Accounts payable parameters (form)
Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012
Click Accounts payable > Setup > Accounts payable parameters.
Use this form to set up parameters for Accounts payable. We recommend that you first review all parameters and set them as necessary, especially before you enter or generate vendor invoices, because the parameters determine how the data that is generated by posting the source documents is handled.
You can use this form to do the following:
Select among various kinds of functionality.
Enter default information that will be used if the information has not been specified at a lower level.
Select number sequences for Accounts payable.
Tasks that use this form
Set up Accounts payable invoice matching
Key tasks: Vendor invoice policies
Navigating the form
The following tables provide descriptions for the controls in this form.
Links
Link |
Description |
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General |
Specify settings for purchase orders and vendor accounts. |
Updates |
Define the rules for updating product receipts. |
Invoice |
Specify options for invoices and invoice groups. |
Invoice validation |
Specify options for invoice policies, invoice matching, and invoice validation. |
Ledger and sales tax |
Specify default values that relate to posting profiles, sales tax posting, and cash flow forecasts. |
Promissory notes ES |
Select values that are relevant for promissory notes in Spain. Note (ESP) This control is available only to legal entities whose primary address is in Spain. |
Credit rating |
Specify the credit limit type that most of your vendors use. |
Settlement |
Specify various parameters about settlement. These include whether settlements that were made in product releases earlier than Microsoft Dynamics AX 2.5 can be accessed in closed transaction editing. |
AIF |
Select the default vendor invoice journal for inbound electronic vendor invoice documents. |
Confirmation of product receipt |
Select whether three-way matching is required for decentralized product receipt. |
Number sequences |
Define number sequences for Accounts payable. |
Button
Button |
Description |
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Group |
Create or update number sequence groups. |
Fields
Field |
Description |
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Account structure |
Select the account structure to use on the Purchase agreement department access form to control access to purchase agreements. The account structure that you select must include the financial dimension segment by which you control access to purchase agreements. Most often, this will be by department, but some organizations may restrict access to purchase agreements to different entities within their organizations. For more information, see (FRA) Purchase agreement department access (form) (Public sector). For more information about account structures, see About the Configure account structures form. This control is available only if the following conditions are met:
In versions of Microsoft Dynamics AX 2012 prior to cumulative update 7, only the Public Sector configuration key must be selected, but the primary address of the legal entity must be in France. |
Financial dimension |
Select the financial dimension by which you control access to purchase agreements. Most often, this will be department, but some organizations may restrict access to purchase agreements to different entities within their organizations. For more information, see (FRA) Key tasks: Administer purchase agreements (Public sector). This control is available only if the following conditions are met:
In versions of Microsoft Dynamics AX 2012 prior to cumulative update 7, only the Public Sector configuration key must be selected, but the primary address of the legal entity must be in France. |
One-time vendor account |
Select the vendor account that is used as a template for one-time vendors. For more information, see One-time vendor account. |
Tax exempt number requirement |
Select the type of tax exempt number requirement that is appropriate for the legal entity. In certain countries/regions, a tax exempt number must be specified for vendors. |
Mandatory tax group |
Select this check box to require that a tax group be defined for each new or modified vendor account. |
Post product receipt in ledger |
Select this check box to post the stock value of physical stock transactions to the ledger when you update a product receipt. If you select this check box:
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Use document date for vendor invoices |
Select this check box if you want the vendor invoice and associated tax to use the specified source document date when you post the vendor invoice. Clear this check box to use the date when the invoice is posted, instead. This option works with the Calculation date type field in the General ledger parameters form. If you select Delivery date in that field, sales tax is calculated by using the sales tax percentage that is valid on the delivery date. However, for invoice lines that are not associated with a purchase order, sales tax is calculated by using the sales tax percentage that is valid on the invoice document date or on the date when the invoice is posted, depending on the selection in the Use document date for vendor invoices check box. For more information, see Use document date for vendor invoices. |
Default settlement type for credit notes |
Select the standard settlement type to use when you create a credit note in the Purchase order form. For more information, see About settlement type for credit notes. |
Post to charge account in ledger |
Select this check box to post to a charge account in the ledger. |
Credit note as correction |
Select this check box to post a credit note as a correction in the ledger. The ledger transaction is posted on the same side as an invoice, but with a negative sign (reverse entry). This check box indicates only the default method of posting a credit note. You can change the value when you update a credit note. |
Check the invoice number used |
Select how duplicate invoice numbers per vendor will be handled when invoices are entered or received through a web service. The invoices from the web service are compared with the invoice numbers of the invoices that have already been posted.
