Parameters

Select the set of parameters for posting a purchase order.

Other

Specify whether you want Microsoft Dynamics AX to perform a credit limit check and, if so, what method to use. You can also select a value for updating multiple sales or purchase orders at the same time in the Summary update forlist.

Note
When you perform a summary update for several orders, you can view the summarized order in the Purchase orderform. Select the relevant purchase order, click Inquiries, and then select the journal name.

Overview tab

View and update packing slip or invoice information for a list of purchase orders.

Setup tab

Select Functionsto change the date of the receipts list, packing slip, or invoice. Alternatively, you can change several invoices if you have multiple lines to be updated.

Lines

Shows the quantity specified in the Updatefield on the individual purchase line so you can update the purchase with the update parameters.

For example, select items on this tab to confirm part of a purchase or receive a partial delivery of a purchase if you asked the vendor to deliver only part of an order line when the order was placed. You can also see an overview of the items that are ordered, but that have not yet been delivered, on the Line detailstab. This update parameter is typically used when updating packing slips and printing purchase orders.

When all the back-ordered lines have been generated, they can be checked and edited before updating. You can change the quantity that you want to update in the Remaining quantityfield on the Deliver remaindertab.

You can also see an overview of goods received. These are all items received with the packing slip update. Select this update parameter when updating and printing invoices so that only the quantity already delivered is updated on the invoice. When all the lines have been generated, they can be checked and updated on this tab. When you have completed all update parameters, click OKto run the print job or the originally selected update.

Line details

View line detail information. In the Discountsection, you can change the discount that you specified previously for the purchase line.

Note
If you enter a discount in the posting form, you must set up an account in the Postingform to record the discount in the ledger. If no account is specified, the discount is not recorded directly in the ledger account. The discount will instead be deducted from the revenue or cost value.

Packing slip

(Invoice only) View quantity information about packing slips that are related to the invoice.

If Packing slipis selected in the Quantityparameter field, the invoice is automatically matched to packing slips and information is displayed on this tab.

If any other option is selected in the Quantityparameter field, you must click Packing slipsto match the invoice to existing packing slips.

Purchases

View the name of the purchase order.

Fixed assets

Specify that the purchase is for either an existing fixed asset or new fixed asset.

Select

Select the orders to display.

Select packing slip

(Invoice only) Select packing slips to base invoices on. This button is available only if Packing slipis selected in the Quantityfield.

Arrange

Assemble several orders into one purchase order, receipts list, packing slip, or invoice. By default, this button is unavailable. To enable this button, on the Othertab, select a value in the Summary update forlist.

Tip
When you update multiple orders, click Arrange. The multiple orders with the same vendor account are assembled into one of the existing orders on the Overviewtab. The order chosen depends on the setting in the Summary update forfield.

Totals

View the totals for the orders in the Totalsform. If you are working with an invoice, you can change the values for Round-off, Total discount, Cash discount, and Disc. date.

Sales tax

(Invoice only) Change or view the calculated taxes for the order line.

Payment schedule

(Invoice only) Open the Payment scheduleform, where you can change the payment details of the current schedule before posting the invoice.

Note
If this button is not available, you must select a schedule in the Payment schedulefield in the purchase order header.

Error text

View error text messages and make corrections.

Packing slips

(Invoice only) Match packing slips to the invoice you are working with.

Setup

(Invoice only) Open a menu with the following items:

• Misc. charges– Open the Misc. charges transactionsform, where you can view or change miscellaneous charge transactions for the selected invoice, summary invoice header, or individual purchase order invoice header.

• Allocation– Open the Allocate misc. chargesform, where you can allocate miscellaneous charges for the selected invoice, summary invoice header, or individual purchase order invoice header. Allocation is based on the invoice lines, and the quantities and net currency amounts on each of those lines.

Note
The options in the Setupbutton menu on the Overviewtab apply to the invoice header or summary invoice header. The options in the menu on the Linestab apply to the invoice lines. The options in the menu on the Purchasestab apply to the purchase order headers.

Misc. charges

(Invoice only) Open the Misc. charges transactionsform, where you view or change miscellaneous charge transactions for the selected open invoice line.

Matching details

(Invoice only) View, correct, and approve price and quantity matching discrepancies for the selected invoice or invoice line.

Quantity

Specify the quantities to update. Two or more of the following options are available, depending on the purchase order document that you want to update:

• Receive now– Select all quantities entered in the Updatefield. Use this option to make a partial order confirmation or delivery.

• All– Select all purchase order quantities not yet updated by the current document type.

• Registered– Select all quantities registered in inventory but not yet updated as received.

• Packing slip– Select all quantities updated on a packing slip but not yet invoiced.

Posting

Select this check box to post the purchase order. If this check box is cleared, the purchase order is not posted in the ledger and a pro forma purchase order is printed, instead.

Note
If you have made an agreement about a payment schedule, it is not shown on the pro forma invoice. The payment schedule is only shown on the actual purchase order.

