Enter Vendor Invoice - Pending Vendor Invoices Screen

For use with Microsoft Dynamics 365 Finance. 

For greatest efficiencies, when you are manually entering vendor invoices, it is best to enter them one by one to the Pending Vendor Invoices screen. From this one screen, you can enter vendor invoices against one or more purchase orders, or non-PO related invoices. If you are interrupted when you are entering data, or if you have to verify information about the invoice before you post it (or submit to workflow), you can also put invoices on hold. Note: You cannot post (or submit to workflow) invoices that are on hold.

1. From the application search bar, enter Pending Vendor Invoices (and select from the list or hit Enter on your keyboard).
   
   
   
   
2. On the Action Pane, click New. 
   
   
   
   
3. In the company/entity field, select the company that you are entering the invoice for. 
   
4. In the Invoice Account field, enter or select an invoice account. This is the vendor account for the vendor that sent the invoice. 
   
   
5. In the Invoice Number field, enter the vendors invoice number.
   
   
6. OPTIONAL:  In the Invoice Description field, enter a description for the overall purpose of the invoice. (e.g., Rent April 2016, Book Festival 2017, etc)
   
   
7. In the Invoice Date field, enter the date on the vendors invoice.
   
   
   
   
8. OPTIONAL:  Scan the actual invoice (or if received electronically, save the document to the scans folder).
   
   
   • Click on the ATTACHMENTS button (top right button on the ribbon bar).
     
     
   • Click New > Vendor Invoice and select the file to attach to the system invoice record. The system will load the file to the record. 
     
     
   • Click Close to close the attachment form.
     
     
     
     
     
     

For PO Related Invoices, use the following steps to complete the invoice entry.

1. Should the invoice have a PO?
   
   
   • If yes, and it does not have a PO, then click the HOLD checkbox to put the invoice on hold. Then click the Attachments button and click New > Hold Note and enter why you have placed the invoice on hold and contact the purchaser. Manage the queue for holds as needed. End procedure until hold is released. 
     
     
     
     
   • If yes, and it has a PO in the system, continue with the remaining steps. 
     
     
2. In the PO number field, enter the PO number OR click the + by the PO number field to select more than one purchase order. Note: You can have an invoice with more than one PO number. 
   
   
   
   
3. At the top of the form, in the Default quantity for lines field, select the type of quantity to update.
    
   • Product receipt quantity – Use if a product receipt has already been received for the order. The default value in the Quantity field is from the total quantity of available product receipts. This should match the invoice that you have received.  Note: This is generally a one time setting and your session will keep this setting in place going forward for PO related invoices.  
     
     
      
4. In the LINES section of the form, verify information populated to the screen. 
   • Does the Amount by line match?
   • Does the Product Receipt Match and/or Price Match fields show Failed?
   • Do the totals match?
     
5. If the match status for receipts is Failed, click on the MATCH PRODUCT RECEIPTS button and select the correct receipts for this invoice. Repeat step 4 of this section. 
   
   
   
   
6. If the Price Match field shows Failed, you will continue the process and the system and approvers will verify the price difference or let you know of changes. 
   
   
7. Are there non-PO lines on the invoice? Is there freight or sale tax charges? If there are non-PO lines for charges other than freight or sales taxes or service charges, you can add non-PO lines as needed, but note that the PO match for this line will fail and the invoice should be placed on HOLD for a review with the purchaser and/or vendor.
   
   
8. OPTIONAL:  To add "charges" such as freight, service fees, etc, click on the Financials > Maintain charges option. 
   
   
   
   Select the charges code and amount for each "charge" on the invoice. Save and close the form. 
   
   
   
   
9. OPTIONAL:  If you have a Purchase Order, generally the sales tax code would be added by the selection of the item or other rules. In some cases, taxes are not included until the invoice is received.
   
   NOTE:  If you are not using the sales tax features of D365, you can simply add the sales tax code as a Misc Charge code and manually enter the information per invoice. 
   
   If you do have a Sales Tax charge, and you should pay it, then click on Financials > Sales Tax and verify the amount shown matches what is on the invoice. Note: If you shouldn't pay the sales tax, skip this step and do not enter the sales tax amount. You should notify the vendor as well. 
   
   
   
   If there is no sales tax listed and you should have a sales tax, you can go the line(s) of the invoice and update the Sales Tax Group from the Setup tab. You would do this for each line. Once complete, you can go back to Financials > Sales tax and the amount should reflect the amount on the invoice. 
   
   
   
   
10. Verify the total of the invoice matches the total on your screen. If your screen isn't set to total the amount at the line, then you can see the totals by click on the right menu Related Information and select Invoice Totals. 
    
    
    
    
11. On the Financials tab, if the Allocate Charges button is black (enabled), click on this button to let the system know how you want to allocate the charges.  You can choose to have the charges booked to a specific account and dimension set or allocate the charges throughout the lines of the purchase order (most common and shown in the below screen shot).
    
    
    
    
    
    
12. OPTIONAL:  If you want to check the postings, you can click on Financials > View Distributions option. It is important to remember that the postings for PO related invoices come from the Purchase Order dimensions and procurement category or item. 
    
    
    
    
    
    
13. Click the Workflow > SUBMIT button. Enter optional notes. Click SUBMIT on the dialog box to send the invoice through workflow.
    
    
    

For non-PO related invoices, use the following instructions to complete the entry. All non-PO invoices generally require approval. 

1. In the Lines grid, click Add line and enter information about the line. 
   
   
   
   
2. Select or enter the Procurement Category. 
   
   
3. Enter the Quantity of the purchase and the Unit (generally EA for services, non-mfg companies). 
   
   
4. Enter the Unit Price. 
   
   
   
5. To view or specify additional information (description) about the line, click the Line details and enter the information.
   
   
   
   
6. Is there freight or sale tax charges? 
   
   
7. OPTIONAL:  To add "charges" such as freight, service fees, etc, click on the Financials > Maintain charges option. 
   
   
   
   Select the charges code and amount for each "charge" on the invoice. Save and close the form. 
   
   
   
   
8. OPTIONAL:  
   
   NOTE:  If you are not using the sales tax features of D365, you can simply add the sales tax code as a Misc Charge code and manually enter the information per invoice. 
   
   If you do have a Sales Tax charge, and you should pay it, then click on Financials > Sales Tax and verify the amount shown matches what is on the invoice. Note: If you shouldn't pay the sales tax, skip this step and do not enter the sales tax amount. You should notify the vendor as well. 
   
   
   
   If there is no sales tax listed and you should have a sales tax, you can go the line(s) of the invoice and update the Sales Tax Group from the Setup tab. You would do this for each line. Once complete, you can go back to Financials > Sales tax and the amount should reflect the amount on the invoice. 
   
   
   
   
9. Verify the total of the invoice matches the total on your screen. If your screen isn't set to total the amount at the line, then you can see the totals by click on the right menu Related Information and select Invoice Totals. 
   
   
   
   
10. On the Financials tab, if the Allocate Charges button is black (enabled), click on this button to let the system know how you want to allocate the charges.  You can choose to have the charges booked to a specific account and dimension set or allocate the charges throughout the lines of the purchase order (most common and shown in the below screen shot).
    
    
    
    
    
    
11. OPTIONAL:  If you want to check the postings, you can click on Financials > View Distributions option. It is important to remember that the postings for PO related invoices come from the Purchase Order dimensions and procurement category or item. 
    
    
    
    
    
    
12. Click the Workflow >SUBMIT button. Enter optional notes. Click SUBMIT on the dialog box to send the invoice through workflow.
    
    

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