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.

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”

• 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”.

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

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

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”

• 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

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

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

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

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

• Check accounting: click on Inquiries > Voucher