Late selection

Select the data later in the process.

Print

Select a schedule for printing:

• Current– Print the information before the system has been updated.

• After– Print the information after the system has been updated.

Example

You set up the system to sort the information by invoice account in the Form sorting form. To have the information printed by invoice account, select After.

Print sales documents

If the purchase order is of the Direct deliverytype, select this check box so that when you use an invoice or packing slip to update the purchase order, the corresponding sales order packing slip will also be printed. In addition to the regular vendor's address, the customer address is also printed on the packing slip update.

Use print management destination

The destination of the printed document.

Check credit limit

Select the information to be analyzed when a credit limit check is performed.

For more information, see Check credit limit.

Summary update for

Select a default value for summary updates if you want the selected orders to be posted at the same time in one consolidated order.

For more information, see Summary update for.

Credit correction

Select this check box to display a credit note as a debit in your voucher transactions. This method is used in finance when a negative credit (debit) is used to correct an incorrectly recorded transaction. This kind of credit correction is also known as Storno.

Credit remaining quantity

If you are posting a credit note, select this check box to keep the remaining quantity on order. If the check box is cleared, the remaining quantity is set to zero.

Purchase order

The identification of the purchase.

Update

Contains different values, depending on whether you are updating purchase orders, packing slips, or invoices. For example, if you are updating a packing slip, the packing slip value is displayed.

Packing slip

The packing slip that is associated with the invoice. If multiple packing slips are associated, an asterisk (*) is displayed.

Purchase order

The identifier for the purchase.

Name

The name of the purchase order. This is the name that was specified in the Namefield in the Purchase orderform.

Number

Enter the invoice number with a numeric value that can be used later for inquiries in, for example, invoice journals.

On hold

If selected, indicates that the invoice can be saved but not posted. For example, if there is a problem with the invoice, you might put it on hold while you contact the vendor and resolve the problem. When this check box is selected, the status of the invoice changes to Pending.

Note
If the invoice has no line items, it is not saved, even if this check box is selected.

Status

The status of the purchase invoice.

• New– The invoice document has been created.

• Pending– The invoice document has been saved but not posted.

Match variance

Displays a check mark if the variance between the invoice net unit price and the purchase order net unit price is within allowable tolerances for lines on the invoice, and if the invoice quantity and the packing slip quantity is equal for all lines on the invoice.

Displays a warning icon if matching discrepancies exist; that is, if the price variance exceeds the allowable tolerance, or if the invoice quantity and packing slip quantity are different for one or more lines on the invoice. To view detailed information, click Matching details.

This field is available only if the Use invoice matching for this companycheck box is selected in the Accounts payable parametersform.

Variance approved

Displays a check mark if matching discrepancies exist and the Approve posting with matching discrepanciescheck box in the Invoice matching detailsform is selected.

This field is blank if matching discrepancies exist and the Approve posting with matching discrepanciescheck box in the Invoice matching detailsform is not selected. To view detailed information, click Matching details.

This field is displayed only if the Post invoice match discrepanciescheck box in the Accounts payable parametersform is set to Require approval.

Date

The transaction date for posting the invoice in General ledger, Accounts payable, or Inventory management. This field is used to calculate both the due date and the cash discount date, unless you entered information in the Document datefield.

Approved

Indicate whether the invoice has been approved. This field is copied to the accounts payable transaction. Only approved transactions are included in the calculation of the payment proposal.

Approved by

The employee who approved the specified invoice. This information is copied to the invoice journal.

Method of payment

A code for the method of payment for the vendor payment proposal.

Payment specification

Specify payment handling for the current method of payment.

Payment ID

The payment identification used for the payment of invoices.

Bank account

A unique identification of the account.

Document date

The date that the invoice was received. If you complete this field, the date you enter is used for calculating the due date and cash discount date.

Due date

Enter the last day of payment. The last day of payment is independent of terms of payment.

For more information, see Due date.

Purchase order

The purchase that the line is generated from.

Item number

The item number of the purchase line. This is the number specified in the Item numberfield.

Configuration

Select an item configuration to specify an item with specific attributes.

Note
If you work with purchase or sales orders, you cannot change the item configuration after you have updated order transactions, such as registration, packing slip, and invoice updates.

Size

The size of the item.

Color

The color of the item.

Warehouse

Enter the warehouse in which you will store your items.

Batch number

Enter the batch number dimension. If you select Edit linesand Explode linesin the upper pane of the Shipmentor Receiveforms, you can change the batch number for the transfer order line.

Serial number

The serial number dimension. If you select Edit linesand Explode linesin the upper pane of the Shipmentor Receiveforms, you can change the serial number for the transfer order line.

Update

When you use the Receive nowquantity parameter, this field shows the value in the Receive nowfield on the purchase order. This editable field contains the back order for the purchase line in the purchase unit, based on the update parameter selected.

Packing slip quantity match

Displays a check mark if the invoice quantity and the packing slip quantity are equal for the selected line.