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Tax exempt number requirement |
Select the countries/regions where a tax exempt number is required before invoices can be posted. |
Use vendor invoice reference number validation |
Select this check box to use vendor invoice reference number validation. Note (FIN) This control is available only to legal entities whose primary address is in Finland. |
Apply the credit invoicing layout to vendor invoice reports |
Select this check box to print invoice information on credit notes for vendor invoices. The invoice information includes the original invoice number, original invoice amount, and original sales tax amount, and the reason for the correction. Note This field is available only if the Multiple countries/regions and Credit invoicing configuration keys are selected. |
Require document date on vendor invoice |
Select the system response if a document date is not specified on a vendor invoice. The document date cannot be after the posting date.
Note (ITA) This control is available only to legal entities whose primary address is in Italy. |
Use vendor name associated with tax exempt number when invoicing |
If this check box is selected, the vendor name is taken from the tax exempt table when a vendor invoice is printed. You can see the tax exempt information in the Tax exempt numbers form. (Click General ledger > Setup > Sales tax > External > Tax exempt numbers.) Note (ESP) This control is available only to legal entities whose primary address is in Spain. |
Check for W-9 form |
Select this check box to verify that all vendors have submitted a W-9 form. If a vendor has not submitted a W-9 form, a warning message will be displayed when you create or update an invoice for the vendor. To exclude a vendor from this W-9 form verification, clear the Check for W-9 check box in the Vendors form. Note (USA) This control is available only to legal entities whose primary address is in the United States. |
Activate invoice payment groups |
Select this check box to let users add invoices to payment groups. Users can group invoices by a common code so that if one invoice in the payment group is settled, the other invoices in the group are included in the same settlement. Note You cannot clear this check box if any invoices are added to a payment group. You first must settle the invoices that are added to the payment group, or remove the payment group code from the invoices. For more information, see Add invoices to payment groups. |
Use invoice groups for this company |
Select this check box to let users add vendor invoices to invoice groups. Note You cannot clear this check box if any invoices currently are part of an invoice group. You first must post those invoices, or remove the invoice group code from the invoices. For more information, see Add invoices to invoice groups. |
Default code for invoice groups |
Select the default invoice group code to use for new invoices. This code will be added to invoices when they are created, but users can change this code for individual invoices.
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Custom code for invoice groups |
Enter the custom code to use for invoice groups. This field is available, and is required, only if Custom is selected in the Default code for invoice groups field. Users can change this code for individual invoices. |
Custom code for web service invoices |
Enter the custom code to use for invoices that are created by a web service. This field is required if the Use invoice groups for this company check box is selected. |
Enable invoice matching validation |
Select this check box to activate invoice matching and vendor invoice policies. This lets you:
For more information, see About Accounts payable invoice matching, Set up Accounts payable invoice matching, and Key tasks: Vendor invoice policies. If this check box is selected, the expected prices, expected totals, and expected charges for an invoice are saved when the invoice is approved for posting with matching discrepancies, or when the invoice is posted. This field is available only if the Invoice matching configuration key is selected. |
Post invoice with discrepancies |
Select whether to post invoices that include invoice matching discrepancies or policy violations:
This field is available only if the Enable invoice matching validation check box is selected. |
Match invoice totals |
Select this check box to match actual invoice totals with expected totals, based on purchase order information. For more information, see About Accounts payable invoice matching and Resolve invoice totals invoice matching discrepancies. This field is available only if the Enable invoice matching validation check box is selected. |
Display invoice totals match icon |
Select when to indicate that an invoice totals matching discrepancy exists.
