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    Accounts payable en Accounts payable en Document Transcript

    • User's Guide for Accounts Payable
    • NOTICE This material is for informational purposes only. Navision a/s disclaims all warranties and conditions with regard to use of the material for other purposes. Navision a/s shall not, at any time, be liable for any special, direct, indirect or consequential damages, whether in an action of contract, negligence or other action arising out of or in connection with the use or performance of the material. This material is subject to change without notice. According to Danish copyright legislation it is against the law to reproduce any part of this material in any form or by any means without the permission of Navision a/s. The software described is supplied under license and must be used and copied in accordance with the enclosed license terms and conditions. COPYRIGHT NOTICE Copyright  2002 Navision a/s, Frydenlunds Allé 6, DK-2950 Vedbaek, Denmark. All rights reserved. TRADEMARKS The trademarks referenced herein and marked with either TM or  are either trademarks or registered trademarks of Navision a/s or Navision Development a/s. However, the trademarks Microsoft, Windows, Windows NT, SQL Server and BackOffice are either registered trademarks or trademarks of Microsoft Corporation in the United States and/or other countries. Any rights not expressly granted herein are reserved. The trademarks of Navision a/s and Navision Development a/s are listed on this Web site: http://trademarks.navision.com The Arial font was used. Published by Navision a/s. Published in Denmark 2002. DocID: AX-300-USG-005-v01.00-ENUS
    • TABLE OF CONTENTS CHAPTER 1. CREATING PURCHASE ORDERS ...................................................................... 1-1 1.1 About purchase orders ..................................................................... 1-2 1.2 Create a purchase order .................................................................. 1-3 1.3 Working with blanket orders ............................................................. 1-4 1.4 Create a purchase blanket order...................................................... 1-5 1.5 Create a purchase release order...................................................... 1-6 1.6 View attached purchase orders........................................................ 1-7 1.7 Print status of a purchase blanket order........................................... 1-8 1.8 View status of open purchase orders ............................................... 1-9 CHAPTER 2. BACKORDERS ............................................................................................... 2-1 2.1 About backorders ............................................................................. 2-2 2.2 View backorders............................................................................... 2-3 2.3 Print backorder information on packing slips and invoices............... 2-4 CHAPTER 3. MISCELLANEOUS CHARGES ........................................................................... 3-1 3.1 Create misc. charges codes............................................................. 3-2 3.2 Create customer or vendor misc. charges groups ........................... 3-5 3.3 Create item misc. charges groups.................................................... 3-6 3.4 Assign misc. charges groups ........................................................... 3-7
    • 3.5 Define misc. charges automatically ..................................................3-8 3.6 Define misc. charges manually .......................................................3-10 3.7 Allocate misc. charges to purchase order lines ..............................3-13 3.8 Adjust misc. charges to purchase order lines .................................3-14 CHAPTER 4. INVOICE REGISTER .........................................................................................4-1 4.1 About invoice register .......................................................................4-2 4.2 Use invoice register ..........................................................................4-3 CHAPTER 5. INVOICE APPROVAL JOURNAL .........................................................................5-1 5.1 About invoice approval journal..........................................................5-2 5.2 Use invoice approval journal.............................................................5-3 CHAPTER 6. INVOICE POOL EXCL. POSTING .......................................................................6-1 6.1 About invoice register excl. posting ..................................................6-2 6.2 Use invoice register excl. posting .....................................................6-3 CHAPTER 7. INVOICE JOURNAL ..........................................................................................7-1 7.1 About invoice journal.........................................................................7-2 7.2 Use invoice journal............................................................................7-3 CHAPTER 8. PAYMENT MANAGEMENT ................................................................................8-1
    • 8.1 Payment workflow ............................................................................ 8-2 CHAPTER 9. OPEN TRANSACTION EDITING ......................................................................... 9-1 9.1 Open transaction editing .................................................................. 9-2 9.2 Reorganize transactions................................................................... 9-3 9.3 Cross rate......................................................................................... 9-4 CHAPTER 10. CLOSED-TRANSACTION EDITING ................................................................... 10-1 10.1 Reverse settlements....................................................................... 10-2 CHAPTER 11. INTERCOMPANY ........................................................................................... 11-1 11.1 About the intercompany solution .................................................... 11-2 11.2 Set up an intercompany organization............................................. 11-3 11.3 Define external codes for intercompany use .................................. 11-6 11.4 Create an intercompany purchase order........................................ 11-8 11.5 Post an intercompany purchase order ......................................... 11-10 11.6 Create an intercompany sales order ............................................ 11-11 11.7 Post an intercompany sales order................................................ 11-12 CHAPTER 12. SETTING UP PARAMETERS ........................................................................... 12-1 12.1 About setting up accounts payable parameters ............................. 12-2 12.2 Set up accounts payable parameters............................................. 12-4 12.3 Set up automatic update of purchase order lines........................... 12-5
    • CHAPTER 13. REFERENCE.................................................................................................13-1 13.1 External codes............... .................................................................13-2 13.2 Actions........................... .................................................................13-6 13.3 Parameters.................... .................................................................13-7 Index ...............................................................................................................1
    • Chapter 1. Creating Purchase Orders
    • Creating Purchase Orders 1.1 ABOUT PURCHASE ORDERS Purchase orders are used to create, maintain, print, and inquire about orders in the company. You can choose between several purchase order types. The list below describes the purchase order types: Purchase Description order type Journal Use as a draft; it has no effect on stock quantities and does not generate item transactions. These lines are not included in master scheduling. Quotation Use if the vendor has not committed an order. Quotation generates an issue lot with the type Quotation in the inventory and optionally in master scheduling. Subscription Use for repeated purchases of the same goods or services. When a packing slip is updated, Axapta generates a receipt lot. When the invoice is updated for the receipt lot, a new packing slip or invoice entry can be updated for the same purchase line. Quantity received, invoiced, and remaining is updated. Purchase Use when the vendor confirms an order. order Returned Use when returning goods to the vendor. Return item number given item by the vendor must to be entered. Blanket order Use if there is a contract with the vendor and you want to order from the contract. Create a release order to release, order, and invoice items until the contract is fulfilled. Blanket orders have no effect on stock quantities, do not generate item transactions, and are not included in master scheduling (unlike release orders that do). 1-2
