Ap daily procdure

Chapter 9: Accounts Payable Daily Procedures
9-1
CHAPTER 9: ACCOUNTS PAYABLE DAILY
PROCEDURES
Objectives
The objectives are:
• Explain the different invoice journals
• Register an invoice journal
• Approve an invoice register journal
• Create an invoice excluding posting
• Create an invoice journal
• Use a voucher template to create vouchers
• Create a payment proposal
• Run a payment proposal for a marked settlement
• Create a payment journal
• Generate a payment
• Describe invoice matching.
• Edit open transactions
• Reverse a closed transaction
• Define print management settings
Introduction
This chapter discusses the various Invoice Journals in the Accounts Payable
module of Microsoft Dynamics AX®
2009. It describes what to use each Invoice
Journal for and how to enter transactions into each journal.
Purchasing goods for resale or as materials for manufacturing or services is a
large responsibility. Tracking those purchases and paying the vendors that supply
the goods is just as challenging.
Companies must monitor Accounts Payable closely and implement procedures to
enable management to easily obtain the financial information that they must have
to stay informed about changes in the costs of goods. To give an accurate view of
the financial condition of the business, all the expenses that affect the net profit
are included in Accounts Payable.
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Financials I in Microsoft Dynamics®
AX 2009
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Invoice Journals in Accounts Payable
The procedure for handling invoices varies from company to company,
depending on the company's size, structure and organization. Typically the
invoices are:
• Registered
• Approved
• Paid
Microsoft Dynamics AX 2009:
• Supports several methods of managing incoming invoices to cater to
different company procedures
• Has a different invoice journal depending on the need of the
company
The different invoices available are:
• Invoice Register
• Invoice Approval Journal
• Invoice Pool excluding Posting
• Invoice Journal
Invoice Register
The purpose of the invoice register journal is to pre-register invoices when they
arrive at the company and transfer them to an invoice pool for approval. In the
invoice register journal, an employee registers the:
• Vendor account
• Invoice number
• Amount
• Person who approves the invoice
The same employee validates and posts the journal to the accounts specified in
the posting profile. Usually the accounts are pending accounts where the amounts
await the manual approval and reclassification by the person specified in the
journal line.

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Procedure: Register an Invoice
Follow these steps to register an invoice for approval.
1. Click Accounts payable, click Journals, click Invoices, and then
click Invoice register.
2. In the Show field, select to view Open, Posted, or All journals. The
default view is Open journals.
3. Press CTRL+N to create a new journal.
4. Enter the name of the journal in the Name field or select the name
from the selection list that contains journal names with the relevant
journal type. If only one journal name is defined for this kind of
journal, information in the Name field is entered automatically.
HINT: Create and define journal names in the Journal names form. To access
the Journal names form, click General ledger, click Setup, click Journals, and
then click Journal names.
5. The number and description are entered automatically in the Journal
number and Description fields. These values default from the
Journal names form, but you can overwrite them.
All subsequent ledger transactions created in this journal contain the
same journal number. This feature enables you to print a list of
ledger transactions created in a specific journal. Journal numbering is
controlled by a number sequence.
FIGURE 9.1 JOURNAL FORM

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Procedure: Register an Invoice - General
Most of the fields on the General tab inherit data from the Journal names form.
Follow these steps to view or define additional posting parameters for the
journal.
1. From the Journal form click the General tab.
In the Identification and Journal areas, you can view information
that was defined on the Overview tab.
2. The kind of transactions that you can post in this journal display in
the Posting layer field.
3. Select the summation level from the Detail level list. Select from the
following:
o Details - to post every instance of an account number in the
journal lines as a separate account transaction
o Summary - to combine the journal lines into one transaction
during posting if vouchers have the same date, account number,
dimension, and currency code values, and the Payment
reference field is blank.
4. Select to delete journal lines when posting is completed by selecting
the Delete lines after posting check box. When you delete journal
lines, however, you also lose the ability to inquire into journal lines
later.
5. Enter the maximum number of lines in a journal in the Lines limit
field. If this number is exceeded, the posting process distributes the
lines into several smaller journals. This value defaults from the
Journal names form but you can overwrite it.

