Accounts payable setup overview

Important

This content is archived and is not being updated. For the latest documentation, see Microsoft Dynamics 365 product documentation. For the latest release plans, see Dynamics 365 and Microsoft Power Platform release plans.

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Use this topic as your guide to setting up Accounts payable.

Prerequisites

Set up the following modules:

• System administration

• Organization administration

• General ledger

  • If you plan to use payment journals, you must first set up payment journals. (Click General ledger > Setup > Journals > Journal names.)

  • If you plan to run exchange rate adjustments, you must set up currency codes in the Currencies form, exchange rate types in the Exchange rate types form, and currency exchange rates in the Currency exchange rates form.

• In Cash and bank management, set up bank accounts to use with methods of payment.

Main setup forms for Accounts payable

Use the following forms to set up the basic functionality of Accounts payable for each legal entity. The forms are listed in the recommended order of setup.

To make the setup process simpler, you can create templates from the first records that are created. A template typically includes entries in many fields that reflect the features that the organization wants to implement for a particular type of vendor.

1. Define the terms of payment that you assign to sales orders, purchase orders, customers, and vendors, and that determine invoice due dates, in the Terms of payment form.

   For complete guidelines, see Terms of payment (form).

2. Create and maintain information about how the organization pays its vendors in the Methods of payment - vendors form.

   For complete guidelines, see Methods of payment - vendors (form).

3. Create and maintain groups of vendors that share key parameters for posting, settlement and payment, reporting, and forecasting in the Vendor groups form.

   For complete guidelines, see Vendor groups (form).

4. Set up the way in which vendor transactions are posted to the general ledger in the Vendor posting profiles form.

   For complete guidelines, see Vendor posting profiles (form).

5. Set up default settings that are applied if a more specific setting is not specified, parameters for various kinds of functionality, and various number sequences for Accounts payable in the Accounts payable parameters form.

   For complete guidelines, see Accounts payable parameters (form).

6. Define the format of various documents that are related to vendors, and that are used in the organization to keep track of receipts from vendors and to enter reasons for the flow of payments to vendors, in the Form setup form.

7. Create and maintain vendor accounts, including the tax authorities to whom your organization reports sales taxes, in the Vendors form.

   For complete guidelines, see Vendors (form).

Optional setup forms for Accounts payable

The setup of Accounts payable includes several other steps beyond the basic functionality.

The additional setup forms are organized by functionality.

Policies

• Set up vendor invoice policies in the Vendor invoice policy form.

  For complete guidelines, see Vendor invoice policy (form).

Invoice matching

• Set up invoice totals tolerances in the Invoice totals tolerances form.

  For complete guidelines, see Invoice totals tolerances (form) and Set up Accounts payable invoice matching.

• Set up two-way and three-way matching policies in the Matching policy form.

  For complete guidelines, see Matching policy (form), Set up Accounts payable invoice matching, and Examples: Three-way matching policies.

• Set up unit price tolerances in the Price tolerances form.

  For complete guidelines, see Price tolerances (form) and Set up Accounts payable invoice matching.

• Set up item price tolerances in the Item price tolerance groups form.

  For complete guidelines, see Item price tolerance groups (form) and Set up Accounts payable invoice matching.

• Set up vendor price tolerance groups in the Vendor price tolerance groups form.

  For complete guidelines, see Vendor price tolerance groups (form) and Set up Accounts payable invoice matching.

• Set up charges tolerances in the Charges tolerances form.

  For complete guidelines, see Charges tolerances (form) and Set up Accounts payable invoice matching.

Workflow

• Set up workflow configurations for journal approvals and purchase requisitions in the Accounts payable workflows form.

  For complete guidelines, see Workflows (list page).

Reasons

• Set up reason codes in the Vendor reasons form to manage vendor reason codes.

  For complete guidelines, see Reasons (form).

Charges

• Set up codes for the charges to use in purchase orders in the Charges code form.

  For complete guidelines, see Charges code (form).

• Create and maintain charges groups for vendors in the Vendor charges group form.