    • User's Guide for Accounts Payable 1.2 CREATE A PURCHASE ORDER 1. From Accounts payable, select Purchase order. 2. In the top half of the Purchase order form (the order header), press CTRL+N. 3. In the Create a purchase order form, select a vendor. You are prompted if you want to transfer vendor information. 4. In the Purchase type field, select the type of purchase order you want to create. See About purchase orders (See 'About purchase orders' on page 1- 2) for more information about order types. 5. Enter or modify the information in the Create a purchase order form if needed and click OK when completed. 6. In the bottom section of the Purchase order form, press CTRL+N or click Functions, Create lines to create lines for the purchase order. 7. Select or type in item number, quantity, unit, unit price etc. Repeat this process for each order line required for the order. Tips • To shift between purchase order header and line, press CTRL+PAGE DOWN and CTRL+PAGE UP. • To delete an order, press ALT+F9. • To display inventory dimensions on the Lines tab, click Inventory, Dimensions. • You can view the order status, for example the remaining quantity to be delivered, in the Open purchase order lines form. 1-3
    • Creating Purchase Orders 1.3 WORKING WITH BLANKET ORDERS Use purchase blanket orders if you have a contract with a vendor and you want to order from the contract. Blanket orders are often used when you buy large quantities and have obtained special discounts with a vendor. Based on the blanket order, you can create purchase orders (release orders) and invoice items as needed until the contract is fulfilled. You create a blanket order in the same way as a normal purchase order but assign it the type Blanket order. Discounts (trade agreements) must be calculated before you create release orders. Blanket orders have no effect on stock quantities, do not generate item transactions, and they are not included in master scheduling (unlike release orders). On the basis of the blanket order, create release orders as needed. A release order contains information about quantity and delivery date and can be updated as a normal purchase order. Release orders have the order type Purchase order. Note that if you modify or delete release orders, the quantity on the blanket order will not be adjusted accordingly. Working with blanket orders includes the following processes: • Create a purchase blanket order (See 'Create a purchase blanket order' on page 1-5) • Create a purchase release order (See 'Create a purchase release order' on page 1-6) • View attached purchase orders (See 'View attached purchase orders' on page 1- 7) • View status of open purchase orders (See 'View status of open purchase orders' on page 1-9) • Print status of a purchase blanket order (See 'Print status of a purchase blanket order' on page 1-8) 1-4
    • User's Guide for Accounts Payable 1.4 CREATE A PURCHASE BLANKET ORDER 1. From Accounts payable, select Purchase order. 2. In the top half of the Purchase order form, press CTRL+N. 3. Select a vendor. You are prompted if you want to transfer vendor information. 4. In the Purchase type field, select Blanket order. 5. Enter or modify information if needed and click OK when completed. 6. In the bottom section of the Purchase order form, press CTRL+N or click Functions, Create lines to create lines for the blanket order. 7. Select or type in item number, quantity, unit, unit price etc. Repeat this process for each order line required for the blanket order. Note You can also create blanket orders through a journal, select Accounts payable, Journals, Purchase orders, Blanket order. The Blanket order form works the same way as the Purchase order form except that you can only create purchase orders of the type Blanket order. Tips • Based on the blanket order, you create release orders (See 'Create a purchase release order' on page 1-6) with specific delivery date, delivery address, and quantity. • You can view the status of a blanket order, for example the remaining quantity to be delivered, in the Open purchase order lines (See 'View status of open purchase orders' on page 1-9) form. Additional information About purchase orders (See 'About purchase orders' on page 1-2) 1-5
    • Creating Purchase Orders 1.5 CREATE A PURCHASE RELEASE ORDER 1. From Accounts payable, select Purchase order. 2. In the top half of the Purchase order form, select the blanket order from which you want to create a release order. 3. Click Functions, Create release order. 4. In the Create release order form, select lot ID, and enter quantity, delivery date and delivery address, if different from the blanket order. Note A release order has the purchase order type Purchase order and can be regarded as any other order of this type. 1-6
    • User's Guide for Accounts Payable 1.6 VIEW ATTACHED PURCHASE ORDERS 1. From Accounts payable, select Purchase order. 2. In the top half of the Purchase order form, select the blanket order for which you want to view the attached release orders. 3. Click Inquiries, Attached purchase orders. The Purchase order form lists the attached orders. 4. Select a specific order in the top half of the form to display the order lines below. 1-7
    • Creating Purchase Orders 1.7 PRINT STATUS OF A PURCHASE BLANKET ORDER 1. From Accounts payable, select Reports, Status, Blanket order. 2. Click OK to print a status report showing the status of all blanket orders. 3. Or, click Select to define criteria for the report, for example if you want to print the status of a specific blanket order. 1-8
    • User's Guide for Accounts Payable 1.8 VIEW STATUS OF OPEN PURCHASE ORDERS 1. From Accounts payable, select Inquiries, Order status, Open purchase order lines. 2. On the Overview tab, locate the order which status you want to check. On this tab, information such as delivery date and remaining quantity to be delivered will be displayed. 3. Click the Purchase order tab to view vendor information and the status of the order. 1-9
    • Chapter 2. Backorders
    • Backorders 2.1 ABOUT BACKORDERS Backorders are orders that are not yet delivered from a vendor (purchase orders) or to a customer (sales orders). It is important to follow up on backorders. For example, if goods are delayed from vendors, you might have to change the date of delivery to customers and inform the customers about the delay. You can get an overview of backorders by items, customers, and vendors. By item It is useful to view backorders per item to follow up on the expected future flow of transactions on a specific item, for example, to check: • If deliveries of goods from vendors are still missing. • The number of sales orders placed on an item. • If more items should be ordered to be able to deliver all sales orders in due time. Furthermore, the overview also helps you answer requests from customers regarding time of delivery and you can prioritize the sales backorders and eventually split the items on-hand between the orders. By customer The overview of backorders by customer is useful to view the status of the customer's remaining orders, and when answering questions concerning for example delivery time and possible delays from customers who are waiting for items to be delivered. By vendor The overview of backorders by vendor is useful to follow up on missing deliveries and viewing expected dates of deliveries. The overview is also useful for prioritization when goods arrive from vendors and the sales orders have to be picked for delivery. 2-2
    • User's Guide for Accounts Payable 2.2 VIEW BACKORDERS View backorders by item 1. From Inventory management, select Items. 2. In the Items form, select an item to view backorders for. 3. Click Inquiries, and select Open sales order lines/ Open purchase order lines to view a list of open sales/purchase orders related to the selected item. View backorders by customer 1. From Accounts receivable, select Customers. 2. Select the customer to view backorders for. 3. In the Customers form, click Inquiries, and select Backorder lines. 4. In the Backorder lines form, click Inventory transactions to view the inventory transactions for the customer's backorders or click Order lines to view the remaining open order lines for the customer. Tip Select the Link on change view check box to keep a line selected in both views. View backorders by vendor 1. From Accounts payable, select Vendors. 2. Select the vendor to view backorders for. 3. In the Vendors form, click Inquiries, and select Backorder purchase lines. 4. In the Backorder lines form, click Inventory transactions to view the inventory transactions for the vendor's backorders or click Order lines to view the remaining open order lines for the vendor. Tip Select the Link on change view check box to keep a line selected in both views. 2-3
    • Backorders 2.3 PRINT BACKORDER INFORMATION ON PACKING SLIPS AND INVOICES 1. From Accounts receivable/Accounts payable, select Setup, Forms, Form setup. 2. Go to the Packing slip tab or the Invoice tab. 3. In the Backorder tracking field, select the type of information to print on the packing slip/invoice. No tracking No backorder information is printed. Only backorders Prints only backorder lines. Not delivered Prints all order lines that have not been delivered. 4. To print the packing slip or invoice, select Accounts receivable/Accounts payable, Sales order/Purchase order and click Posting. 5. Select Packing slip or Invoice. 6. Make sure that the Print packing slip check box or the Print invoice check box is selected. 7. Click OK to print the packing slip or invoice. The backorder lines will be printed below the delivered order lines. 2-4