Displays a warning icon if the invoice quantity and packing slip quantity are different for the selected line. To view detailed information, click Matching details.

This field is blank if the invoice line quantity is positive, the Receiving requirementscheck box for the item's inventory model group is cleared, and the invoice line is not connected to any packing slips.

This field is blank if the invoice line quantity is negative, the Deduction requirementscheck box for the item's inventory model group is cleared, and the invoice line is not connected to any packing slips.

Price match

Displays a check mark if the variance between the invoice net unit price and the purchase order net unit price is within allowable tolerances for the selected line.

Displays a warning icon if the price variance exceeds the allowable tolerance for the selected line. To view detailed information, click Matching details.

Unit price

The purchase price of the item per purchase unit.

Net amount

The value of the quantity selected in the Updatefield.

Closed

If an order line cannot be delivered or can be only partially delivered, select this check box to set the remaining quantity to zero. If there is only one order line, the entire order is closed and has a status of Canceled.

Unit price

The purchase price that you specified in the Unit pricefield in the Purchase orderform.

Price unit

The price unit of the item as specified in the Price unitfield on the purchase order.

Deliver remainder

The back order that remains on the line if the line is updated with the back order quantity calculated in the Remaining quantityfield.

For more information, see Deliver remainder.

Update

The quantity ordered, in the inventory unit.

Deliver remainder

The back order in the inventory unit that remains on the line if the line is updated with the quantity entered in the Remaining quantityfield. The field value is the value in the Deliver remainderfield, multiplied by the unit conversion factor that you define in the Unit conversionform.

Purchase misc. charges

The miscellaneous purchase charges that you specified in the Purchase misc. chargesfield in the Purchase orderform. You can change the line discount amount that you specified previously for the purchase line.

Discount

The line discount in amount per price unit.

For more information, see Discount.

Disc. pct.

Edit the line discount percentage that you specified previously for the purchase line.

For more information, see Line discount percentage.

Multiline discount

The calculated multiline discount specified in the Multiline discountfield on the purchase order.

If you are working with a purchase order, receipts list, or packing slip, this field cannot be edited, but must be calculated by using the multiline discount calculation in the Purchase orderform. If you are working with invoices, you can edit the information in this field.

Note
You must set up an account in the Inventory postingform to record the discount in the ledger. If no account is specified, the discount is not recorded directly in the ledger account. Instead, the discount will be deducted from the revenue/cost value.

Multiline discount %

The calculated multiline discount percentage specified in the Multiline discount %field on the purchase order.

If you are working with a purchase order, receipts list, or packing slip, this field cannot be edited, but must be calculated by using the multiline discount calculation in the Purchase orderform. If you are working with invoices, you can edit the information in this field.

Note
You must set up an account in the Inventory postingform to record the discount in the ledger. If no account is specified, the discount is not recorded directly in the ledger account. Instead, the discount will be deducted from the revenue/cost value.

Delivery name

The name or company name of the delivery address.

Address

Enter the address and postal code. The rest of the address information is inserted if the postal code exists in the ZIP/postal Code table.

Purchase order

View the order number that corresponds to the number given in the purchase order field. Only one purchase order is shown at a time. Because this field depends on the purchase order that you selected on the Overviewtab, you cannot create a new line.

Name

View the order name that corresponds to the name indicated in the Namefield.

New fixed asset?

Select this check box to create a fixed asset when you post the packing slip or invoice. For purchases of assets, you can either create a new asset or enter the number of an existing asset in the Fixed asset numberfield.

This field is available in the following circumstances:

• The Fixed asset numberfield is cleared.

• The reference type is blank or None.

• The line has quantities of zero or blank in the Markedfield of the Markingform.

• The purchase type is Purchase order, Blanket order, or Subscription.

• The Create asset during packing slip or invoice postingcheck box is selected in the General ledger parametersform.

• The item is in an inventory model group that uses an inventory model other than Standard cost.

For more information, see About assets created from Accounts payable.

Fixed asset group

Select a fixed asset group to provide default information for the new fixed asset, such as depreciation profiles and value models.

This field is available if the New fixed asset?check box is selected, and the item is in an inventory model group that uses an inventory model other than Standard cost.

Fixed asset number

The fixed asset number for the transaction.

When you enter a fixed asset number of an existing asset, you create an association between the purchase order and the fixed asset. You can also post an acquisition transaction for the asset, depending on your setup. For more information, see About assets created from Accounts payable.

This field is available if the New fixed asset?check box is cleared, and the item is in an inventory model group that uses an inventory model other than Standard cost.

Value model

The value model that is related to the current transaction.

This field is available only if the item is in an inventory model group that uses an inventory model other than Standard cost.

Transaction type

The type of fixed asset transaction that will be created with the purchase.

This field is available only if the item is in an inventory model group that uses an inventory model other than Standard cost.

Depreciation run date

The date that depreciation was processed.