9-5
NOTE: Most of the fields on the General and the Setup tabs are inherited from
the Journal names form and the Exchange rate form. Explanations of these
fields are available in the topic about journal names and exchange rates.
FIGURE 9.2 JOURNAL FORM, GENERAL TAB
Prcoedure: Register an Invoice - Setup
Most of the fields on the Setup tab inherit data from the Journal names form
and Exchange rates form, but you can overwrite them. Follow these steps to
view or change posting parameters for the journal.
1. From the Journal form, click the Setup tab.
2. View the account type that the journal uses as the default offset
account type in the Account type field.
3. View the default offset account that copies automatically to all lines
in the journal in the Offset account field.
4. Enter the number of the external document in the Document field.
The number copies to the journal lines.
5. View the voucher number allocation in journals at the time of
posting in the Number allocation at posting field.
6. Enter the currency code in the Currency field. The code appears in
the Currency field in the journal lines. If you leave the field blank,
the default currency is inserted in the journal lines.

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7. Select the Forced rate check box to use an exchange rate other than
the rate that you usually would use according to the posting date for
the selected currency code.
8. Select the Triangulation check box to include the exchange rate in
triangulation.
9. Enter the currency exchange rate that applies to the transaction in the
Exchange rate field. The exchange rate is expressed as the number
of units of the foreign (non-company) currency that displays in the
Express exchange rate field on the Ledger tab in the General
ledger parameters form.
10. Enter the secondary exchange rate in the Secondary exchange rate
field.
11. Select the Amount incl. sales tax check box if the amount in the
journal line includes sales tax.
12. Select the default bank account for the journal lines in the Bank
account field.
FIGURE 9.3 JOURNAL FORM, SETUP TAB
Procedure: Register an Invoice - Blocking
Follow these steps to enter and view parameters that indicate how the selected
journal can be blocked by the system for use.
1. From the Journal form, click the Blocking tab.
2. View the name of the user who is using the journal currently in the
Used by user field.

9-7
3. If the system has blocked the journal, the Locked by system check
box is selected, and you cannot post in the journal. You also can
select this check box manually. To release a blocked journal, clear
this check box.
4. To exclude users or user groups from the journal, select the Private
check box.
NOTE: For security reasons, only one user at a time can enter lines in a
particular journal.
5. If you select the Private check box, the Private for user field
contains your user identification.
6. To exclude users or user groups from the journal, select a group in
the Private for user group field. Only the users associated with the
selected group can access the journal.
FIGURE 9.4 JOURNAL FORM, BLOCKING TAB
Procedure: Register an Invoice - Dimension
Follow these steps to select dimension values to propose on the journal lines for
the selected journal.
1. From the Journal form, click the Dimension tab.
2. Select a dimension value in any of the dimension fields. These
values display on the journal lines but you can change them.

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Procedure: Register an Invoice - History
View details about the approval procedure, if any, for the selected journal on the
History tab.
Procedure: Register Invoice Lines
Follow these steps to create journal vouchers to validate, print, and post.
1. From the Journal form, click the Lines button.
2. Enter the posting date in the Date field. The system date displays,
but you can change it.
3. The Voucher series is entered automatically, because it is attached
to the journal name in the Voucher series field in the Journal
names form. If you set the number sequence code with the
Continuous option selected and no user changes are enabled, the
field is skipped.
4. Select the vendor to register the invoice by in the Account field.
5. Enter the invoice number in the Invoice field. You cannot post the
invoice register, if you do not specify an invoice number.
6. Select the text regarding the transaction in the Transaction text list.
When you specify an offset account, the system uses the same text,
until you specify offset transaction text.
7. Enter the appropriate amount in the given currency in the Debit or
Credit fields. Enter an amount in the Credit field if you are entering
an invoice. Enter an amount in the Debit field if you are entering a
credit note.
8. In the Offset account type list, specify the account type as one of
the following:
o Ledger
o Customer
o Vendor
o Project
o Fixed assets
o Bank

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Use Ledger, Customer, and Vendor when you post the transaction in the
respective account. When, for example, you record a vendor invoice and specify
Vendor in account type, posting occurs in the current vendor account. At the
same time, posting automatically occurs in the vendor summary account in
General Ledger.
Use Project and Fixed assets to post to a specific project number or asset number.
Use Bank if a bank account transaction is involved, and the transaction is used
later for reconciliation in the Bank management module.
FIGURE 9.5 JOURNAL VOUCHER FORM
Procedure: Register Invoice Lines - Sales Tax
Follow these steps to view or edit sales tax information for the journal vouchers.
1. In the Journal voucher form, select a sales tax group for the
transaction in the Sales tax group list. The value defaults from the
Sales tax group field on the Setup tab of the Vendors form.
2. Specify the item sales tax group for each journal line in the Item
sales tax group list. The value defaults from the Item sales tax
group field in the Chart of Accounts form. If this field is empty, the
system retrieves the group from the Item sales tax group field on
the Sales tax tab in the General ledger parameters form.
View the sales tax amount that calculates on the invoice in the Sales
tax amount field.
NOTE: If the Exempt field in the Chart of Accounts is selected, the field is
always empty, but you can enter a value manually.