For example, if the tolerance is 5 percent and the total invoice amount of the purchase order is 100.00, a price match icon is shown if the total invoice amount on the invoice exceeds 105.00. If you select If greater than or less than tolerance, an icon is also shown if the invoice amount is less than 95.00. This field is available only if the Match invoice totals check box is selected. |
Invoice totals tolerance percentage |
Enter the percentage variance that you will accept. For more information, see About Accounts payable invoice matching. For information about how to override the invoice totals tolerance percentage for a specific vendor, see Define invoice totals matching tolerances for vendors. This field is available only if the Match invoice totals check box is selected. |
Line matching policy |
Select whether to match price or price and quantity information for line items on invoices. For more information, see About Accounts payable invoice matching.
The selection in this field is the default line matching policy that will be used for the legal entity that you are working with. You can override the line matching policy for vendors, items, or vendor and item combinations in the Matching policy form. You can override the line matching policy for purchase order lines in the Purchase order form. This field is available only if the Enable invoice matching validation check box is selected. |
Allow matching policy override |
Select the type of change that can be made when you override the legal entity line matching policy in the Matching policy form or the Purchase order form. For more information, see Matching policy (form) and Purchase order (form).
This field is available only if the Enable invoice matching validation check box is selected. |
Display unit price match icon |
Select when to indicate that a unit price matching discrepancy exists.
For example, if the tolerance is 5 percent and the purchase order unit price is 10.00, a price match icon is shown if the invoice unit price exceeds 10.50. If you select If greater than or less than tolerance, an icon is also shown if the invoice unit price is less than 9.50. This field is available only if the Enable invoice matching validation check box is selected. |
Match price totals |
Select the type of tolerance to use for matching the total on purchase order lines with the total on invoice lines. Price totals matching can be used with either two-way matching or three-way matching. For examples, see About Accounts payable invoice matching.
This field is available only if the Enable invoice matching validation check box is selected. |
Purchase price total tolerance percent |
Enter the percentage of variance that you will accept. The variance is calculated on the invoiced net amounts for a purchase order line and the purchase order line net amount. For more information, see About Accounts payable invoice matching, Resolve net unit price invoice matching discrepancies, and Resolve price totals invoice matching discrepancies. This field is available only if Percentage or Percentage and amount is selected in the Match price totals field. |
Purchase price total tolerance |
Enter the amount of variance that you will accept. The variance is calculated on the invoiced net amounts for a purchase order line and the purchase order line net amount. For more information, see About Accounts payable invoice matching, Resolve net unit price invoice matching discrepancies, and Resolve price totals invoice matching discrepancies. This field is available only if Amount or Percentage and amount is selected in the Match price totals field. |
Display price total match icon |
Select when to indicate that a price totals matching discrepancy exists.
For example, if the tolerance is 5 percent and the purchase order price total is 10.00, a price match icon is shown if the invoice price total exceeds 10.50. If you select If greater than or less than tolerance, an icon is also shown if the invoice price total is less than 9.50. This field is available only if a value other than None is selected in the Match price totals field. |
Match charges |
Select this check box to compare expected charges based on purchase orders with actual charges on invoices. For information about how to trace charges matching errors, see Account for vendor invoice variance due to charges. For example, you want to plan for expected freight costs, so that users enter the expected freight costs as charges on purchase orders. To help control the actual freight costs, you use charges matching. Users can make sure that the variance between the expected charges and the actual charges is within the acceptable tolerances that have been set up for the legal entity. This field is available only if the Enable invoice matching validation check box is selected. |
Display charges match icon |
Select when to indicate that a charges matching discrepancy exists.
