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Use this form to update the purchase order, receipts list, packing slip, and invoice forms. You can enter the general settings for the purchase order on the tabs in the upper pane, and you can change and update the current purchase data on the tabs in the lower pane.

Tasks that use this form

Navigating the form

The following tables provide descriptions for the controls in this form.

Tabs

Tab

Description

Select the set of parameters for posting a purchase order.

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 list.

Note Note

When you perform a summary update for several orders, you can view the summarized order in the form. Select the relevant purchase order, click , 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 to 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.

Shows the quantity specified in the field 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 tab. 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 field on the tab.

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.

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

Note Note

If you enter a discount in the posting form, you must set up an account in the form 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.


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

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

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

View the name of the purchase order.

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

Buttons

Button

Description

Select the orders to display.

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

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 tab, select a value in the list.

Tip Tip

When you update multiple orders, click . The multiple orders with the same vendor account are assembled into one of the existing orders on the tab. The order chosen depends on the setting in the field.


View the totals for the orders in the form. If you are working with an invoice, you can change the values for , , , and .

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

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

Note Note

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


View error text messages and make corrections.

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

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

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

  • – Open the form, 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 Note

The options in the button menu on the tab apply to the invoice header or summary invoice header. The options in the menu on the tab apply to the invoice lines. The options in the menu on the tab apply to the purchase order headers.


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

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

Fields

Field

Description

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:

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

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

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

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

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 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.


Select the data later in the process.

Select a schedule for printing:

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

  • – 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. To have the information printed by invoice account, select .

If the purchase order is of the type, 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.

The destination of the printed document.

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

For more information, see Check credit limit.

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.

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.

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.

The identification of the purchase.

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.

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

The identifier for the purchase.

The name of the purchase order. This is the name that was specified in the field in the form.

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

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 .

Note Note

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


The status of the purchase invoice.

  • – The invoice document has been created.

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

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 .

This field is available only if the check box is selected in the form.

Displays a check mark if matching discrepancies exist and the check box in the form is selected.

This field is blank if matching discrepancies exist and the check box in the form is not selected. To view detailed information, click .

This field is displayed only if the check box in the form is set to .

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 field.

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.

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

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

Specify payment handling for the current method of payment.

The payment identification used for the payment of invoices.

A unique identification of the account.

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.

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

For more information, see Due date.

The purchase that the line is generated from.

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

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

Note 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.


The size of the item.

The color of the item.

Enter the warehouse in which you will store your items.

Enter the batch number dimension. If you select and in the upper pane of the or forms, you can change the batch number for the transfer order line.

The serial number dimension. If you select and in the upper pane of the or forms, you can change the serial number for the transfer order line.

When you use the quantity parameter, this field shows the value in the field 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.

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 .

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

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 .

The purchase price of the item per purchase unit.

The value of the quantity selected in the field.

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 .

The purchase price that you specified in the field in the form.

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

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

For more information, see Deliver remainder.

The quantity ordered, in the inventory unit.

The back order in the inventory unit that remains on the line if the line is updated with the quantity entered in the field. The field value is the value in the field, multiplied by the unit conversion factor that you define in the form.

The miscellaneous purchase charges that you specified in the field in the form. You can change the line discount amount that you specified previously for the purchase line.

The line discount in amount per price unit.

For more information, see Discount.

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

For more information, see Line discount percentage.

The calculated multiline discount specified in the 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 form. If you are working with invoices, you can edit the information in this field.

Note Note

You must set up an account in the form 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.


The calculated multiline discount percentage specified in the 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 form. If you are working with invoices, you can edit the information in this field.

Note Note

You must set up an account in the form 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.


The name or company name of the delivery 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.

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 tab, you cannot create a new line.

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

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 field.

This field is available in the following circumstances:

  • The field is cleared.

  • The reference type is blank or .

  • The line has quantities of zero or blank in the field of the form.

  • The purchase type is , , or .

  • The check box is selected in the form.

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

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

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 check box is selected, and the item is in an inventory model group that uses an inventory model other than .

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 check box is cleared, and the item is in an inventory model group that uses an inventory model other than .

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 .

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 .

The date that depreciation was processed.

See Also