(ISL) Update vendor invoice declarations and generate the report

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

You can enter transactions for payments made to vendors and update a vendor's invoice declaration in various accounting forms. You can enter information about vendor invoices, create project expense transactions for payments made from the invoices, and post the invoices. Use the procedures to update invoice declaration. You can also generate an invoice declaration text file for a vendor or a subcontractor.

Update the invoice declaration in the Purchase order form

1. Click Accounts payable > Common > Purchase orders > All purchase orders.

2. Select an existing purchase order.

   –or–

   Click Purchase order to create a new purchase order. For more information, see Create a purchase order. In the Create purchase order form, in the Vendor account field, select the vendor associated with the purchase order, and then click OK to return to the Purchase order form.

3. Click the Price and discount FastTab, and in the Currency field, select the currency code.

4. Click the Setup FastTab, and in the Invoice declaration field, modify the invoice declaration for the purchase order. The default value is updated from the Vendors form.

5. Click Purchase > Confirm to confirm the purchase order.

6. Click Receive > Packing slip to open the Packing slip journal form.

7. In the Product receipt field, enter the packing slip number, and then click OK.

8. Click Invoice > Invoice to open the Vendor invoice form and post the invoice.

9. In the Number field, enter the invoice number.

10. Click Process > Post to post the vendor invoice.

11. Close the forms to save your changes.

Update the invoice declaration in the Journal voucher – General journal form

1. Click General ledger > Journals > General journal.

2. Press CTRL+N to create a new journal.

3. In the Name field, enter the journal name.

4. Click Lines to open the Journal voucher form.

5. Press CTRL+N to create a new record.

6. In the Account type and Account fields, select Vendor and the vendor account number.

7. In the Offset account type and Offset account fields, select the offset account type and offset account number. For more information, see Post invoices in an invoice journal and Create and validate journals and journal lines

8. Click the Invoice tab, in the Invoice declaration field, modify the invoice declaration for the vendor.

9. Click Validate > Validate to validate the invoice.

10. Click Post > Post to post the invoice.

11. Close the forms to save your changes.

Update the invoice declaration in the Journal voucher – Invoice register form

1. Click Accounts payable > Journals > Invoices > Invoice register.

2. Press CTRL+N to create a new journal.

3. In the Name field, enter the journal name.

4. Click Lines to open the Journal voucher form.

5. Press CTRL+N to create a new record. For more information, see Enter and post invoices in the Invoice register form.

6. In the Date field, select the posting date. The voucher number is displayed in the Voucher field.

7. In the Account field, select the account number for the current account type.

8. In the Invoice field, enter the invoice number.

9. In the Debit or Credit fields, enter the transaction amount.

10. In the Approved by field, select the employee that has to approve the journal.

11. Click the General tab, and in the Invoice declaration field, modify the invoice declaration for the vendor.

12. Click Validate > Validate to validate the invoice.

13. Click Post > Post to post the invoice.

14. Close the forms to save your changes.

Update the invoice declaration in the Expense journal form

1. Click Project management and accounting > Journals > Expense.

2. Press CTRL+N to create a new journal.

3. In the Name field, select the journal name.

4. Click Lines to open the Journal voucher form.

5. Press CTRL+N to create a new record.

6. In the Project and Category fields, select the project identification number and the category for the project..

7. Click the General tab, and in the Account field, select the account number for the account type.

8. In the Offset account type and Offset account fields, select Vendor and vendor account number.

9. Click the Invoice tab, and in the Invoice declaration field, modify the invoice declaration ID for the vendor.

   Note

   The Invoice tab is available only if you select Vendor in the Offset account type field.

10. Click Validate > Validate to validate the invoice.

11. Click Post > Post to post the invoice.

12. Close the forms to save your changes.

Update the invoice declaration in the Invoice pool excl. posting form

1. Click Accounts payable > Journals > Invoices > Vendor invoice pool excluding posting details.

2. Select an existing record, or press CTRL+N to create a new record.

3. In the Date field, select the posting date.

4. In the Vendor account field, select the vendor account number.

5. In the Currency field, select the currency code. For more information, see Enter vendor invoices in an invoice pool.

6. Click the Invoice tab, and in the Invoice declaration field, modify the invoice declaration ID for the purchase transaction.

7. Close the form to save your changes.

Generating the vendor invoice declaration and text file

You can create an annual declaration that details the amounts paid to vendors and subcontractors, and then generate a text file of the report for upload to a government website. Click Accounts payable > Reports > Statistics > Vendor > Vendor invoice declaration.

In the Vendor invoice declaration report you can view the following information:

• The amounts paid to vendors and subcontractors during the year. The report layout and .txt file can include negative amounts.

• The currency type.

See also

Purchase order (form)

Journal voucher - General journal (form)

Journal voucher - Invoice journal (form)

Journal voucher - Invoice register (form)

Expense journal (form)

Vendor invoice pool excluding posting details (form)