Journal voucher - Invoice journal (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 > Journals > Invoices > Invoice journal. Click Lines.
Use this journal to enter information about vendor invoices and to post the invoices to the appropriate ledger accounts. The actual balance in the journal is reflected in the Journal and Per voucher fields.
By default, the invoices are approved by the user who is logged on and who enters the journal lines.
Tasks that use this form
Post invoices in an invoice journal
(CAN) Create sales tax entries for tax on rebates and self-assessments
(ESP) Transfer sales and purchase transactions for EU sales list reporting
(ISL) Update vendor invoice declarations and generate the report
(MEX) Create and post invoices for a non-managed vendor
(SAU) Enter Zakat information for journal transactions
Navigating the form
The following tables provide descriptions for the controls in this form.
Note
This form may contain workflow buttons. For more information about workflow buttons, see Workflow actions.
Tabs
Tab |
Description |
---|---|
Overview |
Create and view invoice lines in the selected vendor invoice journal. |
General |
Enter and view more information about the selected invoice line on the Overview tab. |
Cash discount |
Enter or view information about the cash discount that applies to the selected invoice line. |
Invoice |
Enter or view information about the invoice that is related to the selected invoice line. |
Project |
Enter or view information about the project that is related to the selected invoice line. Note This tab is displayed only if the journal includes a journal line where Project is selected in the Account type field. |
Fixed assets |
Enter or view information about the fixed asset that is related to the selected invoice line. |
Remittance |
View the name that was specified for the location where payments are sent, and view or revise the mailing address of that location. This is the mailing address that is printed on remittances and checks. |
1099 |
Enter tax amounts and details to include on the 1099-G or 1099-S form. Note (USA) This control is available only to legal entities whose primary address is in the United States, and if the Public Sector 1099G or Public Sector 1099S configuration keys are selected. |
History |
View the history of the selected invoice line. |
Additional information |
Enter additional information about vendors to be included in the Declaración Informativa de Operaciones con Terceros (DIOT) monthly report for purchase transactions. Note (MEX) This control is available only to legal entities whose primary address is in Mexico. |
Zakat |
Enter Zakat information for journal transactions. Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia. |
Buttons
Button |
Description |
---|---|
Post |
Open a menu that contains the following items:
|
Validate |
Open a menu that contains the following items:
|
Financial dimensions |
Open a menu with options to open a form where you can select financial dimensions for the main account, offset account, or, if it is necessary, a payment fee account. The menu options that are available depend on the form that you are currently working with. |
Approval |
Open a menu that contains the following items:
Note This button is available if you select the Active check box for the journal name in the Journal names form. |
Sales tax |
Open the Sales tax transactions form, where you can view the calculated tax amounts for the selected transaction. |
Period journal |
Retrieve a period journal, or save the invoice lines in this journal as a period journal. |
Functions |
Open a menu that contains the following items:
|
Inquiries |
Make various inquiries that depend on the posting status of the selected invoice line:
|
Print reports that are relevant to the journal lines. |
|
Add address |
Open the Address form, in which you can add an address. |
Other address |
Open a form in which you can select a different address. |
Fields
Field |
Description |
---|---|
(Balance) Journal |
The balance for the journal. |
(Balance) Per voucher |
The balance for the selected voucher. |
(Total debit) Journal |
The total debit amount for the journal. |
(Total debit) Per voucher |
The debit amount for the selected voucher. |
(Total credit) Journal |
The total credit amount for the journal. |
(Total credit) Per voucher |
The credit amount for the selected voucher. |
(Budget check results) Per voucher |
Budget checking is available when budget control is turned on and vendor invoices are enabled for budget control. The icons that are displayed identify the result of budget checking. A red X indicates that the budget check failed, a yellow triangle indicates that the budget check passed with warnings, and a green check mark indicates that the budget check passed. For more information, see About budget control. |
Date |
View or enter the posting date. The system date, which is typically today's date, is the default value. When the date on a line is changed, this date is suggested when a new line is created. |
Voucher |
The voucher number for the transaction. Set up number sequences in the Number sequences form. (Click Organization administration > Common > Number sequences > Number sequences.) The number sequence is attached to the journal name in the Voucher series field in the Journal names form. (Click General ledger > Setup > Journals > Journal names.) If the number sequence is set to Continuous and no user changes are allowed, the field is skipped. |
Account type |
Specify the account type:
|
Account |
Enter or view the account number for the current account type. You can also find the account by entering the search name for the account. Note If the Public sector configuration key is selected, you can change this field unless the payment has been made. The value in this field is used as part of the electronic funds transfer (EFT) payments to a vendor’s preferred bank account. Based on the percentage of the invoice amount that the vendor specifies, the fee amount should be sent to that bank account. |
Invoice |