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3. To view, edit, or enter additional sales tax to the transaction, click
the Sales tax button. Edit or view the calculated taxes for the current
line.
4. To edit the sales tax, enter either an adjusted amount in the Adjusted
amount field or open the Adjustment tab and enter the corrections.
5. To save the changes, click the Apply button. To cancel the changes,
click the Reset button.
6. Close the window to return to the journal.
Procedure: Register Invoice Lines - Invoice
Follow these steps to view or edit invoice information for the journal vouchers.
1. In the Invoice area of the Journal voucher form, specify in the
Approved by list which employee approves the transaction. Restrict
the approval function to a specific User group in the Approve field
on the Setup tab of the Journal names form.
2. Enter the terms of payment for the current invoice in the Terms of
payment list.
3. Enter the due date for the invoice in the Due date field. The due date
calculates by the terms of payment, but you can change it manually.
The calculation of the due date only occurs if an invoice number
appears in the Invoice field.
4. Enter the payment identification used upon payment in the Payment
ID field. If a payment proposal is used, the system suggests the
payment ID from the invoice or credit note, but you can change it.
5. Specify the purchase order numbers regarding this invoice in the
Purchase order list. This field is informational only.
Procedure: Register Invoice Lines - Payment
Follow these steps to view or edit payment information for the journal vouchers.
1. In the Payment area of the Journal voucher form, select the
payment method to use on the current payment, invoice, or credit
note in the Method of payment list.
2. Specify the payment specification, if any, for the current method of
payment in the Payment specification list.

9-11
Procedure: Register Invoice Lines - Currency
Follow these steps to view or edit currency information for the journal vouchers.
1. In the Currency area of the Journal voucher form, specify the
currency to use in the Currency list. By default the system populates
this field from the currency defined in the order listed from the
following forms:
o Chart of accounts
o Vendors
o Journal names
o Company information
2. If the currency code is included in triangulation, select the
Triangulation check box.
3. The currency exchange rate that applies to the transaction displays in
the Exchange rate field. The rate defaults from the set up in the
Exchange rates form. The exchange rate displays as the number of
units of the foreign (non-company) currency that is indicated in the
Express exchange rate field on the Ledger tab in the General
ledger parameters form.
4. View the secondary exchange rate in the Secondary exchange rate
field.
5. View the cross rate for the two exchange rates in the Cross rate
field.
6. View the basis for the calculation of the cross rate in the Calculation
method field.
NOTE: In the Validate currency code field in the Chart of Accounts form, you
can set up validation rules for the currency.
Procedure: Register Invoice Lines - Cash Discount and
Bank
Follow these steps to view or edit cash discount information for the journal
vouchers.
1. In the Cash discount area of the Journal voucher form select the
code for the cash discount in the Cash discount list.
2. Enter the latest payment date to qualify for a cash discount in the
Cash discount date field. The discount date is calculated based on
the cash discount setup, but you can change it manually.

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3. Enter the cash discount amount in the Discount amount field.
When you make a payment before the cash discount date, the
discount amount is redeemed and posted automatically. You also can
set up the cash discount information on the Cash discount tab.
4. Identify the bank account in the Account identification list.
NOTE: Create the vendor's bank account in the Bank accounts form, which can
be accessed by clicking Accounts payable > Vendors > Setup > Bank accounts.
Procedure: Register Invoice Lines - General
Follow these steps to enter additional information for the journal vouchers.
1. From the Journal voucher form click the General tab.
2. Select the posting profile for the transaction in the Posting profile
list. The posting profile defaults from the setup for the vendor.
3. Select the account number for the current offset account transaction
type in the Offset account list.
NOTE: In the Chart of Accounts form, you can set up a default offset account
that appears automatically in the Offset account field.
4. Select an offset transaction text in the Offset-transaction text list.
5. Enter the number or name of the document that is the basis of the
transaction in the Document field.
6. Enter a date for the document in the Document date field.
7. Enter or view the amount to report on the 1099 form in the 1099
amount field.
8. Select the location on the 1099 form where you want to print the
1099 amount in the 1099 box list.
9. Specify the state for the delivery in the State field.
10. Enter the amount to report in the 1099 form in the 1099 state
amount field.

