Account Payable
One or more accounting distribution is missing a ledger account
This post describes how to fix the issue when the error message ” One or more accounting distribution is missing a ledger account or contains a ledger account that is not valid. Use the accounting distribution form or the Posting profile to update the ledger account. ” appear in the purchase order confirmation.
1/ Error message
Access: Accounts Payable > Common > Purchase orders > All purchase order
- Create a new Purchase order.
- Select Item number and other informations.
- Click on “Confirm”.
- An error message appears.
This error message appears because one or several ledger accounts are missing in the setup. You have to fix the posting profile setup (for the next purchase orders) and the line of the purchase order.
2/ Correction in the purchase order
- Go to the purchase order line
- Click on Financials > Distribution amounts
- You can see the the “Ledger account” field is empty. That is the origin of the error.
- Enter the ledger account missing.
- And close the accounting distribution form.
- You can now confirm and post your purchase order.
Remark: you can also open the Accounting distribution form from the Purchase tab > View distributions. By this way, you can see all the lines (better option if you have several lines in your purchase order).
3/ Correction in the Posting profile form.
Access: Inventory & warehouse management > Setup > Posting > Posting
- Go to the tab Purchase order
- Check if all ledger accounts are setup.
- In my case, the “Purchase expenditure for expense” was not filled for all item groups.
Vendor invoice : Employee to approve
When you create a vendor invoice in Dynamics AX 2012, you need to specify an employee to approve the line. If you don’t, you will this error message “Employee to approve the line is not specified” and you can’t post the invoice.
Invoice journal
To fix this issue, you need to link an employee to your user account :
- Access: System administration > Common > Users
- Select your user.
- Click on “Relation”
- Add a new relation between your user and an employee.
- Now, in the invoice journal, the field “Approved by” will be filled automatically
Invoice register
In the invoice register, you have to select an employee to approve the invoice. If there is no choice in your list, you need to create a new worker in your company.
- Access: Human resource > Workers > Workers
- Click on “Hire a new worker”
- Create your new worker
- Invoice register : the list should contain now your new worker.
Vendor prepayment journal : Accounting schema
This article describes the accounting schema for the vendor prepayment journal flow in Dynamics AX 2012.
If you want a description of the functionality, go to this article : vendor prepayment journal.
Data for the example:
- prepayment without sales taxes : 150
- Prepayment sales taxes : 24,58
- Invoice – Charge account : 550
- Invoice – Sales taxes : 107,8
- Total invoice to pay : 657,8
Remark: the first step is the prepayment journal because there is no accounting for the purchase order. In this example, there is no inventory accounting for the product receipt.
Step 1: prepayment journal
Access: AP > Journals > Payments > Payment journal > Lines > Inquiries > Voucher
- Payment journal : prepayment amount = 150 & Sales tax = 24,58
- Accounting :
- Debit: Prepayment vendor account from the summary account setup in the Vendor posting profile for prepayment (409001).
- Debit: Sales tax recevaible acount from ledger posting groups link to the sales tax code (445660).
- Credit: Sales tax Prepayment account from Vendor posting profile setup for prepayment (445800).
- Credit: Bank account selected in the journal (512020).
- Vendor posting profile for prepayment
Step 2: Vendor invoice
Access: AP > Commons > Vendors > All vendors > Transactions > Voucher
- Invoice: Charge account = 550, Sales taxes = 107,8 and vendor account = 657,8
- Accounting:
- Debit: charge account from” Purchase expenditure for expense” account from the item posting profile (623000).
- Debit: Sales tax recevaible acount from ledger posting groups link to the sales tax code (445660).
- Credit: Vendor account, Summuray account from vendor general posting profile (401000).
- Purchase expenditure for expense: Inventory managment > Setup > Posting > Posting
Step 3: Settle prepayment with the invoice
Access: GL > Inquiries > Voucher transactions
- Prepayment and invoice settlement: prepayment amount = 150 & Sales tax = 24,58
- Accounting:
- Debit: Sales tax Prepayment account from Vendor posting profile setup for prepayment (445800)
- Debit: Vendor account (summuray account) from vendor general posting profile (401000)
- Credit: Sales tax recevaible acount from ledger posting groups link to the sales tax code (445660)
- Credit: Prepayment vendor account from Vendor posting profile setup for prepayment (409000)
Step 4: Payment at due date
Access: AP > Journals > Payments > Payment journal > Lines > Inquiries > Voucher
- Payment journal : remaining payment = 507,80
- Accounting:
- Debit: Vendor account from vendor posting profile (401000).
- Credit: Bank account selected in the journal (512020).
Vendor payment journals
This article describes how to use the payment journal in the accounts payable module of Dynamics AX 2012. There are several options to do the payment flow:
- Option A – payment journal and settlement function: to create payments for one vendor
- Option B – payment journal and payment proposal: to create payments for several vendors in one journal
Option A: payment journal and settlement function
Access: AP > Journal > Payments > Payment journal
- Create a new journal : click on new.
