unit price invoice matching discrepancies
• Resolve price totals invoice matching discrepancies
• Account for vendor invoice variance due to charges
• Correct a vendor invoice that was matched to the wrong product receipt line

The Financial I training manual explains invoice matching in “Chapter 10: Accounts Payable Daily Procedures.”

You can set up two-way and three-way invoice matching for categories in the Category policy rule form. You might do this if you want to match the expected quantities and costs for services or other items that are not stocked.

1. Click Procurement and sourcing> Setup> Policies> Purchasing policy.

2. On the Action Pane, click Policy to create a new policy.

3. Enter a name and select an organization node.

4. On the Policy rules FastTab, select the Category policy rule type, and then click Create policy rule.

5. In the Category policy rule form, click Add.

6. Select a category, and then select a matching policy in the Category matching policy field. Select from the following options:

• • Company policy
  • Three-way matching
  • Two-way matching
  • Not required

What do I do if I get a message about pending invoices not being displayed?

Sometimes, an invoice might end up in a state where it has unsaved changes and you can’t edit it. If this happens, you’ll get the following message when you try to open the Vendor invoice form:

A pending invoice cannot be displayed because it is in use. If nobody else is working with the invoice, you can delete the unconfirmed changes to the invoice, and then you can modify the invoice. Use the Invoice history and matching details form or the Approval journal history and matching details form to delete the unconfirmed changes.

A pending invoice might be “in use” for one of three reasons:

• Microsoft Dynamics AX stopped responding while you were working with the invoice. This is the most common reason for this message.
• You already have the invoice open in another instance of the Vendor invoice form.
• The invoice is in a batch that is waiting to be posted.

If the application stopped responding, you can delete the unsaved changes, and then modify the invoice. If you saved an earlier version of the invoice, you won’t have to start over. You will only have to enter the changes that haven’t been saved.

To delete the unsaved changes from a pending invoice, use the Invoice history and matching details form or the Approval journal history and matching details form.

Invoice history and matching details form

1. Click Accounts payable> Inquiries> History> Invoice history and matching details.

2. Select the purchase order, and then click Invoice.

3. In the Invoice journal form, select the invoice that has unsaved changes.

4. Click File> Delete Record.

Approval journal history and matching details form

1. Click Accounts payable> Inquiries> History> Approval journal history and matching details.

2. Select the purchase order, and then click Invoice.

3. In the Invoice journal form, select the invoice that has unsaved changes.

4. Click File> Delete Record.

This blog post will be updated with additional questions. Leave a question in the comments or send email to adocs@microsoft.com.