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Procedure: Register Invoice Lines - Dimension
On the Dimension tab, set up the dimensions for the invoice register transaction.
If you designate dimensions in the Journal form, they default on each
transaction. Override any of those defaults now or enter dimensions if no defaults
are set up in the Journal form.
Procedure: Delete an Invoice
To delete an unposted journal line, highlight the line and either click the Delete
button from the Toolbar or click the Functions button and select Delete journal
lines.
Procedure: Post an Invoice
After you enter all the invoice journal lines, click the Post button to post the
invoice journal.
The lines posted in the invoice register transfer to the invoice pool and the
physical invoices are given to the person who must approve them. The person
approves with a signature or a stamp and returns the invoices to the Accounting
Department. When invoices return, the accountant registers the approvals in the
invoice approval journal and posts them. After that, the invoice is ready to be
paid, and the amounts post to the real cost accounts.
HINT: If the invoice register is not being used or if most of the incoming
invoices do not require approval, enter the vendor invoices directly into an
invoice journal.
When the invoice is registered, the tax authorities can refund the tax as long as
the invoice is registered. This means the tax handling associates with the invoice
and not the actual payment. This is relevant for non-U.S. tax handling.
Invoice Approval Journal
After you post the lines of the invoice register, the postings display in the invoice
pool.
Scenario
April, the Accounts Payable Clerk, registers an incoming invoice in the invoice
register and posts the registration. April sends the physical invoice to Phyllis, the
Accounting Manager, for approval. Phyllis approves the invoice with a signature
or a stamp and returns the invoice to April. April registers and posts the approval
in the invoice approval journal. Now the invoice is ready to be paid.

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Invoice Pool
To view the postings in the invoice pool click Accounts Payable, click
Inquiries, and then click Invoice pool.
When you work with the invoice pool:
• The invoice pool displays the relevant information about the invoices
awaiting approval.
• The invoice pool holds invoices originating from a purchase order
that originate from an invoice register. Click the Purchase order
button to select and approve the purchase orders.
NOTE: All tabs and fields in the Invoice pool form are discussed in the Invoice
Register lesson.
FIGURE 9.6 INVOICE POOL FORM
Procedure: Print Invoices Not Approved
The Invoices not approved report displays a list of invoices awaiting approval.
For example, you may want to run this report by employee, and then give the
report to the relevant people. The report reminds them to approve the invoices.

9-15
Follow these steps to print the Invoices not approved report.
1. Click Accounts payable, click Reports, click Status, and then click
Invoices not approved.
2. In the query window, you can specify:
o Vendor account
o Employee
o Due date
3. Click the OK button.
Procedure: Approve an Invoice Register Journal - Fetch
Vouchers
Follow these steps to create an approval journal.
1. Click Accounts Payable, click Journals, click Invoices, and then
click Invoice approval journal.
2. Press CTRL+N to create a record.
3. Select the approval journal in the Name list.
4. Enter in the other relevant information. Refer to the Invoice Register
lesson to view the field explanations.
5. Click the Lines button to open the Journal voucher form.
6. To transfer the voucher to the journal for approval, click the Fetch
vouchers button.
7. Select the approved invoice vouchers, and then click the Select
button to move them to the lower pane. To select all the vouchers,
click the Select all button.
HINT: If a voucher incorrectly displays in the Vouchers to be fetched area of
the Fetch vouchers form, click the Remove button to move the voucher(s) from
the Vouchers to be fetched area to the Vouchers available for fetching area.
8. With the correct vouchers appearing in the Vouchers to be fetched
area, click the OK button.