Enter or view the invoice number. When you post directly on customers and vendors in general journals, this field must be filled in to retrieve the item sales tax group from the Main accounts - chart of accounts: %1 form or the Sales tax area of the General ledger parameters form. |
List code |
Select the list code for the purchase invoice. This field is available only if the Transfer purchases check box is selected in the Foreign trade parameters form. This field includes the following options:
|
Description |
Enter a description of the transaction. When you specify an offset account, the same description is used if no other offset description is specified. |
Debit |
Enter the debit amount in the transaction currency. |
Credit |
Enter the credit amount in the transaction currency. |
Offset account type |
Select the offset account type, just as you selected an account type in the Account type field. |
Offset account |
Enter or view the account number for the selected offset account type. Note You can use the Main accounts - chart of accounts: %1 form to set up a default offset account that is displayed in this field. You can specify a default offset account for specific vendors in the Offset account field in the Vendors form. |
Terms of payment |
The terms of payment for the current invoice. |
Due date |
The due date for the invoice that is calculated based on the terms of payment. You can change this date. Note The calculation occurs only if an invoice number is entered. |
Payment ID |
The payment identifier that is used when a payment is made. If a payment proposal is used, the payment ID from the invoice or credit note is the default value, but you can change the value. |
Tax exempt number |
Select the tax exempt number for the transaction. Tax exempt numbers are created in the Tax exempt numbers form. (Click General ledger > Setup > Sales tax > External > Tax exempt numbers.) |
Enterprise number |
The enterprise number that is used to identify Belgian organizations. Note (BEL) This control is available only to legal entities whose primary address is in Belgium. |
Currency |
When posting in a foreign currency, specify the currency you are using. The default entry is based on the following fields and forms, and is searched for in the following order:
Note In the Validate currency code field in the Main accounts - chart of accounts: %1 form, you can set up validation rules for the use of currencies. |
Sales tax group |
Enter or view a sales tax group for the transaction. This is the default value from the Sales tax group field in the Main accounts - chart of accounts: %1, Customers, or Vendors forms, according to the account type. |
Item sales tax group |
The item sales tax group for the journal line. This is the default value from the Item sales tax group field in the Main accounts - chart of accounts: %1 form. If this field is empty, the value is retrieved from the Item sales tax group field in the Sales tax area of the General ledger parameters form. Note If the Exempt check box in the Main accounts - chart of accounts: %1 form is selected, this field does not have a default value, but you can enter a value. |
Calculated sales tax amount |
The calculated sales tax amount in the transaction currency. |
Actual sales tax amount |
The actual or updated sales tax amount for the journal line. |
Cash discount |
Enter or view the code for the cash discount for subsequent approval. |
Cash discount date |
The latest payment date to qualify for a cash discount, which is calculated based on the Cash discount field. You can change this date. Note If a cash discount hierarchy is used, the first date of the cash discount is shown. |
Cash discount amount |
The cash discount amount that is included in the payment. When payment is made before the deadline, the specified amount is redeemed and is posted automatically. |
Document |
Enter the number or name of the document that is the basis of the transaction. |
Document date |
Enter or view a date for the document, such as a vendor invoice. The date determines the Due date and Cash discount date field values. |
Account name |
The account name for the account on the selected line. |
Offset account name |
The offset account name for the account on the selected line. |
Voucher |
The voucher number for the current voucher. |
Date |
The date of the transaction. |
Transfer |
Select this check box to mark the transaction as a transfer. |
Company accounts |
The identifier for another legal entity in your organization, if this is an intercompany transaction. |
Sales tax code |
Enter the sales tax code for the transaction. It must be specified if the posting type of the ledger account is a tax account. |
Sales tax direction |
If this check box is selected, the sales tax direction for the current journal line in the current voucher number is controlled by the setup of the Sales tax direction field in the Main accounts - chart of accounts: %1 form for the actual ledger account, which is in the Account field on the journal line. If customer payments are recorded on a voucher with a fee from the bank, the sales tax direction on the sales tax posting of the fee is determined to be outgoing (Sales tax payable), because of the existence of customer accounts in the current voucher. By selecting the Sales tax direction check box on the line with the fee, the sales tax direction is taken from the chart of accounts, and consequently set to Sales tax receivable if the sales tax direction is set to Purchase. |
Sales tax amount |
The calculated sales tax amount in the transaction currency. |
Offset company accounts |
Enter the abbreviation for the legal entity where the current transaction will be offset. |
Offset-transaction text |
If a description other than the description that is entered in the Description field should be used, enter it here. |
Exchange rate |
The currency exchange rate between the transaction currency and the accounting currency. |
Secondary exchange rate |
The secondary exchange rate. |
Reason code |
Select the reason for the transaction. For more information, see About financial reason codes. |
Reason comment |
Enter a reason description. |
GST/HST |
Select the Goods and Services Tax or Harmonized Sales Tax (GST/HST) transaction type.
