Item receipts & Invoice receipts (Account payable module) – Microsoft Dynamics AX

If you want to check wether the required items arrive on time, use the workspace Purchase order receipt and follow up. This workspace shows the delayed and pending receipts on lists in the center pane.

Once an ordered item arrives in the warehouse, you want to post an item receipt, which makes the item available in inventory. You can optionally post a receipts list if you need to prepare the item receipt, used for information purposes. The item receipt includes two consecutive steps:

1. Inventory regisration – increases on-hand quantity inventory  directly from the order line, item arrival journal or mobile device transactions (optional)
2. Product receipt – posting the final physical inventory transaction

Whereas you can execute inventory registration before posting a PO confirmation, it is not possible to post the product receipt before the PO confirmation.

Depending on the warehouse policy there are following ways for processing the inventory registration:

• Basic approach
  • Registration form – from the order line
  • Item arrival journal – in inventory, separate from the PO form
  • Arrival overview – optional prior step to item arrival journal
• Advance warehouse management
  • Mobile device – record transactions on mobile device

Inventory registration is only possible for stocked items (not possible for procurement categories or non stocked). You can only post a product receipt for these lines.

When you access the inventory registration form from a purchase order line, through Update line/Registration in the toolbar of the tab Purchase order lines, the tab Transactions shows a single inventory transaction . This transaction is split if you post partial deliveries (transactions/split or transactions/create serial number) or if you split the line manually.

To reverse or cancel an inventory registration, just add an registration line and post it with negative quantity.

Posting an item arrival journal generates the same transactions in inentory and in purchasing as the registration directly in the PO line. Registering and posting an item arrival journal (Inventory management/Journal entries/Item arrival/Item arrival) works similar the the procedure in other inventory journals

The form Arrival overview, Inventory management/Inbound orders/Arrival overview, gives an overview of the expected item arrivals. You can select the receipt for arrival and click Start arrival, which creates an item arrival journal for selected lines but does not post it.

The column field in the prodcut receipt posting dialog, called product receipt, is used to enter the packing slip number of the vendor.

If an exclamation mark (!) is shown in front of a product receipt record on the tab overview, it indicates an issue with posting, and may be that the selected quantity in the posting dialog is Registered quantity but there has not been an inventory registration before the roduct receipt. Depending on the situation , you may select  Ordered quantity to slove the issue.

You have to post a partial delivery if you do not receivet the entire quantity of a purchase order line in one shipment but slip into multiple  shipments. We can notice partial deliveries in inventory registration and product receipt.

In the inventory registration you can record partial deliveries in the registration form or if the invenotry registration is posted you can enter the partial quantity in the item arrival journal lines. When you post the product receipt which refers to the inventory registration afterwards, select the option Registered quantity in the dialog.

If you do not use inventory registration, but product receipt instead, you can optionally enter a Receive now (rightmost field or in the tab) quantity in the purchase order line to prepare the partial delivery. Then in the Posting product receipt dialog select the option Receive now quantity. Or you can choose Ordered quantity, but in this case you have to enter the received quantities in the column Quantity. After posting a partial delivery the remaining quantity is shown in the field Deliver reminder. The received total in the column Received.

If you post the receipt of a quantity which is less than ordered quantity D365 posts a partial delivery, unless you characterize the receipt as underdelivery, selecting the checkbox Close for receipt which means you do not expect further receipts.

The transaction is an overdelivery in case the total received quantity exceds the ordered quantity. The system accepts overdelivery if the exceeding quantity is less than the overdelivery percentage of the order line.

Posting an item receipts updates the order status and the quantity in inventory.

Order status indicates the order progress as given by the lowest status of the purchase order lines. The document status shows the highest status of a posted document.

Invoice receipts

Together with the shipment, or at a later stage, the vendor submits an invoce.

Whereas the product receipt updates the preliminary (physical) inventory vaue, invoice receipts

update the actual (financial) value. For this reason, posting an invoice receipt does not only increase

the open vendor balance but also the financial value in inventory.

With regard to line content and the way of processing there are two types of invoices:

• Invoices related to products and procurement categories – with or without PO reference
• Invoices related to ledger accounts – with reference to an expense account for office rent (finance section)

Vendor invoices, which refer to product or product categories; purchase order  or not any order, have to be registered and posted in the Pending vendor invoice form.

When you receive a vendor invoice you enter it seperataly from PO in the pending vendor invoice form,  Accounts payable/Invoices/Pending vendor invoices, which shows all vendor invoices, entered but not posted. (Review this section for more detailed info)

You can create new pending vendor invoice:

1. Vendor invoice entry workspace
2. Pending vendor invoice form
3. Vendor form
4. Purchase order form

After you have entered a pending vendor invoice you can optionally leave it non posted or post it at a later stage for example if you have to obtain an approval in an approval workflow.

After posting the invoice is not shown anymore in the pending vendor invoice form. It is now included in the open vendor invoice form Accounts payable/Invoices/Open vendor invoices which shows all invoices not paid yet.