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Procedure: Approve an Invoice Register Journal
After the vouchers have been fetched, follow these steps to continue to process
the invoice register.
1. In the Journal voucher form, select one of the vouchers in the upper
pane. In the lower pane, view the transaction lines that are created
when the voucher posts.
Ledger accounts from the temporary posting are selected already for
these lines, but you must select the appropriate ledger account for the
open line.
2. Click the Validate button, and then click Validate voucher only to
run a check to verify that the invoice in the upper pane is ready for
posting.
3. Select the next invoice in the upper pane, and enter the account
information in the lower pane.
4. Repeat steps 1-3 until you have entered and validated account
information for all the invoices.
HINT: Instead of validating each line, click the Validate button, and then click
Validate when the account information is complete for all the invoices.
5. Click the Post button, and then click Post. You can now settle the
posted invoices in the Payment journal.
Test Your Knowledge
After you post the lines of the invoice register, the postings display in the
payment proposal.
( ) True
( ) False

9-17
Lab 9.1 - Register an Invoice
Scenario
April, the Accounts Payable Clerk at Contoso, creates invoice registers and
approves invoices. April's typical workflow is to create invoice registers on
Monday, view the invoices to be approved in the invoice pool on Tuesday, and if
there are enough to process, approve the invoices by using the invoice journal on
Tuesday and Wednesday.
These are the details:
Field Value
Invoice register Inv_R
Vendor account 3002
Invoice number INV123
Transaction text Invoice
Credit 150
Approved by BKD
Terms of payment D30
Cash discount 7D4
Invoice approval Inv_A
Invoice approval
description
Invoice approval
Invoice offset account 601500
Challenge Yourself!
Use the invoice register, invoice pool, and invoice approval journal to complete
the workflow outlined in the scenario.
Need a Little Help?
1. The invoice register and the invoice approval journal are in journals.
2. The invoice pool is in inquiry.
3. The approver must be specified in the Approved by field in the
invoice register.

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Step by Step
Follow these steps to pre-register the invoice and transfer it to an invoice pool.
click Invoice register.
2. Press CTRL+N to create a new register.
3. Click the Name arrow, and then click APInvReg.
4. Click Lines.
5. Click the Account arrow, and then click 3002.
6. In the Invoice field, type INV123.
7. Click the Transaction text arrow, and then click Invoice.
8. In the Credit field, type 150.
9. Tab off the lines.
10. Click the Approved by arrow, and then click BKD.
11. Click the Terms of payment arrow, and then click D30.
12. Click the Cash discount arrow, and then click 7D4.
13. Click the Post button, and then click Post.
14. Close the form
Follow these steps to view the invoice in the invoice pool.
1. Click Accounts payable, click Inquiries, and then click Invoice
pool.
2. Locate the line for the invoice previously created.
3. Close the form.
Follow these steps to create and post an invoice approval journal.
2. Press CTRL+N to create a new invoice approval journal.
3. Click the Name arrow, and then click APInvApp.
4. Click the Lines button.
5. Click the Fetch vouchers button.
6. Click the voucher for INV123.
7. Click the Select button. The voucher appears in the Vouchers to be
fetched area.
8. Click the OK button.
9. In the Journal voucher form, click the Account arrow, and then
click 601500.
11. Click Close to close the Infolog.
12. Close all the forms

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Invoice Pool Excluding Posting
Invoice pools excluding posting have the following characteristics:
• The invoice register excl. posting is another kind of journal available
in the Accounts Payable module.
• Using the invoice journal represents another procedure for handling
incoming invoices, although it is similar to the invoice register with
posting. The difference is that you cannot post the lines. They go
directly into the invoice pool.
• To post the lines, create a new invoice journal, and then click
Functions. Then select Invoice pool and accept the individual
invoices in the pool after you approve them.
• If you activate the invoice pool by accessing the invoice pool excl.
posting item in the Accounts Payable menu, the invoices shown on
the window are registered, unapproved invoices. Although the
invoices are unposted, they are registered in the system.
• Use the invoice journal to transfer the invoices for approval and
posting.
Scenario
April, the Accounts Payable Clerk at Contoso, registers the incoming invoice in
the journal invoice pool excluding posting. April sends the invoice to Phyllis, the
Accounting Manager, for approval. Phyllis approves the invoice with a signature
or a stamp and returns the invoice to April. April creates a new invoice journal,
uses the Function button to fetch the invoice from the invoice pool, and posts the
journal. Now the invoice is ready to be paid.
Procedure: Create an Invoice Excluding Posting
Follow these steps to create an invoice without posting it.
click Invoice Pool Excl. Posting.
2. Enter the information necessary to create an invoice excluding
posting. The fields are the same as described in the invoice register
lesson.