For example, the tolerance is 5 percent and the expected charge based on the purchase order is 10.00. A charges match icon is shown if the actual charge exceeds 10.50. If you select If greater than or less than tolerance, an icon is also shown if the charge is less than 9.50. This field is available only if the Match charges check box is selected. |
Charges tolerance percentage |
Enter the percentage of variance that you will accept. The variance is calculated on the charges for a purchase order compared with the charges for the corresponding invoice. If the charge is calculated per piece, the calculation is based on the invoice quantity. For information about how to override the charges tolerance percentage for a specific vendor, see Define matching tolerances for charges codes. This field is available only if the Match charges check box is selected. |
Posting profile |
Select the default vendor posting profile. A posting profile must be specified for every update of a vendor transaction. Posting profiles are created in the Vendor posting profiles form. For more information, see Vendor posting profiles (form). |
Primary receipt posting |
Select whether the primary receipt posting is attached to the item or to the vendor. For more information, see Primary receipt posting. |
Primary discount posting |
Select whether the primary discount posting is found on the item or on the vendor when line discounts are posted. For more information, see Primary discount posting. |
Promissory notes |
Select the posting profile for promissory notes. |
Remit promissory note |
Select the posting profile for remitting promissory notes. |
Invoice remit |
Select the posting profile for invoice remit. |
Warn if payment proposal uses multiple methods of payment |
Select this check box to receive a warning when a payment proposal returns more than one method of payment on the same journal line. |
Sales tax on prepayment journal voucher |
Select this check box to deduct sales tax from payments with prepayment journal vouchers. |
Posting profile with prepayment journal voucher |
Select a posting profile to indicate the summary account to which paid prepayment journal vouchers and the sales tax of prepayment journal vouchers are posted. The sales tax is calculated only if the Sales tax on prepayment journal voucher check box is selected. If you do not select a value in this field, the posting profile for the vendor account will be used. For more information about prepayments and the prepayment journal vouchers, see About prepayments and prepayment journal vouchers. |
Posting profile with prepayment |
Select a posting profile to use when prepayments are posted. For more information about prepayments and the prepayment journal vouchers, see About prepayments and prepayment journal vouchers. |
Period between delivery and invoicing |
Select payment terms that correspond to the standard period between a purchase order delivery and vendor invoicing. |
Invoicing period |
Select the value that represents the interval between the transaction date of future purchases (budget lines and open purchase orders) and the expected invoicing date from vendors. For example, if vendors usually send invoices three days after delivery, select payment terms such as Net+3 days. |
Terms of payment |
Select payment terms that indicate the standard time interval from the invoice date to the date when the invoice payment is due. For more information, see Terms of payment. |
Settle period |
Select payment terms that indicate the standard date interval between the due date and the date of payment. For more information, see Settle period. |
Settle account |
Select the default liquidity account to use for vendor payments in cash flow forecasts. This account is used unless you selected a specific settle account in the Settle account field in the Vendor posting profiles form for the posting profile for future transactions. Tip Select the liquidity account (bank account) that you usually use to make payments to vendors. If you calculate currency requirements, enter this account as a liquidity account in the Liquidity form. |
Allocation key |
Select the allocation key to use to reduce the effect of the budget on the cash flow forecast, according to purchase orders. For more information, see Allocation key. |
Time of sales tax posting |
Select whether sales tax will be posted when invoices are registered or when they are approved. |
Intra-community VAT |
Select this check box to use the Spanish Intra-Community value added tax (VAT) feature. Note (ESP) This control is available only to legal entities whose primary address is in Spain. |
Keep sales tax adjustments for PO invoices |
Select this check box to preserve overrides to sales tax amounts on vendor invoices. For example, you might select this check box if you always use the sales tax amount that is provided by the vendor, instead of the calculated sales tax amount that is based on the purchase order. If this check box is selected and no overrides are entered, the sales tax amount depends on the selection in the Sales tax direction field in the Sales tax transactions form. If the Sales tax receivable option is selected, and if the Ignore calculated sales tax check box in the Vendor invoice form is selected, the sales tax amount is 0.00. If the Sales tax receivable option is not selected, or if the Ignore calculated sales tax check box is not selected, the calculated sales tax amount is used. If this check box is selected and the invoice is created by a service, the Ignore calculated sales tax check box in the Vendor invoice form is automatically selected. If the Keep sales tax adjustments for PO invoices check box is not selected, the Ignore calculated sales tax check box is not available in the Vendor invoice form. Also, if a vendor invoice is changed, sales taxes might be recalculated, even if actual sales tax amounts have been overridden. |