- Select a journal name.
- Click on “Lines”
- In the field “Account’ select the vendor account.
- Click on Function> Settlement
- Select invoices to pay
- Invoices with a exclamation mark symbol are already selected for an other payment.
- Discount amount are automatically calculated.
- And close the form.
- Information about invoices are filled.
- Enter a description,
- And the offset account (bank account)
- Complete other information if needed: payment reference, …
- Depending of the method of payment, generate the payment.
- Click Function > Generate payment
- Update parameter of the payment
- Click OK
- And post the journal.
From the vendor transaction form, you can retrieve the invoices settled with the payment:
Access: AP > Common > Vendors > All vendors > Click Transactions
- Select the transaction
- Click History
Option B: payment journal and payment proposal.
This option is useful when we need to create payments for several vendors in one journal. For example, all payments at due date pay by EFT, …
Access: AP > Journal > Payments > Payment journal
- Create a new journal : click on new.
- Select a journal name.
- Click on “Lines”
- Go to Payment proposal > Create a payment proposal
- Select options of you search: proposal type, due date, currency, methods of payment, …
- Click on Payment to print a report.
Use the Period field in the Methods of payment – vendors form to indicate whether the invoices should be combined in an automatic payment proposal. Select from the following options:
- Invoice: Create one payment transfer for each invoice.
- Date: Create one payment for all invoices that have the same due date.
- Week: Create one payment for all invoices that have a due date in the same week.
- Total: Create one payment for all invoices.
- In the vendor payment proposal form, check the invoices to pay.
- Unselect invoices or customer if needed.
- If you need to update an information for several lines (method of payment for example),
- Select invoices to update.
- Click on “Multiple change”.
- Enter the new method of payment (or other).
- And click on “OK”.
- The information in the top screen are the details of the lines in the bottom of the screen (if the field Link is selected).
- Click to “Transfer” to transfer all the information in the journal lines.
- Complete information in the journal lines if needed
- Generate the payment
- Post the journal
Vendor prepayment journal
This article describes how to create a prepayment for a vendor from a payment journal. You can also choose to do the prepayment from the purchase order, in this case go to this article: vendor prepayment.
The creation of a prepayment from a payment journal is done in 3 steps:
- Step 1: Create the payment journal for the prepayment,
- Step 2: Post the vendor invoice,
- Step 3: Link the prepayment to the invoice,
1/ Create a payment journal
Access: AP > Journals > Payment journal
- Create a new journal.
- Check in the tab “Setup” if amount includes sales tax (select the option you need)/
- Click on “Line” button
- Select the vendor account
- Enter the amount of the prepayment
- Select the offset account (bank account)
- In the tab “Payment” select Prepayment journal voucher. The posting profile of the vendor is automatically updated.
- Enter other informations you need.
- Send the payment (depends of the setup of the method).
- Post the journal.
- In my case, the prepayment is with sales taxes.
2/ Vendor invoice
There is no specific transaction to do in the vendor invoice. Just post the invoice as the regular way (invoice from purchase order or invoice journal).
3/ Link the prepayment to the invoice
The last step befor paying the vendor invoice, is to settle the prepayment with the invoice.
Access : AP > Common > Vendors > All vendor.
- Select the vendor
- Click on Settle open transaction
- Select the prepayment transaction and the invoice
- Click on “Update”
- When you will pay the invoice, only the amount minus the prepayment will be available to the payment.
Vendor Prepayment
This article describes how to use the vendor prepayment functionality in Dynamics AX 2012.
The creation of a prepayment from the purchase order is done in 4 steps:
- Step 1: Setup the prepayment,
- Step 2: Create the prepayment invoice,
- Step 3: Payment journal,
- Step 4: Link the prepayment in the final vendor invoice.
1/ Prerequisites
To use the prepayemnt functionality, you need to setup a specific vendor posting profile (generaly the prepayment general account is different to the vendor account).
Access: Accounts payable > Setup > Vendor posting profiles
In the AP parameters, setup this new posting profile for the prepayment transactions, and select your option for the sales tax.
2/ Purchase order
Access: AP > Common > Purchase orders > All purchase order.
The first step is to create the purchase order:
- Click on New to create a new purchase order
- Select the vendor account
- Select the item and the quantity
- Enter all informaiton you need
- And confirm the purchase order
3/ Setup the prepayment
You must set up the prepayment that will be associated with the purchase order:
- Go to the tab “Purchase”
- And click on “Prepayment”
- Choose between fixed amount or a percent amount. Exemple: you need to pay $100 (select fixed) or you need to pay 30% of the invoice (select percent).
- Click on Save
4/ Prepayment invoice
The next step is to post the prepayment invoice:
- Go to the tab “Invoice”.
- And click on “Prepayment invoice”.
- The field Prepayment must be selected.
- Enter the invoice number and the invoice date.