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Procedure: Approve and Post an Invoice Excluding
Posting
Follow these steps to approve and post the invoice excluding posting journal.
1. Click Accounts payable, click Journals, click Invoices, click
Invoice journal to open the Journal form.
2. Press CTRL+N to create a new journal. Refer to the topic
Procedure: Approve an Invoice Register Journal for more
information.
3. Click the Lines button to open the Journal voucher form to transfer
the invoice pool excluding posting record for approval and posting.
4. To fetch the invoice from the invoice pool excluding posting form,
click the Functions button, and then click Invoice pool excl.
posting.
5. Select one or more invoices in the Invoice pool excl. posting form,
and then click the Accept button to transfer the invoices to the
Journal voucher form.
6. To post the transactions click the Post button, and then click Post.
After the invoice posts, it is ready to be paid.
Test Your Knowledge
You can use the invoice pool to view registered invoices that are ready for
posting.
( ) True
( ) False

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Lab 9.2 - Invoice Pool Excl. Posting
Scenario
Phyllis, Accounting Manager at Contoso, has asked April, the Accounts Payable
Clerk, to enter invoices to the invoice pool excluding posting. Phyllis wants to
review April's work.
Field Value
Vendor account 3002
Transaction text Invoice
Credit 1000
Invoice journal name Vend_I
Invoice journal
description
Vendor invoice
Approver BKD
Offset account 601500
Challenge Yourself!
Help April enter the invoices into the invoice pool excluding posting. Then help
Phyllis review and approve them in an invoice journal.
Need a Little Help?
1. Designate an approver from the Invoice pool excl. posting form.
2. Approve the invoice from the invoice journal.
Step by Step
click Invoice pool excl. posting.
3. In the Date field, type today’s date.
4. Click the Vendor account arrow, and then click 3002.
5. Click the Transaction text arrow, and then click Invoice.
8. Click the History tab.

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9. Click the Approved by arrow, and then click BKD.
10. Close the form.
click Invoice journal.
13. In the Name field, type Vend_I.
14. In the Description field, type Vendor invoice.
15. Click Lines.
16. Click the Functions button, and then click Invoice pool excl.
posting.
17. Click the line for INV777.
18. Click Accept.
19. Click the Invoice tab.
20. Select the Approved check box.
21. In the Offset account field that is to the far right of the form on the
Overview tab, enter 601500.
24. Close all the forms.

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Invoice Journal
A third option for processing incoming invoices is to enter them directly into the
invoice journal.
• By default, the user who is logged in and who enters the journal lines
approves the invoices.
• The invoice journal is designed for users to enter the invoices they
receive from vendors without using the approval journal. As soon as
the user enters the incoming invoices, the user can post.
Scenario
April, the Accounts Payable Clerk at Contoso, enters the invoice directly into a
new invoice journal, and then approves and posts the journal. Now the invoice is
ready to be paid.
Procedure: Create an Invoice Journal
Follow these steps to create an invoice journal.
2. Press CTRL+N to create a new invoice journal.
3. Select a journal name in the Name list.
4. Enter the other relevant information. Refer to the Invoice Register
lesson for field explanations.
Procedure: Create Invoice Journal Lines
Follow these steps to add invoice journal lines.
1. From the Journal form, click the Lines button.
2. Enter any other relevant information. Refer to the Invoice Register
lesson for field explanations.
Procedure: Validate a Journal
After you enter transactions into Microsoft Dynamics AX 2009, you must post
them to update the vendor's balance in the subsidiary ledger and the general
ledger account balances.
You can validate and post from two forms, and the process is the same regardless
of which window you use.
• Journal form
• Journal voucher form

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Validate the Journal before it posts. The validate process ensures that the journal
is correct. For example, the system verifies that all mandatory fields have
information entered and that the journal balances.
To validate a journal, click the Validate button from either of the forms, and then
click either Validate to validate all the journals or Validate voucher only to
validate only the selected line.
If Then
The journal is correct A window appears with the message: Journal
is OK.
The journal is incorrect A window appears with details of what is
incorrect. If a journal does not validate
correctly, it cannot be posted.
Procedure: Post a Journal
After you validate the journal, it is ready to be posted. To post the journal, click
the Post button from either of the previous windows. There are two options to
select from:
• Post - Posts the journal (provided it has no errors).
• Post and transfer - Posts all correct vouchers in the journal and
transfers the lines with errors to a separate journal.
Test Your Knowledge
You must validate the journal before you post.
( ) True
( ) False

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Lab 9.3: Invoice Journal
Scenario
April, the Accounts Payable Clerk at Contoso, has been asked by Phyllis, the
Accounting Manager, to enter an invoice into an invoice journal, validate the
journal, and then post it.
Field Value
Invoice journal name APInv
Vendor account 3002
Credit 1300
Offset account type Ledger
Offset account 211320
Challenge Yourself!
Help April enter, validate, and post a journal.
Step by Step
3. Click the Name arrow, and then click APInv.
5. Click the Account arrow, and then click 3002.
8. Click the Offset account arrow, and then click 211320.
9. Click the Validate button, and then click Validate.