    • Chapter 3. Miscellaneous Charges
    • Miscellaneous Charges 3.1 CREATE MISC. CHARGES CODES Sales orders 1. From the Accounts receivable menu, select Setup, Misc. charges, Misc. charges codes. 2. On the Overview tab, type a code for the charge in the Misc. charges code field. 3. In the Description field, type a description of the charge. 4. In the Item sales tax group field, select a sales tax group from the list (optional). 5. On the Posting tab, specify how to automatically debit and credit the charge. Depending on whether your company or your customer pays the charge, make the selections below: Cost is covered by Debit type Credit type Your company Ledger account Ledger account Customer Customer/Vendor Ledger account 6. If you have selected Ledger account as the debit/credit type, you must specify debit/credit posting type in the Debit posting/Credit posting fields and the debit/credit account in the Debit account/Credit account fields. Example If your customer pays the charge, the charge is added to the sales order totals and you need to set up the following posting information: • Select Customer/Vendor in the Debit type field to add the invoice charge to the customer's account. • Select Ledger account in the Credit type field and enter the ledger account number for invoice charge revenue in the Credit account field. 3-2
    • User's Guide for Accounts Payable Notes • If you want to use a different currency than is specified in the sales order, it is possible to enter a different currency if the debit/credit type is either Ledger account or Item for the selected code. • It is possible to change the language texts for the miscellaneous charges to print the charges text in the language assigned to the debtor/creditor. Purchase orders 1. From the Accounts payable menu, select Setup, Misc. charges, Misc. charges codes. 2. On the Overview tab, type a code for the charge in the Misc. charges code field. 3. In the Description field, type a description of the charge. 4. In the Item sales tax group field, enter a sales tax group or select one from the list (optional). 5. On the Posting tab, specify how you want to automatically debit and credit the charge. Depending on whether the cost is covered by your company, the item, or the vendor, make the selections below. Cost is Paid Debit type Credit type covered by Item directly to Item Customer/Vendor creditor via the invoice separately to Item Ledger account creditor via for example a consignment note 3-3
    • Miscellaneous Charges Cost is Paid Debit type Credit type covered by Your directly Ledger account Customer/Vendor company on creditor's invoice separately by Ledger account Ledger account your company Vendor Customer/Vendor Ledger account 6. If you have selected Ledger account as the debit/credit type, you must specify debit/credit posting type in the Debit posting/Credit posting fields and the debit/credit account in the Debit account/Credit account fields. Example To add the unit charge to the item cost, set up the following posting information: • Select Item in the Debit type field to add the charge to the item cost. • Select Ledger account in the Credit type field to post the cost at the ledger account specified in the Credit account field. Optionally, select Customer/Vendor to add the cost to the vendor's account. Notes • If you want to use a different currency than is specified in the purchase order, it is possible to enter a different currency if the debit/credit type is either Ledger account or Item for the selected code. • It is possible to change the language texts for the miscellaneous charges to print the charges text in the language assigned to the debtor/creditor. 3-4
    • User's Guide for Accounts Payable 3.2 CREATE CUSTOMER OR VENDOR MISC. CHARGES GROUPS 1. From the Accounts receivable/Accounts payable menu, select Setup, Misc. charges, Customer misc. charges groups/Vendor misc. charges group. 2. In the Misc. charges group field, enter a code for the miscellaneous charges group (both letters and numbers can be used). 3. In the Description field, type a description of the charges group. 3-5
    • Miscellaneous Charges 3.3 CREATE ITEM MISC. CHARGES GROUPS 1. From the Accounts receivable /Accounts payable menu, select Setup, Misc. charges, Item misc. charges groups. 2. In the Misc. charges group field, enter a code for the item charges group (both letters and numbers can be used). 3. In the Description field, type a description of the charges group. 3-6
    • User's Guide for Accounts Payable 3.4 ASSIGN MISC. CHARGES GROUPS Assign misc. charges groups to customers or vendors 1. From the Accounts receivable/Accounts payable menu, select Customers/Vendors. 2. Select the customer/vendor to assign a misc. charges group. 3. On the Setup tab, select the misc. charges group in the Misc. charges group field. Assign misc. charges groups to items 1. From the Inventory management menu, select Item. 2. Select the item to assign a misc. charges group. 3. On the References tab, select the misc. charges group in the Misc. charges group field under Purchase order/Sales order. Assign misc. charges groups to orders 1. From the Accounts receivable/Accounts payable menu, select Sales order/Purchase order. 2. Select the order to assign a misc. charges group. 3. On the Price/Discount tab, select the misc. charges group in the Misc. charges group field. 3-7
    • Miscellaneous Charges 3.5 DEFINE MISC. CHARGES AUTOMATICALLY 1. From the Accounts receivable/Accounts payable menu, select Setup, Misc. charges, Auto-misc. charges. 2. From the Level list, select the level to which you want to apply charges automatically. Main Applies charges to the order header. Line. Applies charges to the order lines. 3. Select an account in the Account code field. Table Assigns charges to a specific customer or vendor. Group Assigns charges to a miscellaneous charges group. All Assigns charges to all customers or vendors. 4. In the Customer relation/Vendor relation field, select a specific customer or vendor if you have selected Table above or select a misc. charges group if you have selected Group above. 5. Select an item code in Item code field (only relevant at Lines level). Table Assigns charges to a specific item. Group Assigns charges to an item miscellaneous charges group. All Assigns charges to all items. 6. In Item relation field, select a specific item if you have selected Table above or select an item misc. charges group if you have selected Group above. 7. Click the Lines tab to set the miscellaneous charges and the miscellaneous charges rates attached to the relation. 3-8
    • User's Guide for Accounts Payable 8. In the Currency field, select the currency in which you want to calculate the charge. 9. In the Misc. charges code field, select the code for the charge. 10. Specify how to calculate the charge in the Category 1 field (Fixed, Pcs., Percent) and enter a value in the Misc. charges value field. 11. In the Misc. charges currency code field, specify a currency for the charge if you want to use a different currency than is specified in the Currency field. This is possible if the debit/credit type is either Ledger account or Item for the selected charge code. 12. Specify a sales tax group in the Sales tax group field (optional). 13. Select the Keep check box if you want to keep the miscellaneous charges transactions after invoicing. 1 Specify whether the charge should be calculated as a fixed amount on the line (Fixed), a unit-based charge (Pcs.), or a percentage on the line (Pct.) Note Fixed and Percent can be used on charges in the order header and the order lines, while the type Pcs. can only be used on order lines. 3-9
    • Miscellaneous Charges 3.6 DEFINE MISC. CHARGES MANUALLY On order header 1. From the Accounts receivable/Accounts payable menu, select Sales order/Purchase order. 2. Select the order for which to define charges. 3. Click the Setup button and select Misc. charges to open the Misc. charges transactions form. 4. In the Misc. charges code field, select the code for the charge. The transaction text is loaded automatically based on the definition of the charge in the Misc. charges codes form. 5. Edit the text in the Transaction text field, if you want to modify the transaction text before posting the order (optional). 6. Specify how to calculate the charge in the Category 1 field (Fixed, Pcs., Percent) and enter a value in the Misc. charges value field. 7. In the Misc. charges currency code field, specify a different currency for the charge if you want to use a different currency than is specified for the sales/purchase order. This is possible if the debit/credit type is either Ledger account or Item for the selected charge code. 8. Specify a sales tax group in the Sales tax group field (optional). 9. Select the Keep check box if you want to keep the miscellaneous charges transaction after invoicing. Notes • When you have completed setting up the miscellaneous charges for a purchase order, the next step is to allocate the charges (See 'Allocate misc. charges to purchase order lines' on page 3-13) to the order lines before posting the order. • Click Inquiries, Totals to see the total charges. 1 Specify whether the charge should be calculated as a fixed amount on the line (Fixed), a unit-based charge (Pcs.), or a percentage on the line (Pct.) Note Fixed and Percent can be used on charges in the order header and the order lines, while the type Pcs. can only be used on order lines. 3-10
