Define an invoice posting policy for various users

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Enabled for Public preview General availability
Users, automatically Mar 1, 2023 Apr 1, 2023

Business value

Different companies often have unique processes for invoices and shipments. For example, processes can vary from one person posting everything on a purchase order to multiple employees, each working with their own pages. A new setting on the User Setup page lets you specify how each user can process invoices.

Feature details

To restrict users from posting invoices or require that invoices are posted together with shipment or receipts, on the User Setup page, in the Sales Invoice Posting Policy and Purch. Invoice Posting Policy fields, choose one of the following options:

  • Allowed (Default): Keep the current behavior, where a user can choose the posting option, such as Ship, Invoice, and Ship and Invoice.
  • Prohibited: Prevent the user from posting invoices. Business Central will show a confirmation dialog that provides only the Ship or Receive options.
  • Mandatory: Allow the user to post invoices together with receipts or shipments. Business Central will show a confirmation dialog with the Ship and Invoice or Receive and Invoice options.

The setting affects the following documents:

  • Sales orders
  • Sales return orders
  • Purchase orders
  • Purchase return orders
  • Warehouse shipments
  • Inventory picks
  • Inventory put-aways

Note

The warehouse receipt document isn't in the list because you can't post invoices from the document.

The following table describes the effects on different documents.

Document Option 1: Allow
Displays a series of options		 Option 2: Prohibited
Confirmation dialog		 Option 3: Mandatory
Confirmation dialog
Sales Order - Ship
- Invoice
- Ship and Invoice		 Do you want to post the shipment? Do you want to post the shipment and invoice?
Sales Return Order - Receive
- Invoice
- Receive and Invoice		 Do you want to post the receipt? Do you want to post the receipt and invoice?
Inventory Pick - Ship
- Ship and Invoice		 Do you want to post the shipment? Do you want to post the shipment and invoice?
Purchase Order - Receive
- Invoice
- Receive and Invoice		 Do you want to post the receipt? Do you want to post the receipt and invoice?
Purchase Return Order - Ship
- Invoice
- Ship and Invoice		 Do you want to post the shipment? Do you want to post the shipment and invoice?
Inventory Put-away - Receive
- Receive and Invoice		 Do you want to post the receipt? Do you want to post the receipt and invoice?
Warehouse Shipment - Ship
- Ship and Invoice		 Do you want to post the shipment? Do you want to post the shipment and invoice?

Note

The setting doesn't affect posting of the general journal lines where you can select Invoice in the Document Type field.

User Setup

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See also

Define an invoice posting policy for users (docs)