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Voucher Template
Use a voucher template as the basis of future vouchers. You can use voucher
templates with an accounts payable invoice journal.
Scenario
Phyllis, the Accounting Manager, is entering a voucher to record interest expense
on a fixed-rate long-term note. The voucher debits Interest Expense and credits
Interest Payable for 350 U.S. dollars (USD) each.
Phyllis must record this voucher for the same amount each month. To reduce
future data entry time, Phyllis decides to save the voucher as a voucher template
by amount.
The next time Phyllis records an interest expense, she selects the Load voucher
template action and chooses the interest entry. The original ledger accounts and
amounts load into the form.
Scenario
April, the Accounts Payable Coordinator, receives a telephone bill that she must
enter. At Contoso the telephone expenses are distributed across all departments
equally. April enters the voucher with the appropriate departments. The
following table is an example of the distributions for an invoice in the amount of
600.00 U.S. dollars (USD).
Account Debit amount Credit amount
Telephone Expense -
Sales
150 USD
Telephone Expense -
Accounting
150 USD
Telephone Expense -
Production
150 USD
Telephone Expense -
Administration
150 USD
Accounts Payable 600 USD
April chooses to save this entry as a Voucher template by percent. This will hold
the value assigned to each account as a percentage of the total. In this case, she
will assign each department 25 percent.
The next time April receives the telephone bill she must retrieve the Voucher
template and enter only the amount of the telephone bill. The distributions will be
created automatically based on the original percentage.

9-27
Procedure: Create a Voucher Template
Follow these steps to create a voucher template.
1. Enter a transaction through the Invoice journal lines form as
described in the Invoice Journal lesson.
2. Click the Functions button, and then click Save voucher template.
3. From the Template type list, select one of the following:
o Percent - Uses the percentage of the original voucher total
represented by each voucher line.
o Amount - Uses the original voucher total and line amounts.
4. Click OK.
Procedure: Use a Voucher Template
After you create a voucher template, follow these steps to use a voucher template
to create a new accounts payable invoice journal.
2. Press CTRL+N to create a new journal. Refer to the Invoice Journal
lesson for more field information.
4. Click the Functions button, and then click Select voucher template.
5. In the Voucher templates form, select the correct template.
6. Click OK.
7. If a percent voucher template is selected, enter the Amount of the
new transaction. When you create a new voucher based on a percent-
type voucher template, the percentage calculated for each new line is
applied automatically to the value in the Voucher amounts dialog.
The percentage determines the amount for the new voucher line.
Test Your Knowledge
Which voucher template type lets users re-create a voucher for the same accounts
and values as the original entry?
( ) Percent
( ) Division
( ) Aggregate
( ) Amount

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Payment Journals
After you register, approve, and post the invoice, it is time to pay the invoice.
Payment journals have the following characteristcs:
• You can create payments through the payment journal.
• Use the payment journal to enter and post payments. Make payments
and enter them into Microsoft Dynamics AX 2009 according to the
terms of payment established with the vendors. In the payment
journal there are several ways to create payment lines:
o Click Payment proposal.
o Click Functions and select Settlement.
o Create a journal line and enter the payment details manually.
• There are two methods for selecting the invoices to pay through the
payment journal.
o The Payment proposal option searches for invoice lines that
meet selected search criteria.
o Use the Settlements option to select the specific invoice lines to
pay.
• After you create all the payment lines, use the Generate payments
command on the Functions button to generate the payment. This is
the selected method of payment and the setup of controls if
Microsoft Dynamics AX 2009 should, for example, print checks or
create a payment file.
NOTE: To learn more about all the tabs and fields on the Journal window,
review the Invoice Register lesson.
Payment Proposal
You must post payments made to vendors to ensure the Accounts Payable
subsidiary ledger matches the General Ledger.
• The payment proposal function searches for payment lines that either
are due or have a maximum date for receiving a cash discount.
• The payment proposal function verifies vendor transactions that are
open and approved.
The system includes in the search only transactions with either a due date or a
cash discount date. As soon as the payment lines generate, edit them in the
payment journal.

