Vendor invoice from purchase order

This articles describes how to invoice a purchase order from the Account Payables module in Dynamics AX 2012.

The 3 main steps of the purchase flow are the purchase order, the product receipt and the invoice. You can have more steps, depends of the flow of your company.

1/ Purchase order

Access: AP > Common > Purchases Order > All purchases order

• Click on New purchase order
• Select a vendor
• Transfer vendor information : select “Yes”
• Check the information, complete if necessary and click on “OK”

• In the Line view,
• Select an item and enter a quantity and price,
• Enter other information you need n the “Line details” tab.

• In the Header view,
• You can check and modify information about the PO: term of payment, methods of payments, …

• To validate the PO, click on Confirm

• The PO is created and confirmed

2/ Product receipt

Access: AP > Common > Purchases Order > All purchases order

• Select the PO
• Go to the tab “Receive”, and click on Product receipt
• In the field “Product receipt”, enter the number of the product receipt (this field is mandatory).

• In the tab Lines, you can modify the quantity if needed.
• Click on “OK”

• The status of the PO is now confirmed and received

3/ Invoice

Access: AP > Common > Purchases Order > All purchases order

• Select the PO
• Go to the tab “Invoice” and click on the button “Invoice”

• The invoice is automatically filled with the PO and the product receipt information

• Go to the tab “Review” and click on “Matching details” to see all the details from the PO and the delivery note.

• Example: if the invoice price is different to the PO price, an exclamation markl appears.

• Enter the number of the invoice and post the invoice

• The PO is now with the status Invoiced

• If you go to the vendor (AP > Common > Vendors > All vendor) and click on the button “Invoices”, you can see all the list of invoices from the vendor.