  For complete guidelines, see Charges groups (form).

• Create and maintain charges groups for items in the Item charge groups form.

  For complete guidelines, see Charges groups (form).

• Define the charges to automatically assign to orders in the Auto charges form.

  For complete guidelines, see Auto charges (form).

Supplementary items

• Create and maintain supplementary item groups for vendors in the Supplementary item groups - Vendor form.

• Create and maintain supplementary item groups for items in the Supplementary item groups - Inventory form.

Distribution

• Create and maintain the conditions for an item's transfer from seller to buyer in the Terms of delivery form.

  For complete guidelines, see Terms of delivery (form).

• Create and maintain the means of transport used when delivering an order from the seller to the buyer in the Modes of delivery form.

  For complete guidelines, see Modes of delivery (form).

• Create and maintain identifiers and descriptions for delivery destinations in the Destination codes form.

  For complete guidelines, see Destination codes (form).

Forms

• Create the standard text that appears in various forms in the Form notes form.

• Set up the sorting orders for requisitions, receipt lists, packing slips, and invoices in the Form sorting parameters form.

• Set up print management information for originals and copies of forms in the Print management setup form.

  For complete guidelines, see Print management setup (form).

Payments

• Set up and manage the terms for obtaining cash discounts in the Cash discounts form. The cash discount codes are linked to vendors and are applied to purchase orders.

  For complete guidelines, see Cash discounts (form).

• Set up payment schedules to manage installment payments to vendors in the Payment schedules form.

  For complete guidelines, see Payment schedules (form).

• Define the payment days that are used for the calculation of due dates, and specify payment days for a specific day of the week or month, in the Payment days form.

  For complete guidelines, see Payment days (form).

• Create and maintain payment fees that are associated with vendors in the Payment fee form.

  For complete guidelines, see Vendor payment fee (form).

• Create and maintain payment instructions in the Payment instruction form.

  For complete guidelines, see Payment instruction (form).

Statistics

• Set up user-defined intervals to analyze the maturity distribution of vendor accounts in the Aging period definitions form.

  For complete guidelines, see Aging period definitions (form).

• Create line of business codes that you assign to vendors in the Line of business form.

  For complete guidelines, see Line of business (form).

(USA) Tax 1099

• Verify and update, according to the latest IRS requirements, the minimum amounts that must be reported to the IRS in the 1099 fields form.

  For complete guidelines, see (USA) 1099 fields (form).

Optional setup

Organization administration

• Set up invoice number sequence groups in the Number sequences form. (Click Organization administration > Common > Number sequences > Number sequences. On the Action Pane, click Number sequence.)

  For complete guidelines, see Number sequences (list page).

• Set up address setup forms (Organization administration > Setup > Addresses):

  • Address setup

    For complete guidelines, see Address setup (form).

  • NAF codes

  • Import ZIP/postal codes

General ledger

• Set up financial dimensions in the Financial dimensions form. (Click General ledger > Setup > Financial dimensions > Financial dimensions.)

  For complete guidelines, see Financial dimensions (form).

• Set up tax information in the following forms (General ledger > Setup > Sales tax):

  • Sales tax codes

    For complete guidelines, see Sales tax codes (form).

  • Sales tax groups

    For complete guidelines, see Sales tax groups (form).

  • Item sales tax groups

    For complete guidelines, see Item sales tax groups (form).

  • Account group

    For complete guidelines, see Ledger posting groups (form).

  • Sales tax exempt codes

    For complete guidelines, see Sales tax exempt codes (form).

  • Sales tax jurisdictions

    For complete guidelines, see Sales tax jurisdictions (form).

  • Sales tax authorities

    For complete guidelines, see Sales tax authorities (form).

  • Sales tax settlement periods

    For complete guidelines, see Sales tax settlement periods (form).

Cash and bank management

• Set up the Central Bank purpose code in the Payment purpose codes form. (Click Cash and bank management > Setup > Payment purpose codes.)

  For complete guidelines, see Payment purpose codes (form).

See also

Manage vendor requests overview