Dynamics AX 2012: Vendor Document Validation (Product receipt, and invoice)
During the daily business process in Procure to Pay cycle there are two documents communicated from vendor side which are product receipt, and invoice. Those documents are used to authorize the afterwards processes which are used as validation documents.
This article covers the control option that Dynamics AX 2012 offers (product receipt, and invoice), which is designed into two layers. The first layer is a built-in control in MS Dynamics AX 2012, and the second control is a configurable control.
The product receipt document: represents the goods reception transaction in warehouse, this document has a reference number based on vendor document, the warehouse keeper record this reference number which could be used in reconciliation process with the vendor, and it is used in invoicing process as well.
The first control in Product Receipt posting form the product receipt reference number is a mandatory filed, this is a built in control
http://blog.mohamedaamer.com/wp-content/uploads/2012/04/AX-2012-Producte-Receipt-Posting.png
The second layers is validating the used value in product receipt reference number in Product Receipt posting form, this control configuration is under Procurement and Sourcing module Parameters. MS Dynamics AX 2012 is checking the product receipt number for each vendor with the following options:-
http://blog.mohamedaamer.com/wp-content/uploads/2012/04/AX-2012-Product-Receipt-1024x553.png
Option |
Description |
| Reject duplicates: | this option will forbid using the same product receipt reference number from the same vendor. For example if vendor A has delivered goods with product receipt reference number PR-001 this value could not be used with the same vendor, but could be used with vendor B. |
| Reject duplicates within fiscal year: | Same as the previous option in addition to the validation will executed during the fiscal year. |
| Accept duplicates: | Accept duplicates |
| Warn in case of duplicates: | Gives a warning message if the value have been used before |
The invoice document: represents the vendor invoice recording in company accounts (liability) the invoice has a reference number (invoice number) based on vendor serial number, the accounts payable accountant record invoice number which could be used in reconciliation process with the vendor, and it is used in payment process as well.
The first control in Invoice posting form/invoice journal form the invoice number is a mandatory filed, this is a built in control
http://blog.mohamedaamer.com/wp-content/uploads/2012/04/AX-2012-Invoice-Posting.png
The second layers is validating the used value in invoice number in Invoice posting form/invoice journal form, this control configuration is under Accounts Payable module Parameters. MS Dynamics AX 2012 is checking the invoice number for each vendor with the following options:-
http://blog.mohamedaamer.com/wp-content/uploads/2012/04/AX-2012-Invoice-1024x549.png
Option |
Description |
| Reject duplicates: | this option will forbid using the same invoice number from the same vendor. For example if vendor A has invoice number INV-001 this value could not be used with the same vendor, but could be used with vendor B. |
| Reject duplicates within fiscal year: | Same as the previous option in addition to the validation will executed during the fiscal year. |
| Accept duplicates: | Accept duplicates |
| Warn in case of duplicates: | Gives a warning message if the value has been used before |
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