Validations on promissory notes journals |
Select this check box to validate the tax exempt number for the vendor when you add and fulfill lines in a promissory note settlement journal. If this check box is not selected, and if Domestic + EU member states is selected in the Tax exempt number requirement field, the tax exempt number is not validated. Note (ESP) This control is available only to legal entities whose primary address is in Spain. |
Date treatment (promissory notes journals) |
Select this check box to clear the Minimum date field when you create payment proposals for draw promissory note journals and remittance journals. As a result, the due date is used as the transaction date, even if the due date is before the system date. If this check box is not selected, the system date is the default date in the Minimum date field. Note (ESP) This control is available only to legal entities whose primary address is in Spain. |
Confirming invoices treatment |
Select this check box to create a separate line for each invoice number when you create payment proposals for remittance journals and settle promissory note journals. Separate lines are created, regardless of the selection in the Period field for the method of payment. You can then verify each invoice amount that is represented in the journal. If this check box is not selected, journal lines can include amounts for multiple invoices, depending on the selection in the Period field. Note (ESP) This control is available only to legal entities whose primary address is in Spain. |
Credit limit type |
Select the type of credit limit check that is performed when a purchase order is updated. For more information, see Credit limit type. |
Automatic settlement |
Select this check box to automatically settle open invoices when a payment or credit note is updated. For more information, see Automatic settlement. |
Cash discount administration |
Specify whether an obtainable cash discount is regarded as a payment on account or is lacking payment when an invoice is settled. This setting is used when the settled payment amount, which includes the cash discount, does not equal the invoice that is being settled.
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Maximum penny difference |
Specify the maximum penny difference between a payment and the total of an optional number of invoices when vendor invoices are settled. If the penny difference is equal to or less than the penny difference that is specified in this field, the penny difference is posted automatically to the penny difference ledger account that is specified in the Accounts for automatic transactions form. |
Maximum overpayment or underpayment |
Enter the amount that is accepted for overpayment or underpayment. If you enter an amount, a message is displayed when an overpayment or underpayment that exceeds this amount is posted. For more information, see Maximum overpayment or underpayment. |
Calculate cash discounts for partial payments |
Select this check box to allow discounts to be automatically calculated for partial payments.
This check box is used with the Normal option in the Use cash discount field in the Settle open transactions form. If this check box is selected, the discount is taken when the Normal option is used. When you select Always, the cash discount is always taken, without regard for this field. When you select Never, the cash discount is never taken, without regard for this field. For more information, see About partial vendor payments. |
Calculate cash discounts for credit notes |
Select this check box to allow discounts to be automatically calculated for credit notes. In Accounts payable, a credit note transaction is a negative transaction that has a value in the Invoice field in the Journal voucher form for an invoice journal.
This check box is used with the Normal option in the Use cash discount field in the Settle open transactions form. If this check box is selected, the discount is taken when the Normal option is used. When you select Always, the cash discount is always taken, without regard for this field. When you select Never, the cash discount is never taken, without regard for this field. For more information, see About partial vendor payments. |
Discount offset accounts |
Select the account to offset when cash discounts are applied. This is the default setting to use for new cash discount codes.
For more information, see Cash discounts (form). Note This control is available only if the Public Sector configuration key is selected. |
Edit pre-version 2.5 settlements |
Select this check box to allow for settlements that were made in product releases earlier than Microsoft Dynamics AX 2.5 to be referred to in closed transaction editing. |
Journal name |
Select the default invoice journal for inbound electronic vendor invoice documents. |
Include three-way match |
Select this check box to enable decentralized product receipt that requires three-way matching for purchase order lines. Note For this setting to apply, you must set the Matching policy field to Three-way matching on the purchase order line. |
Reference |
The reference keys for which a number sequence can be selected. |
Number sequence code |
Select a number sequence that is associated with the reference. You can define number sequence codes in the Number sequences form. |
Sales tax book section |
Select the sales tax book section that stores the transactions of the reference key. Note (ITA) This control is available only to legal entities whose primary address is in Italy. |
Reuse numbers |
Select this check box if you want the selected reference to follow the number sequence that is specified for another reference. |
Use same number as |
If the Reuse numbers check box is selected, this field contains the reference key from which number sequences are copied. |
See also
Set up a cash flow forecast for sales and purchases
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