    • User's Guide for Accounts Payable On order lines 1. From the Accounts receivable/Accounts payable menu, select Sales order/ Purchase order. 2. Select the order for which to define charges at the top of the form. 3. Select the order line for which you want to define charges at the bottom of the form. 4. Click the Setup button and select Misc. charges to open the Misc. charges transactions form. 5. In the Misc. charges code field, select the code for the charge. The transaction text is loaded automatically based on the definition of the charge in the Misc. charges codes form. 6. Edit the text in the Transaction text field, if you want to modify the transaction text before posting the order (optional). 7. Specify how to calculate the charge in the Category1 field (Fixed, Pcs., Percent) and enter a value in the Misc. charges value field. 8. In the Misc. charges currency code field, specify a different currency for the charge if you want to use a different currency than is specified for the sales/purchase order. This is possible if the debit/credit type is either Ledger account or Item for the selected charge code. 9. Specify a sales tax group in the Sales tax group field (optional). 10. Select the Keep check box if you want to keep the miscellaneous charges transaction after invoicing. Note Click Inquiries, Totals to see the total charges. Additional information Create misc. charges codes (See 'Create misc. charges codes' on page 3- 2) 1 Specify whether the charge should be calculated as a fixed amount on the line (Fixed), a unit-based charge (Pcs.), or a percentage on the line (Pct.) Note Fixed and Percent can be used on charges in the order header and the order lines, while the type Pcs. can only be used on order lines. 3-11
    • Miscellaneous Charges 3-12
    • User's Guide for Accounts Payable 3.7 ALLOCATE MISC. CHARGES TO PURCHASE ORDER LINES 1. Select the purchase order for which you have defined miscellaneous charges on the order header. 2. Click the Setup button and select Allocation to allocate the charges to the purchase order lines. 3. Select the allocation method from the Misc. charges allocation list. Note that this step only applies if the charge is a fixed amount. Net The amount is allocated according to the line's net amount. amount Quantity The amount is allocated according to the number of units on the line. Per line The amount is allocated equally on all lines 4. In the Allocate misc. charges to lines field, specify whether to allocate charges to All lines, Positive lines, or Negative lines. 5. Select the Allocate all check box to allocate charges to purchase order lines even if the misc. charge code has the debit type other than Item . 6. Select the Received check box to only allocate charges to received order lines. Note Charges are allocated to all lines. To allocate charges to individual lines, define the misc. charges on individual order lines (See 'Define misc. charges manually' on page 3-10). 3-13
    • Miscellaneous Charges 3.8 ADJUST MISC. CHARGES TO PURCHASE ORDER LINES 1. From Accounts receivable /Accounts payable, select Inquiries, Journals, Invoice. 2. Select the invoice to adjust. 3. Click the Misc. charges and select Adjust. 4. Select the allocation method from the Misc. charges allocation list. Note that this step only applies if the charge is a fixed amount. Net The amount is allocated according to the line's net amount. amount Quantity The amount is allocated according to the number of units on the line. Per line The amount is allocated equally on all lines 5. In the Posting date field, enter the date of posting in the ledger. 6. In the Allocate misc. charges to lines field, specify whether to allocate charges to All lines, Positive lines, or Negative lines. 7. In the Misc. charges code field, select the code for the charge. The transaction text is loaded automatically based on the definition of the charge in the Misc. charges codes form. Modify the text in the Transaction text field if needed. 8. Specify how to calculate the charge in the Category 1 field (Fixed, Pcs., Percent) and enter a value in the Misc. charges value field. 9. Click OK to adjust the charges to the lines. 1 Specify whether the charge should be calculated as a fixed amount on the line (Fixed), a unit-based charge (Pcs.), or a percentage on the line (Pct.) Note Fixed and Percent can be used on charges in the order header and the order lines, while the type Pcs. can only be used on order lines. 3-14
    • Chapter 4. Invoice Register
    • Invoice Register 4.1 ABOUT INVOICE REGISTER The purpose of the Invoice register journal is to pre-register invoices when they arrive to the company. In this journal, an employee registers the vendor account, the invoice number, the amount, and the person who is going to approve the invoice. The same employee validates and posts the journal to the accounts specified in the posting profile. Usually the accounts are "bridging" accounts or "pending" accounts where the amounts await the manual approval by the person specified in the journal line. Additional information Use invoice register (See 'Use invoice register' on page 4-3) About invoice approval journal (See 'About invoice approval journal' on page 5-2) Use invoice approval journal (See 'Use invoice approval journal' on page 5- 3) 4-2
    • User's Guide for Accounts Payable 4.2 USE INVOICE REGISTER 1. From Accounts payable select Journals, Invoices and then Invoice register. 2. Enter the Invoice Date. 3. Select the Vendor account that the Invoice comes from and enter the Invoice number. 4. Enter a short descriptive text in the Transaction text field. 5. Enter the amount in the Credit field. 6. Specify who the invoice is going to be Approved by. 7. Post the invoice and the voucher has been transferred to the Invoice pool. Additional information About invoice register (See 'About invoice register' on page 4-2) 4-3
    • Chapter 5. Invoice Approval Journal
    • Invoice Approval Journal 5.1 ABOUT INVOICE APPROVAL JOURNAL The lines posted in the invoice register are transferred to the invoice pool and the physical invoices are given to the person who must approve them. The person approves - with a signature or a stamp - and returns the invoices to the accounting department. When they return, the accountants register the approvals in the Invoice Approval journal and post them. After that, the invoice is ready to be paid, and the amounts are posted to the real cost accounts. After posting the lines of the Invoice register, you can see the postings in the Invoice pool. The Invoice pool form is located in the Accounts payable in Inquiries The Invoice pool displays the relevant information on the invoices awaiting approval. It is also possible to run a report with a list of invoices awaiting approval. Select Reports, Status, and Invoices not approved. In the query window specify per vendor account, per employee or per due date. If you make the report per employee, give the report to the relevant persons, thereby reminding them to approve the invoices. Additional information Use invoice approval journal (See 'Use invoice approval journal' on page 5- 3) Use invoice register (See 'Use invoice register' on page 4-3) About invoice register (See 'About invoice register' on page 4-2) 5-2
    • User's Guide for Accounts Payable 5.2 USE INVOICE APPROVAL JOURNAL 1. From Accounts payable select Journals, Invoices and then Invoice approval journal. 2. Click the Fetch vouchers to access the list of invoices in the invoice pool and select the voucher(s). Click OK. 3. The voucher consists of four transaction lines with ledger accounts indicated for three of the lines. Select the Account number where the amount must be debited. 4. Post the invoice and it is ready for payment through the payment journal. Additional information Use invoice register (See 'Use invoice register' on page 4-3) About invoice approval journal (See 'About invoice approval journal' on page 5-2) 5-3
    • Chapter 6. Invoice Pool Excl. Posting
    • Invoice Pool Excl. Posting 6.1 ABOUT INVOICE REGISTER EXCL. POSTING The Invoice register excl. posting is another type of journal available in the Accounts payable module. Using this represents another procedure for handling incoming invoices, although it is similar to the Invoice register with posting. The difference is that you cannot post the lines - they go directly into the invoice pool. In order to post the lines, create a new Invoice journal, and click Functions. From here, select Invoice pool and accept the individual invoices in the pool after approving them Additional information Use invoice register excl. posting (See 'Use invoice register excl. posting' on page 6-3) 6-2
