This document provides instructions for creating and managing purchase orders in the Navision accounts payable system. It discusses purchase order types like purchase orders, blanket orders, and quotations. It also covers topics like backorders, miscellaneous charges, invoice processing, and setting up parameters.

1. User's Guide for
Accounts Payable

2. 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.
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Development a/s. However, the trademarks Microsoft, Windows, Windows
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Published by Navision a/s.
Published in Denmark 2002.
DocID: AX-300-USG-005-v01.00-ENUS

3. 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

4. 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

5. 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

6. CHAPTER 13.
REFERENCE.................................................................................................13-1
13.1 External codes............... .................................................................13-2
13.2 Actions........................... .................................................................13-6
13.3 Parameters.................... .................................................................13-7
Index ...............................................................................................................1

7. Chapter 1.
Creating Purchase Orders

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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

17. Chapter 2.
Backorders

18. 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.
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19. 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

20. 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

21. Chapter 3.
Miscellaneous Charges

22. 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

23. 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

24. 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

25. 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

26. 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

27. 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

28. 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

29. 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

30. 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

31. 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

32. Miscellaneous Charges
3-12

33. 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

34. 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

35. Chapter 4.
Invoice Register

36. 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)
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37. 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

39. Chapter 5.
Invoice Approval Journal

40. 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)
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41. 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

43. Chapter 6.
Invoice Pool Excl. Posting

44. 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)
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45. 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

47. Chapter 7.
Invoice Journal

48. 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

49. 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

51. Chapter 8.
Payment Management

52. 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

53. Chapter 9.
Open Transaction Editing

54. 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.
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55. 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

56. 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

57. Chapter 10.
Closed-transaction Editing

58. 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

59. Chapter 11.
Intercompany

60. 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.
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61. 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

62. 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.
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63. 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

64. 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.
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65. 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.
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66. 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.
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67. 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

68. 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.
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69. 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.
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70. 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

71. Chapter 12.
Setting Up Parameters

72. 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.
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73. 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

74. 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)
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75. 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

77. Chapter 13.
Reference

78. 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

79. 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

80. 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.
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81. 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)
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82. 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.
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83. 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.
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84. 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.
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85. 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
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86. 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.
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87. 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)
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89. 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