- The amount is automatically field with the prepayment setup option (previous step).
- Post the invoice.
5/ Payment journal
Access: AP > Journals > Payments > Payment journals
You must create a payment journal to pay the prepayment to the vendor:
- Create a new journal,
- And go to the lines form.
- Enter the vendor number in the field “Account”
- Click on Functions > Settlement
- Mark the prepayment line.
- Payments informations will be transfered automatically to the journal lines.
- Enter the offset account (Bank account)
- Check in the payment tab that the posting profile is the one for prepayment.
- Select (if needed) the Method of payment
- When the status is correct (depends of the setup of the method of payment), post the journal.
6/ Final vendor invoice
Access: AP > Common > Purchase orders > All purchase order.
The final step of the prepayment process is to settle the payment against the final invoice. Go to the purchase order form.
- Open the purchase order
- Receive the product : click on “Product receipt”, enter the receipt number and validate.
- The purchase order status must be “Received”
- Click on “Invoice” button (tab invoice)
- Click on “Apply prepayment” to link the prepayment with the invoice
- Select the prepayment to apply.
- A new line is created in the invoice
- Enter the invoice number and date.
- Post the invoice.
The final step will be to pay the vendor invoice. We can check the amount to pay in the Settle transcation form (AP > Common > Vendors > All vendors): Amount to pay = 295,68 (Invoice with sales tax 394, 68 – prepayment 99).
Vendor invoice : Update sales tax amount
This article describes how to update the sales tax amount in a vendor invoice in Dynamics AX 2012.
1/ Vendor invoice from a purchase order
Access: Accounts payable > Common > Purchases orders > All purchase orders
- Tab “invoice”, click on “Invoice”
- To display details about the sales tax amounts: Tab Financials > Button Sales tax
- Enter the amount of the vendor invoice in the field “Total actual sales tax amount”
- Click on Apply
- You can see the calculated amount and the updated amount
- Click on “Reset actuals to calculated” if you want to cancel your update.
- Enter invoice number, invoice date, …
- And post your invoice.
2/ Invoice journal
Access: Accounts payable > Journals > Invoices > Invoice journals > Lines
- Check that Item sales tax group and sales tax group are filled
- Click on “Sales tax” button
- Enter the amount of the vendor invoice in the field “Total actual sales tax amount”
- Click on Apply
- You can see the calculated amount and the updated amount
- Click on “Reset actuals to calculated” if you want to cancel your update.
- Actual sales tax amount is updated
Vendor Invoice: Voucher template
This article describe how to setup a voucher template for vendor invoice journal in Dynamics AX 2012.
In the invoice journal form, you can create and use voucher template. This functionality is helpful when you have to create several time the same invoice model.
1/ Save a voucher template
Access: AP > Journals > Invoices > Invoice journals
- Select the invoice journal to save as a model.
- Click on button Line.
- Click on Function > Save voucher template.
Remark: one voucher template = one voucher number. If you want to save an invoice with several lines, they must have the same voucher number.
- Choose the option that is suitable to you :
- “Amount”: If the amount of the model if the same for all invoices.
- “Percent”: If the repartition between the financials dimensions or accounts should be divided by the percentage of the amount of the voucher.
Remark: you can not choose the name of your voucher template. But you can create a sequence number to use only for the invoice model (you don’t need to post the journal to save a template).
2/ Use a voucher template
Access: AP > Journals > Invoices > Invoice journals
- Create a new journal
- Click on Line
- Click on Function > Select a voucher template
- Select the voucher template to use and click on OK.
- Enter the amount of the invoice if the model used is “Percent”
- The invoice is created.
- Update field if necessary and post the journal as a regular invoice journal.
Create one invoice fro two purchase orders
This article describes how to create 1 invoice for 2 purchase orders in Dynamics AX 2012.
Option A: Consolidate invoice
For example, I have 2 PO from the vendor “Outdoors”, but he sent me only one invoice.
- PO000038: Qty = 10 / Price = 1200 / Sales tax = 235,2 / Total = 1435,2
- PO000037: Qty = 8 / Price = 960 / Sales tax = 188,16 / Total = 1148,16
Access: AP > Common > Purchase order > All purchase orders
- Select the two PO
- And go to the Invoice tab, button “invoice”
- In the invoice form, enter the number of the invoice (the same number for the two PO).
- Click on “Consolidate invoice” and select an option (Invoice account for this example).
- The two PO are now consolidated
- Post the invoice: click on “Post”
- List of vendor invoices
Option B: Non Consolidate invoice
Access: AP > Common > Purchase order > All purchase orders
- Select the first PO
- And go to the Invoice tab, button “invoice”
- Populate the invoice information: Number, description, date
- Purchase reference contains the number of the PO selected above
- Click “Retreive Purchase orders3
- Select the second purchase order to link to the invoice.
- Click OK
- Purchase reference contains a multiple reference
- New line has been added to the invoice