    • User's Guide for Accounts Payable 6.2 USE INVOICE REGISTER EXCL. POSTING 1. From Accounts payable select Journals, Invoices, Invoice pool excl. posting. 2. Enter the invoice date, select vendor account and enter the invoice number. 3. Select the history tab page and specify an employee who is going to approve the invoice. 4. Close the invoice pool form. 5. To retrieve invoices from the invoice pool from Accounts payable, select Journals, Invoices and then Invoice journal. Click Functions and select invoice pool. 6. Click Account to accept the invoice and take it into the invoice journal. 7. Specify an offset account and post the journal. The invoice is now ready for payment. 6-3
    • Chapter 7. Invoice Journal
    • Invoice Journal 7.1 ABOUT INVOICE JOURNAL A third option for processing incoming invoices is to enter them directly into the Invoice journal. The invoices are by default approved by the user who is logged in and who enters the journal lines. Validate and post the lines after entering the necessary information. Now the invoices are ready for payment. Additional information Use invoice journal (See 'Use invoice journal' on page 7-3) 7-2
    • User's Guide for Accounts Payable 7.2 USE INVOICE JOURNAL 1. From Accounts payable select Journals, Invoices and then Invoice journal. 2. Enter the Invoice Date Vendor account and Invoice number. 3. Enter a short descriptive text in the Transaction text field. 4. Enter the amount in the Credit field and select an Offset account. 5. Post the invoice and it is ready for payment through the payment journal. 7-3
    • Chapter 8. Payment Management
    • Payment Management 8.1 PAYMENT WORKFLOW The following describes an example of a workflow: 1. Create a payment via Payment proposal, or manually. 2. In the Payment journal on the Payment tab, select Bills of exchange as the method of payment. 3. Post the payment. For example, if the customer accepts the bill of exchange, the payment process initiated from the Payment journal advances automatically to the next step. 4. Post to the next step on the Payment transaction form, or move on to the Remittance form. 5. Use the Draw for remittance function, and select Bank account and Payment step. After the draw for remittance, it is possible to change the Method of payment, Bank account, and Due date for each batch. 6. Click File extract to make a file for the bank. When a file is made, or payment advice is printed, the status changes to Sent. It is not possible to change bank account or payment method unless the batch is reopened using the function Open remittance. 7. Post the batch. 8. When the bank confirms the remittance, post it to the next step in the Pay- ment transactions window. 9. When all the steps are posted, there are no transactions on the Payment transactions form. 8-2
    • Chapter 9. Open Transaction Editing
    • Open Transaction Editing 9.1 OPEN TRANSACTION EDITING 1. From Accounts payable select Vendors, Functions and Open transaction editing. 2. Mark the relevant postings to settle. 3. Place the cursor on the primary payment line, if any, and press Mark payment. The purpose of a primary payment is to get a more correct history or select the basis currency used for cross rate. 4. Click Update. The selected vouchers will offset each other. If a voucher is not settled in full, it will be recorded as Open. Criteria • If the amount paid is greater than the amount due, the invoice is settled and a payment transaction is created for the amount by which the payment exceeded the amount due. • If the payment amount is less than the amount due, the payment is subtracted from the amount due and the invoice will remain open. • If the amount paid equals the amount due, a payment transaction is generated for the payment amount, and the transaction is closed. Note A red mark shows if a transaction is already marked for settlement. 9-2
    • User's Guide for Accounts Payable 9.2 REORGANIZE TRANSACTIONS The open transactions can be split into a number of new transactions with new due dates. To reorganize transactions, do the following: 1. From Accounts payable select Vendors Functions and Open transaction editing. 2. Place the cursor on the payment line and press Mark payment. 3. Select whether to specify by percentage or amount. 4. Create a number of lines, specifying due date, and the percentage or amount for each line 5. When the transaction amount has been distributed, click Accept to transfer the new transactions to the open-transaction editing screen Note You can also choose to have a payment schedule reorganize the transaction by clicking Payment schedule. 9-3
    • Open Transaction Editing 9.3 CROSS RATE Use cross rate between payment and invoice if they are in different currencies. 1. Mark one transaction as primary payment using Mark payment. 2. Specify the cross rate on the transaction that is not marked as primary payment. Note Specify the cross rate as the relation between the currency on the invoice and the currency on the transaction marked as primary payment. Example: Invoice USD: 1000 Payment DKK: 8440 (marked as primary) Cross rate: 844 9-4
    • Chapter 10. Closed-transaction Editing
    • Closed-transaction Editing 10.1 REVERSE SETTLEMENTS You may want to reverse settlements if the bank does not honor a payment, or when the wrong date or settlement amount has been used. Once you have made the desired changes, the settlement amount is changed, corrections are made, and the status changes. History displays an overview of settlements for the current voucher. 1. From Accounts payable select Vendors, Functions and Closed- transaction editing. 2. Place the cursor on the line that contains the settlement to reverse. 3. Use Date principle to select a date principle for exchange rate differences. 4. Click Reverse. Note When a transaction to reverse is marked, the attached invoice or payment is automatically marked. 10-2
    • Chapter 11. Intercompany
    • Intercompany 11.1 ABOUT THE INTERCOMPANY SOLUTION Many companies have several subsidiaries, plants, or warehouses, which often means that purchases of items to be used in production or shipped to customers are done through vendors within the same company or distribution network. The intercompany feature handles the internal trade in companies, which have more than one subsidiary or warehouse in more than one location. Sales and purchase orders are transferred automatically between the intercompany trade partners using the document transfer methods from the Commerce Gateway feature. Prerequisites The intercompany solution requires that all companies are located in the same physical database on the same physical server. Domain license is required if control across companies is necessary. Furthermore, the Commerce Gateway feature must be installed. Setup The intercompany solution uses part of the Commerce Gateway functionality. This means that an intercopany organization must be set up and to be able to exchange sales and purchase order documents between the internal trade partners, common codes for internal customers, vendors, items, units, and currencies must be agreed and set up in all intercompany trade partners of the organization. In cases where codes are not standardized within the intercompany organization, external codes (See 'External codes' on page 13-2) must be defined. Sales and purchase orders When an intercompany customer creates a purchase order, a sales order is automatically created in the intercompany vendor company. However, the intercompany vendor can also create a sales order manually, which then generates a purchase order in the intercompany customer's company. The intercopany trade partners can always follow the status of intercompany orders in the other company. 11-2
    • User's Guide for Accounts Payable 11.2 SET UP AN INTERCOMPANY ORGANIZATION 1. From the Basic menu, select Setup, Gateway, Organizations. 2. Create a commerce gateway organization, which points to your intercompany trade partner. 3. Select the Intercompany organization check box to specify that it is an intercompany organization. 4. Click the General tab and select which company to include in the intercompany organization. 5. Click the References button to specify which intercompany trade partners to include in the intercompany organization and whether they are customers or vendors. 6. In the Type field, specify the type of trade partner (customer or vendor) and in the Reference ID field, select the ID of the type referred to. The Active check box indicates that this reference can be used. 7. Return to the Intercompany organization form and click the Possible actions button to specify the actions (See 'Actions' on page 13-6) that the intercompany trade partner is allowed to perform. 8. In the Action field, specify Purchase order or Sales order as action depending on the role of the organization (Sales order - Invoice is not relevant in connection with the Intercompany solution). 9. Click the Setup button to define the document setup, that is, to specify how the information in either a purchase order or a sales order is to be transferred to/from the trade partner. The following information needs to be set up in the Document setup form in relation to the intercompany solution: Tabs Fields Recommended Comments setup Partners Handling External code or If the selected action is Sales customer Our order. Do not leave as Not numbers specified. 11-3