Note (CAN) This control is available only to legal entities whose primary address is in Canada. |
Cross rate |
The cross rate for the two exchange rates. |
Calculation method |
The basis for the calculation of the cross rate. |
Cash discount date |
The date by which the invoice must be settled to obtain a cash discount. If an invoice is settled in time to obtain a cash discount, the cash discount is automatically posted to the ledger account that is specified for the cash discount. |
Cash discount amount |
The cash discount amount that is included in the vendor transaction when invoicing. |
Amount in transaction currency |
The transaction line amount in the transaction currency. |
Posting profile |
The posting profile for the transaction. The default entry is based on the setup for the selected account type. A posting profile must be specified with every update of, for example, a vendor, customer, or fixed asset transaction. |
Settlement type |
When you record a customer payment and you select Customer in the Account type field, the transaction is posted in the current customer account. At the same time, posting automatically occurs in the customer summary account in the general ledger. For information about setup, see Customer posting profiles (form). When you record a vendor payment and you select Vendor in the Account type field, the transaction is posted in the current vendor account. At the same time, posting occurs automatically in the vendor summary account in the general ledger. For information about setup, see Vendor posting profiles (form). |
Approved by |
Enter or select the worker who approved the transaction. |
Approved |
Select this check box if the transaction has been approved. |
Invoice payment release date |
Enter a release date to put the invoice payment on hold. If you enter a date, the payment will not be generated until that date. This field is available only if the invoice is approved. To remove a payment hold, clear the entry in this field. Any user can clear the release date, regardless of which user entered it. |
Release date comment |
Enter a comment for the Invoice payment release date field. |
1099 amount |
Enter or view the amount to be reported on the 1099 form. For more information, see (USA) About year-end 1099 reporting. Note (USA) This control is available only to legal entities whose primary address is in the United States. |
1099 box |
Select the 1099 form on which to print the 1099 amount. Note (USA) This control is available only to legal entities whose primary address is in the United States. If the Public Sector 1099G or Public Sector 1099S configuration keys are selected, 1099-G or 1099-S options are displayed in this list. If you select G-2 or S-2, use the 1099 tab to enter additional details. For more information, see (USA) About year-end 1099 reporting. |
State/province |
Specify the state for the delivery. Note (USA) This control is available only to legal entities whose primary address is in the United States. |
1099 state amount |
The amount to be reported on the 1099 form. Note (USA) This control is available only to legal entities whose primary address is in the United States. |
G-10a state |
The two-letter postal abbreviation of the state for which state income taxes are being withheld. Note (USA) This control is available only to legal entities whose primary address is in the United States, and if the Public Sector 1099G configuration key is selected. |
G-10b state identification number |
The identification number of the state department, division, or office reported in box 10a on form 1099-G. Note (USA) This control is available only to legal entities whose primary address is in the United States, and if the Public Sector 1099G configuration key is selected. |
G-11 state income tax withheld |
The amount of state tax that was withheld from the payment, as reported in box 1 on form 1099-G. Note (USA) This control is available only to legal entities whose primary address is in the United States, and if the Public Sector 1099G configuration key is selected. |
Method of payment |
The payment method that is used on the current payment, invoice, or credit note. |
Payment specification |
Specify the payment specification, if any, for the current method of payment. |
Account identification |
Select or view the bank account of the recipient. You can modify the field if the payment status is not Sent or Approved. |
Transaction code |
The identification code of the transaction for EU trade. This is used for Intrastat reporting. For more information, see About Intrastat. |
Transport |
Enter a means of transport for the voucher. This information is used for Intrastat reporting. |
Port |
Enter the port where the delivery is to be loaded. |
Statistics procedure |
The code for the statistical procedure. |
Commodity |
The item code for Intrastat reporting. |
Additional units |
The number of additional item units for the invoice. |
Charges percentage |
Specify the charges for the journal. |
Country/region |
Specify the country/region for the delivery of the products. |
State/province |
Specify the state or province for the delivery. |
County of origin/destination |
Enter the county of origin or destination on the invoice. Note (CAN) This control is available only to legal entities whose primary address is in Canada. |
Project date |
The posting date for the project that is attached to the line. |
Account |
The identifier of the project. |
Activity number |
Enter or select the project activity that the voucher is associated with. |
Category |
Enter or select the category to use to classify the voucher. |
Worker |
Enter or select the worker who is associated with the project. |
Line property |
Select the identifier for the attribute that defines cost and sales percentages for revenue accrual and capitalization cost. For example, if the voucher is for overtime hours, you might select an Overtime line property. |
Transaction ID |
The identifier of the project transaction. |
Description |
Enter a description for the project transaction. |
Quantity |
Specify the number of units for the project transaction. |
Cost price |
Enter or view the cost price of the hours that are spent on the transaction. |
Sales currency |
The currency in which the project is invoiced. |
Sales price |
Enter or view the sales price of the hours that are spent on the transaction. |
Sales tax group |
Enter or select the sales tax group for project invoicing. |
Item sales tax group |
Enter or select the item sales tax group for project invoicing. |
Transaction type |
Enter or view the type of transaction for the fixed asset transaction. For more information, see the following topics: |
Value model |
Select or view the value model for the fixed asset. The correct value models often are displayed by default. For example, value models that have a status of Sold or Scrapped are not available for additional transactions. Only value models that are set up for the posting layer of the journal are suggested. For example, if the journal is set up for tax, only value models that are set up for tax are available. |
Depreciation run date |
The system date when the fixed asset was acquired. You can change this date when the transaction type is Acquisition or Acquisition adjustment, or there is no value model depreciation convention. Note (USA) This control is available only to legal entities whose primary address is in the United States. |
Remittance location |
The address of the location where remittances must be sent. |
Address |
The mailing address that is printed on remittances and checks. |
1099 G-2 Details |
If you selected G-2 in the 1099 box field, you can modify the fields in this section. For more information about these fields, see the IRS guidelines for the 1099-G form.
