Invoice register

The objective of this article is to describe how to use the invoice register functionality in Dynamics AX2012

The invoice register is use to pre-register invoices when they arrived in the company with few informations (vendor account, invoice number, amount and approval person). Then, invoices are transferred in pool of invoices to approve.

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1/ Step 1: Enter vendor invoice

Access: AP > Journals > Invoices > Invoice register

  • Create a new journal
    • Click on new
    • Select the name of the journal
    • Enter a description in the field “Description”

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  • Create one or several lines:
    • Click on Lines.
    • Update the date if necessary.
    • Select a vendor account in the field “Account”.
    • Enter the invoice number in the field “Invoice”.
    • Enter a description in the field “Description”.
    • Enter the amount of the invoice in the field “Credit” or in the field “Debit” if it is a credit note.
    • Select the person who must approve the invoice in the field “Approved by”.

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  • Validate the invoice:
    • Click on “Validate” to check if the document is correct.
    • Click on “Post” to post the document

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Remark: To search all the invoices waiting for approval, go to:  AP > Inquiries > Invoice pool.

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2/ Step 2: Approve invoice register

Access: AP > Journals > Invoices > Invoice approval journals

  • Create a new journal
    • Click on new
    • Select the name of the journal
    • Enter a description in the field “Description”

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  • Create lines and select invoice to approve :
    • Click on Lines.
    • Click on fine voucher.
  • In the Find voucher screen:
    • Select invoices to approve
    • Click on Select

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  • When all your invoices are selected, click on Ok to transfer invoices in the journal.

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  • The invoice is transferred in the journal.
  • Enter an account for the first debit line
  • In the menu “Approval” select Report as ready.

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  • For the approval user: In the menu “Approval” select “Approve” if the invoice is correct, or “Reject” if the invoice is not approved.

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3/ Step 3: Validate the invoice

Access: AP > Journals > Invoices > Invoice approval journals

  • Validate the journal:
    • Click on “Validate” to check the information
    • Click on “Post” to post the journal in the accounting

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  • Check accounting: click on Inquiries > Voucher

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3 thoughts on “Invoice register

  1. Hello,

    So, the invoice is now posted and can be paid after this?

    How about when the items ordered has been received? Can we link the PO to this Invoice, so that status of PO will appear Invoiced?

    Reply
    • Did you ever figure out how to invoice the PO Receipt since there is already an invoice register invoice for the PO already posted? I am having trouble figuring out exactly how to invoice the PO receipt with the attached invoice register already posted? Any help would be greatly appreciated! Thank you!

      Reply

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