    • Intercompany Tabs Fields Recommended Comments setup Handling External code or If the selected action is Purchase vendor Our order. Do not leave as Not numbers specified. Addresses Specify Our The customer/vendor address is all fields transferred as is specified in the order. Items Handling Company item, It is recommended to use Master item Bar code, item (if you do not use numbers or External code. Commerce Gateway) because it is a unique number and it only has to be defined in one place which is shared by the intercompany trade partners. If Commerce Gateway is used, it is recommended to use Bar code, or External code. Common to these selections are that they are unique numbers and can be used by all intercompany trade partners. Handling External code or The setup depends on the setup units Our of item numbers. If Master item or Bar code is used for item numbers, select Our because these numbers are unique and can be used by all intercompany trade partners. If External code is used for item number, use External code for units as well. 11-4
    • User's Guide for Accounts Payable Tabs Fields Recommended Comments setup Other Handling External code or If the intercompany trade base data currency Our partners use international codes standardized currency codes, select Our because these codes are the unique and can be used by all intercompany trade partners. 11-5
    • Intercompany 11.3 DEFINE EXTERNAL CODES FOR INTERCOMPANY USE The procedures below describe how to define external codes, which are used to exchange sales and purchase order documents between two internal trade partners. Customer/Vendor 1. From Accounts receivable/Accounts payable, select Customer/Vendor. 2. Select the customer/vendor to define external codes 3. Click the Setup button and select External codes. 4. Define the external codes in the External codes form. Tip To check if a customer/vendor is an intercompany trade partner, go to the Setup tab in the Customer/Vendor form and check if the Intercompany check box is selected. Items 1. From Inventory management, select Items. 2. Select the item to define external codes. 3. Click the Setup button and select External codes. 4. Define the external codes in the External codes form. Currency 1. From General Ledger, select Setup, Exchange rates. 2. Select the currency to define external codes 3. Click the External codes button. 4. Define the external codes in the External codes form. Units 1. From Basic, select Setup, Units, Units. 2. Select the unit to define external codes. 3. Click the Setup button, and select External codes. 11-6
    • User's Guide for Accounts Payable 4. Define the external codes in the External codes form. Delivery terms 1. From Accounts receivable/Accounts payable, select Setup, Distribution, Terms of delivery. 2. Select the term and click the External codes button. 3. Define the external codes in the External codes form. Note The external code definition must be the same in all intercompany companies. 11-7
    • Intercompany 11.4 CREATE AN INTERCOMPANY PURCHASE ORDER 1. From Accounts payable, select Purchase order. 2. In order header of the Purchase order form, press CTRL+N. 3. In the Create a purchase order form, select a vendor and check that the Intercompany check box is selected to indicate that the selected vendor is an intercompany vendor. If the vendor has been defined as an intercompany trade partner, the check box is selected automatically and the name of the company is shown. 4. Enter or modify the information in the Create a purchase order form if needed and click OK when completed. 5. In the bottom half of the Purchase order form, press Ctrl+N or click Functions, Create lines to create lines for the purchase order in the same way as a normal purchase order. Notes • When the purchase order is created, a corresponding sales order is automatically created in the intercompany vendor company. The following fields are copied from the purchase order header to the sales order header: Delivery address and Delivery terms, and from the purchase order lines to sales order lines: Item number (including item dimensions), Delivery date, and Currency code.. • In the order header, click the Intercompany button to view the sales order, packing slip, or invoice of the intercompany vendor. • In the order lines, click the Intercompany button to view information about the intercompany vendor's inventory transactions, on-hand inventory, reservations, and intercompany on-hand inventory. Transactions Shows the vendor's inventory transactions. On-hand Shows the vendor's on-hand inventory. Reservation Shows the vendor's item reservations. It is possible to edit reservations on the sales order line in the other company directly from the purchase order lines. 11-8
    • User's Guide for Accounts Payable Transactions Shows the vendor's inventory transactions. Intercompany Shows the intercompany on-hand inventory in on-hand all intercompany trade partner companies. The company in the selected intercompany order will be marked. Note that on-hand quantities do not include quarantine warehouses. Tip To view intercompany purchase orders, select Accounts payable, Inquiries, Intercompany orders. 11-9
    • Intercompany 11.5 POST AN INTERCOMPANY PURCHASE ORDER 1. In the Purchase order form, select the order you want to post. 2. Click the Intercompany button in the order header and select Packing slip journal or Invoice journal. 3. In the Packing slip journal/ Invoice journal form, click the Intercompany button and select Packing slip posting or Invoice posting. Note Purchase order packing slip and invoice updates are always handled based on already handled updates of the related sales order. Tip To inquire about purchase order packing slips and invoices, click the Inquiries button in the order header and select Packing slip or Invoice to open the Packing slip journal/Invoice journal form. 11-10
    • User's Guide for Accounts Payable 11.6 CREATE AN INTERCOMPANY SALES ORDER 1. From Accounts receivable, select Sales order. 2. In the top half of the Sales order form, press Ctrl+N. 3. In the Create sales order form, select a customer and make sure that the Intercompany check box is selected to indicate that the selected customer is an intercompany customer. If the customer has been defined as an intercompany trade partner, the check box is selected automatically. 4. Enter or modify the information in the Create sales order form if needed and click OK when completed. 5. In the bottom section of the Sales order form, press Ctrl+N or click Functions, Create lines to create lines for the sales order in the same way as a normal sales order. Notes • Normally a sales order is created automatically based on an intercompany purchase order but it is also possible to create it manually, which will then generate a purchase order in your intercompany customer's company. The following fields are copied from the sales order header to the purchase order header: Delivery address, and from the sales order lines to the purchase order lines: Item number (including item dimensions), Delivery date, and Currency code. • In the order header, click the Intercompany button to view the related purchase order. • In the order lines, click the Intercompany button to view information about intercompany on-hand inventory. Intercompany Shows the intercompany on-hand inventory in all other on-hand intercompany trade partner companies. The company in the selected intercompany order will be marked. Note that on-hand quantities do not include quarantine warehouses. Tip To view intercompany sales orders, select Accounts receivable, Inquiries, Intercompany orders. 11-11
    • Intercompany 11.7 POST AN INTERCOMPANY SALES ORDER Intercompany sales orders are posted in the same way as a normal sales orders. 1. In the Sales order form, select the order to post. 2. Click the Posting button in the order header and select Packing slip or Invoice. Note When working with the intercompany solution, it is recommended to switch off the Delete order after invoicing parameter because it will try to delete the related purchase order. To switch off the parameter, select Accounts receivable, Setup, Parameters (Updates tab) and clear the Delete order after invoicing check box. Tip To inquire about sales order packing slips and invoices, click the Inquiries button in the order header and select Packing slip/Invoice to open the Packing slip journal/Invoice journal forms. 11-12
    • Chapter 12. Setting Up Parameters