Note (USA) These controls are available only to legal entities whose primary address is in the United States, and if the Public Sector 1099G configuration key is selected. |
1099-S |
If you selected S-2 in the 1099 box field, you can modify the fields in this section. For more information about these fields, see the IRS guidelines for the 1099-S form. The S-2 gross proceeds field is not displayed because this amount is the same as the amount in the Settled federal 1099 field. For more information, see (USA) About year-end 1099 reporting. Note (USA) These controls are available only to legal entities whose primary address is in the United States, and if the Public Sector 1099S configuration key is selected. |
Reported as ready by |
The user who reported the journal as ready. |
Approved by |
The user who approved the journal. |
Rejected by |
The user who rejected the journal. |
Posted on |
The date of the final posting in the journal. |
Foreign company accounts |
The foreign company account (legal entity) in which the voucher has also been posted. |
Foreign voucher |
The voucher number in the other legal entity. |
Transferred on |
The transfer date for the transaction. |
Transferred by |
The user who transferred the voucher. |
Transferred to journal |
The number of the journal that the transaction was transferred to. |
Errors detected |
Any error messages for the voucher and the actions that were taken. |
Type of operation |
Select the operation type as 03: professional services, 06: rent/lease, or 85: Others for the Declaración Informativa de Operaciones con Terceros (DIOT). Note (MEX) This control is available only to legal entities whose primary address is in Mexico. |
Type of vendor |
Select the vendor type as 04: domestic vendor, 05: foreign vendor, or 15: domestic/global vendor. Note (MEX) This control is available only to legal entities whose primary address is in Mexico. |
RFC number |
Enter the 12-character Registro Federal del Contribuyentes (RFC) number of the vendor. Note (MEX) This control is available only to legal entities whose primary address is in Mexico. The first three characters represent the legal entity name, the next six characters represent the date of company registration (YYMMDD), and the last three characters are assigned randomly by the government. |
CURP number |
Enter the 18-character Clave Única de Registro de Población (CURP) number of the vendor. Note (MEX) This control is available only to legal entities whose primary address is in Mexico. The first four characters represent the individual’s name, the next six characters represent the date of birth (YYMMDD), the next character represents the gender (M: Female or H: Male), and the next two characters represent the state where the person resides. The last five characters are assigned randomly by the tax authority. |
Vendor name |
Enter the name of the vendor. Note (MEX) This control is available only to legal entities whose primary address is in Mexico. |
Tax registration ID |
Enter the tax registration ID for a foreign vendor. Note (MEX) This control is available only to legal entities whose primary address is in Mexico. |
Country/region code |
Select the country code of the foreign vendor. Note (MEX) This control is available only to legal entities whose primary address is in Mexico. |
Nationality |
Enter the nationality of the foreign vendor. Note (MEX) This control is available only to legal entities whose primary address is in Mexico. |
Zakat sales type |
Select a Zakat sales type:
Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia. |
Project ID |
Select a project ID. This field is available only when you select Projects in the Zakat sales type field. Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia. |
Sales order |
Select the sales order. This field is available only when you select Sales in the Zakat sales type field. Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia. |
Subcontractor |
Select a subcontractor for the Zakat transaction. This field is available only when you select Sales or Projects in the Zakat sales type field. Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia. |
Contract number |
Select a contract number. Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia. |
Asset group |
Select a Zakat asset group. Note (SAU) This control is available only to legal entities whose primary address is in Saudi Arabia. |
See also
(BEL) Approve or cancel vendor register invoices with Intrastat information
Post invoices in an invoice journal
Foreign trade parameters (form)
Transfer transactions for EU sales list (form)
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