The Updates tab in the Accounts Payable Parameters in Microsoft Dynamics AX allows users to configure settings related to purchase order updates, deliveries, and invoice processing. Parameters include whether under or over deliveries are accepted, safety levels for editing invoiced orders, how packing slips and invoices are posted, and requirements for checking duplicate numbers and tax exempt statuses. Configuring these parameters determines functionality for key accounts payable and purchase order processes in AX.

1. Microsoft Dynamics™ AX 4.0 Rapid Configuration Tool A/P Parameters Setup Updates Tab

2. Accounts payable > Setup > Parameters Accounts Payable Parameters

4. Accepting over-delivery Decide whether it is acceptable to mark a PO as completed and final if more than original amount ordered has been received If you decide to accept over-deliveries, you can set up a tolerance level on the reference tab of the item master

5. Safety level of invoiced orders Indicates whether invoiced PO’s can be edited “None” option allows for edits, such as adding lines “Warning” option allows for edits, but pop-up message is displayed before edits are allowed ‘Locked” option means no edits allowed to invoiced purchase orders

6. Posting the packing slip Determines whether the GL will be affected when a PO is packing slip updated (the receipt of goods) If box is checked, postings will occur to denote receipt of goods If left unchecked, no inventory transactions will take place in GL at time of pack slip update and inventory value does not post until PO is invoiced Most companies choose to check this box

7. Check for packing slip number This field defines how packing slip numbers are checked when entered for a purchase order You may not allow duplicates, not allow within a given year, allow for duplicate number entry, or allow but receive a warning first Safest option is to “reject duplicate”, as this will help ensure you are not updating the packing slip twice to the same purchase order.

8. Delete purchase order line This checkbox determines whether a completed PO line should be moved to History or remain visible within the open PO Some companies prefer to have completed PO lines moved to history, so as to only see those lines that have not been completed Other companies prefer the entire order to remain intact until it is fully completed and then move it to history

9. Delete purchase after invoicing Check this box if you want the PO to move to history after it is completed and fully invoiced. The “Mark purchase as voided” field on the General tab must be checked for the PO to move to history, otherwise it will be deleted. If left unchecked, when the PO is invoiced and completed it will remain within the open purchase order table. Most companies check this box

10. Use document date for vendor This field is used to determine how the document date and posting date work together in Microsoft Dynamics AX If checked, the document date will be the vendor’s invoice date If unchecked, the posting date is used for both the posting date and the vendor’s invoice date

11. Document dates Accounts payable > Journals > Invoice journal > View Journal Lines

12. Settlement type for credit notes This field determines how credit notes will be applied None: the credit note will not be applied Open transactions: system automatically applies credit to the oldest invoice if the user has not specified an invoice Designated transactions: the user specifies which invoice the credit will be applied to either during data entry or later using open transaction editing functionality

13. Credit note as correction This field works with general ledger postings If box is checked, credit note postings debit and credit the same accounts as the invoice postings, but using a negative sign If box is unchecked, the account that was debited at invoice will be credited and account that was credited will be debited

14. Check the invoice number used This field defines how invoice numbers are checked when entered for a purchase order You may not allow duplicates, not allow within a given year, allow for duplicate number entry, or allow but receive a warning first Safest option is to “reject duplicate”, as this will help ensure you are not updating the same invoice number twice to the same purchase order

15. Tax exempt number requirement Determine, based on countries/regions, whether tax exempt number will be required on the invoice If value other than None selected, tax exempt number will be required for the invoice If set to most common selection of “None”, then the tax exempt number is not required, but can be entered as needed for each invoice.

16. Update order lines Accounts payable > Setup > Parameters > Updates tab > Update button

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