    • Setting Up Parameters 12.1 ABOUT SETTING UP ACCOUNTS PAYABLE PARAMETERS The accounts payable parameters are used to vary and control functionality of Axapta according to the company needs and requirements. It is recommended to go through all parameters and set the necessary parameters before starting to use Axapta and especially before invoicing, since the parameters determine how the data generated by the transactions are handled through out Axapta. To open the Accounts payable, click Accounts payable, Setup, Parameters. The parameters are grouped on tabs according to functionality. The form consists of the following tabs: Tab Description General Sets the default values that Axapta will suggest at creation of new purchase orders. Updates Defines how to update invoices and packing slips. On this tab, you also specify default values for summary updates. Ledger and Sets up default values related to posting profiles, sales tax posting sales tax and cash flow forecast. Settlement Defines how settlement is handled. Credit rating Specify how to perform credit limit check when updating purchase orders. Prices Specifies how to calculate the total discount if both line and multiline discounts have been defined for a purchase order and whether to allocate miscellaneous charges automatically at creation of purchase orders. Inventory Allows you to select which inventory dimensions to display in dimensions purchase order lines. 12-2
    • User's Guide for Accounts Payable Tab Description Number Defines number sequences that are relevant for the Trade sequences module. For more in information, refer to the What's this help (SHIFT+F1) on each parameter in the Accounts payable parameters form. For an overview of dependencies between parameters, refer to Parameters (See 'Parameters' on page 13-7). 12-3
    • Setting Up Parameters 12.2 SET UP ACCOUNTS PAYABLE PARAMETERS 1. From Accounts payable, select Setup. 2. From Setup, select Parameters to open the Accounts receivable parameters form. The parameters are grouped on tabs according to their functionality. 3. Click the relevant tab and define the parameters. Additional information About setting up accounts payable parameters (See 'About setting up accounts payable parameters' on page 12-2) 12-4
    • User's Guide for Accounts Payable 12.3 SET UP AUTOMATIC UPDATE OF PURCHASE ORDER LINES 1. From Accounts payable, select Setup, Parameters. 2. Go to the Updates tab and click the Update order lines button. 3. For each field listed in the Update order lines form, specify whether to allow automatic update of purchase order lines when information has changed in the purchase order header. Always The order lines are updated automatically when the order header is updated. Never The order lines are not updated when the order header is updated. Prompt A prompt displays allowing you to choose whether to update the order lines. 12-5
    • Chapter 13. Reference
    • Reference 13.1 EXTERNAL CODES The External code form lists external identifiers of values in Gateway documents. Gateway documents are documents you exchange electronically with your trade partners. For example, sales and purchase orders, or invoices. The values in the Gateway documents are, for example, account number, terms of delivery, item numbers, just as in traditional orders, invoices etc. Try www.xcbl.org for information about the XML Common Business Library. To exchange documents via the Gateway, the setup of the type of information transferred to/from your trade partner must be defined in a document setup for each type of document you exchange electronically with the trade partner. For example, how is item number specified on a sales order; is it Axapta's item number, the external item number (the customer's item number), or an external code from this External codes table that identifies the item. The values in the Gateway documents can come from the standard Axapta tables, or from the external code table. External codes are created when the values from the standard Axapta tables cannot be used. For example, if the trade partner requests other identifiers for countries than the ones from the Country table. You create and maintain external identifiers in this table of external codes (other identifiers). To create external code types, you must specify a code type, a description for the code type, and the value. You can create several external codes for the same item, company account, unit, currency, etc. For example, if there are several standards for the same country code, you can create the standards, you use, and enter the values according to the standards. The value of a code will be transferred to the documents. You can create external codes for the following values: 13-2
    • User's Guide for Accounts Payable Value Description of external value Company The company account is the trade partner's ID for your company, as accounts opposed to the internal Customer or Vendor account number in Axapta. For example, a vendor may ask for a special code to handle electronic purchase orders in his system. Similarly, a customer may ask your company to include a special company code on electronic invoices so his system can import data correctly. To create external codes, open the Company information form. Select Basic, Setup, Company information, and click External codes. Customer Specifies customer account number in the document. Create account external codes on a customer account when you cannot use Customer account number. from Axapta. To create external codes, select Accounts receivable, Customer, and select the customer. Click the Setup button, and select External codes. Vendor Specifies vendor account number in the document. Create external account codes on a vendor account when you cannot use Vendor account number from Axapta. To create external codes, select Accounts payable, Vendor and select the vendor. Click the Setup button, and select External codes. Country Specifies country in the document. Create external codes when you cannot use the country code from the Countries table in Axapta. For example, the code from a different set of standard country codes. To create external codes, select Basic, Setup, Addresses, Country. Select the country, and click the External codes button. State Specifies state in the document. Create external codes when you cannot use the state code from the States table in Axapta. For example, the code from a different set of standard state codes. To create external codes, select Basic, Setup, Addresses, Country. Click the States button, select the state, and click the External codes button. 13-3
    • Reference Value Description of external value County Specifies county in the document. Create external codes when you cannot use the county code from the Counties table in Axapta. To create external codes, select Basic, Setup, Addresses, Country. Click the States button and then the Counties button. Select the county, and finally click the External codes button. Postal Specifies postal code in the document. Create external codes when (Zip) code you cannot use the postal code from the Postal (Zip) codes table in Axapta. To create external codes, select Basic, Setup, Addresses, Setup, Postal (Zip) codes. Select the postal code, click the External codes button. Item Specifies item number in the document. Create external codes when number you cannot use the item number or the bar code from the Items table, or the external item number. An external code could, for example, be an alternate code for the item from the international sets of standard codes for items (EAN, ISBN, ISSN etc.), or other internal code types with qualifiers identifying products. Even though you can select Bar code from the Items table as document value it might not be the barcode identifier for this document setup. To create external codes, select Inventory management, Items. Select the item, click the Setup button, and then select External codes. Units Specifies unit in the document. Create external codes when you cannot use the unit code from the Units table in Axapta. For example, the code from a different set of standard unit codes. To create external codes, select Basic, Setup, Units, Units. Select the unit and Click the Setup button, and select External codes. 13-4
    • User's Guide for Accounts Payable Value Description of external value Currency Specifies currency number in the document. Create external codes when you cannot use the currency code or the ISO code from the Currency table. To create external codes, select General Ledger, Setup, Exchange rates. Select the currency and click the External codes button. Terms of Specifies terms of delivery in the document. Create external codes delivery when you cannot use the terms from the Terms of delivery table. To create external codes, select Accounts receivable /Accounts payable, Setup, Distribution, Terms of delivery. Select the term and click the External codes button. Modes of Specifies modes of delivery in the document. Create external codes delivery when you cannot use the modes from the Modes of delivery table. To create external codes, select Accounts receivable/Accounts payable, Setup, Distribution, Modes of delivery. Select the mode and click the External codes button. Misc. Specifies misc. charges in the document. Create external codes charges when you cannot use the values from the Misc. charges table. To create external codes, select Accounts receivable/Accounts payable, Setup, Misc. charges, Misc. charges code. Select the charge, click the External codes button. Additional information Document setup (See 'Setup' on page 11-2) 13-5
    • Reference 13.2 ACTIONS Actions are automatically created and cannot be modified. Each action is controlled by a configuration key. Enabling the configuration key gives access to perform a certain action. The following actions are available: Sales Order, Purchase Order, and Invoice Order. Example Enabling the configuration key Sales will automatically give access to do Sales orders in the Commerce Gateway solution. Note Specify for each organization the actions that the organization is allowed to perform. 13-6
    • User's Guide for Accounts Payable 13.3 PARAMETERS Sets up accounts payable parameters. The parameters are grouped on tabs according to their overall use. Use accounts payable parameters to: • Choose between two or more different types of functionality. • Enter default information to be used by if the information has not been specified at a lower level. • Select number sequences for the module. Dependencies When setting also consider Comments field... setup on... General Return action To specify return actions, select 1 default Accounts payable, Setup, Purchase order, Return action. Purchase To specify purchase order pools, select 2 order pool Accounts payable, Setup, Purchase order, Purchase pools. Updates 1 Select the standard return action that you want Axapta to propose when you enter return item quantities in a purchase order line. The return action you specify must exist in HYPERLINK "ApplDoc:FormsReturnActionDefaults" . 2 Enter the purchase pool that you want to add automatically to a purchase order when you create it in Purchase order form. If you do not want to use the default purchase order pool, you can change it on the vendor or on a specific purchase order. You specify sales order pools in Accounts payable, Setup , Purchase orders, Purchase pools. 13-7
    • Reference When setting also consider Comments field... setup on... Delete Mark purchase as purchase order voided2 (General line invoiced in tab) total 1 Delete Delete purchase purchase order order line invoiced after invoicing in total 4 3 Mark purchase as voided 5 (General tab) 1 Indicates whether purchase lines that have been fully invoiced should be deleted or made void. This is done automatically, but only when the purchase line is invoice updated. Whether an order line is deleted or made void depends on the setting of the Mark purchase as voided parameter on the General tab. 2 Specify if you want purchase orders to be physically deleted or just made void when you or Axapta deletes a purchase order. Orders that are voided are no longer available from the purchase order form. To inquire on voided purchase orders, select Inquiries, History , and then Voided purchase orders from the Accounts payable menu. 3 Indicates whether the purchase order header should be deleted or made void if all the purchase order lines are deleted or made void. The parameter HYPERLINK "APPLDOC:TablesPurchParametersDeleteLine" must be activated. This is done automatically, but only when the purchase order is invoice updated. Whether an order line is deleted or made void depends on the setting of the Mark purchase as voided parameter. 4 Indicates whether purchase lines that have been fully invoiced should be deleted or made void. This is done automatically, but only when the purchase line is invoice updated. Whether an order line is deleted or made void depends on the setting of the Mark purchase as voided parameter on the General tab. 5 Specify if you want purchase orders to be physically deleted or just made void when you or Axapta deletes a purchase order. Orders that are voided are no longer available from the purchase order form. To inquire on voided purchase orders, select Inquiries, History , and then Voided purchase orders from the Accounts payable menu. 13-8
    • User's Guide for Accounts Payable When setting also consider Comments field... setup on... Post packing The Packing slip account and the slip in ledger 1 Packing slip offset account for packing slip must be specified in the Inventory management, Setup, Posting, Posting, Purchase order tab. The Post physical inventory field must be selected (select Inventory management, Setup, Inventory, Inventory model group in the Logistics module). Default values Summary update for summary parameters update 2 1 Select this parameter if you want to post the stock value of physical stock transactions to the ledger when you update a packing slip. If set, you must specify the Packing slip account and the Packing slip offset account for packing slip in the Inventory management, Setup, Posting, Posting form, Purchase order tab. Both accounts are temporary accounts which are reset when you invoice the physical stock transactions. If set both in Accounts receivable parameters and in Accounts payable parameters, the balance of physical stock value accounts + the balance of economical stock value accounts show the total stock value of items on stock. Note When you choose to post packing slip in ledger, it is a prerequisite that the field Post physical inventory in Inventory model groups is also selected. 2 Select a default value for summary updates when multiple purchase orders should be posted simultaneously. None No summary updates; for example one order, one invoice. Invoice account All selected orders will be summary updated according to the criteria set in Summary update parameters. Order Summary update a selected range of orders into, for example, only one invoice. The orders will be summary updated according to the criteria set in Summary update parameters. If order is selected, you must set the Order error tolerance on this tab page. Automatic summary 13-9
    • Reference When setting also consider Comments field... setup on... Prices Find main To define auto-misc charges, select auto-misc Accounts payable, Setup, Misc. charges 1 charges, Auto-misc. charges. Note that if you have not defined auto- misc. charges, clearing this check box will increase performance. Find auto-misc To define auto-misc charges, select charges for Accounts payable, Setup, Misc. line 2 charges, Auto-misc. charges. Note that if you have not defined auto- misc. charges, clearing this check box will increase performance. All selected orders will be summary updated according to the criteria set in Summary update parameters but only if it has been specified in purchase order, Setup, Summary update that the order should be summary updated, otherwise the order will be posted separately. HYPERLINK "FORM://salesjournalautomaticsummary" o "" It is possible to overwrite the default values in purchase orders when a posting is initiated, by selecting the Other tab in the Posting form. The minimum parameters to create summary updates are invoice account and currency; they cannot be changed. To add parameters, click the Summary update parameters button and select the appropriate parameters that should be met when using summary updates. 1 Select this parameter if you want to automatically allocate main misc. charges when you create a purchase order. You can set up miscellaneous purchase order charges such as invoice fees and other regular costs that you want to calculate automatically and include in your purchase order. Define auto-misc. charges in the Accounts payable, Setup , Auto-misc. charges. Note that if you have not defined auto-misc. charges, clearing this check box will increase performance. 2 Select this parameter if you want to automatically allocate line miscellaneous charges set up for the ordered item when you create a purchase order line. Define auto-misc. line charges such as standard handling fees or costs per unit in Accounts payable, Setup , Auto-misc. charges. Note that if you have not defined auto-misc. line charges, clearing this check box will increase performance. 13-10
    • User's Guide for Accounts Payable Additional information About setting up accounts payable parameters (See 'About setting up accounts payable parameters' on page 12-2) Set up accounts payable parameters (See 'Set up accounts payable parameters' on page 12-4) 13-11
    • User's Guide for Accounts Payable INDEX backorders .......................2-2, 2-3 open transaction......................9-2 blanket orders ..................1-5, 1-8 order types ..............................1-2 cross rate ................................9-4 parameters ......... 12-2, 12-4, 12-5 date principle.........................10-2 payment proposal....................8-2 different currencies..................9-4 payment schedule ...................9-3 external codes.......................11-6 pre-register..............................4-2 fetch vouchers.........................5-3 primary payment .....................9-4 intercompany..... 11-2, 11-3, 11-6, purchase order status .............1-9 11-8, 11-10, 11-11, 11-12 purchase orders 1-2, 1-3, 1-9, 11- invoice ............... 6-2, 6-3, 7-2, 7-3 8, 11-10, 12-5 invoice approval ......................5-2 release orders .........................1-6 invoice pool .............. 4-3, 5-2, 5-3 reorganize transaction.............9-3 invoice register .................4-2, 4-3 reverse settlement.................10-2 mark payment .........................9-2 sales orders..............11-11, 11-12 misc. charges3-2, 3-5, 3-6, 3-7, 3- status.......................................1-9 8, 3-10, 3-13, 3-14 1