9-29
Procedure: Create a Payment Proposal
Follow these steps to create a payment proposal.
1. Click Accounts payable, click Journals, click Payments, and then
click Payment journal.
2. Press CTRL+N to create a new journal. Enter the additional
information as necessary. Refer to the Invoice Register lesson for
more information about the fields.
4. Click the Payment proposal button, and then click Create payment
proposal.
FIGURE 9.7 VENDOR PAYMENT PROPOSAL FORM
Procedure: Create a Payment Proposal - Options
Follow these steps to designate options for vendor payment proposal.
1. In the Vendor payment proposal form select the kind of payment
proposal to create in the Proposal type field. Select from the
following options:
o Per due date - transfers the set of vendor payments for due
invoices

AX 2009
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o By cash discount - transfers the set of vendor payments that
fulfills the criteria for obtaining a cash discount
o Due date & cash discount - transfers the set of vendor
payments that fulfills the criteria for obtaining a cash discount
and after that, transfers vendor transactions proposed after the
due date
2. Click the Select button to select specific vendors or a range of
vendors.
3. Select the Generate check box to open the Edit payment
suggestions form that displays invoices to be paid.
4. Enter the total amount to selected for payment in the Amount limit
field.
5. Enter the maximum lines to pay in the Transaction limit field.
6. Enter the period for the customer transactions to include in the
payment proposal in the From date and To date fields.
7. Enter the lowest date for the payment in the Minimum date field.
8. Enter the date the payment is due in the Total payment date field.
9. Add other criteria as appropriate in the other fields on the Vendor
payment proposal form, and then click the OK button.
Procedure: Create a Payment Proposal - Payment
Proposal Lines
After you select options and then click the OK button in the Vendor payment
proposal form, the form will display the following information for you to verify:
• Payment proposal lines that meet the criteria appear in the lower
Payment proposal pane.
• When you select a payment proposal line, view the open invoice
transactions that contribute to the payment proposal line in the upper
Open transactions pane.
• Review each proposal line and the associated open transactions
before settlement. For example, delete an open invoice from the open
transactions lines if you are unsatisfied with the items and you do not
want to pay the invoice.
To delete a line, put the pointer on the line and press ALT+F9.
To change certain fields on several lines in one operation, select the
lines, click the Multiple change button, and enter the values to be
implemented.

9-31
HINT: Select the Link check box to synchronize the two parts of the form. When
this option is selected the Open transactions pane only shows transactions
related to the current payment suggestion. When you move between paymet
suggestions, the system updates open transactions.
FIGURE 9.8 VENDOR PAYMENT PROPOSAL FORM
Procedure: Create a Payment Proposal - Transfer,
Validate, and Post
Follow these steps after you are satisfied with the results in the Vendor payment
proposal form and are ready to transfer the proposal lines to the payment journal.
1. After you inspect all the proposed lines click the Transfer button to
move the proposal lines to the payment journal when.
2. In the Payment journal lines form, continue to edit the lines in the
payment journal if necessary.
3. Verify the balances of company bank accounts to ensure you can
make the payments.
To view the balances, click the Inquiries button, and then click
Balance control.
4. Click the Validate button to validate the payment lines.
5. Click the Post button, and then click Post to generate the payments.

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Procedure: Mark Settlements
Use the settlement option as a second option for selecting invoice lines to pay.
Follow these steps to run a payment proposal for a marked settlement.
4. Select a vendor account in the Account field.
NOTE: The Vendor account and Currency fields must contain values to select
the Settlements option.
5. Click the Functions button, and then click Settlement to open the
Open transaction editing form.
FIGURE 9.9 OPEN TRANSACTION EDITING FORM

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Procedure: Mark Settlements - Open Transaction Editing
Follow these steps to mark invoices for settlement.
1. From the Open transaction editing form select the Mark check box
to transfer the invoice to the Vendor payment proposal form. Mark
one or several invoices for settlement.
NOTE: A red mark displays in the Is marked field if a transaction already is
marked for settlement.
2. Select the Payment proposal check box.
3. Close the form after you mark the invoices for payment. When you
close the Open transaction editing form, the Vendor payment
proposal form opens and shows the payment proposal and the open
transactions.
Procedure: Mark Settlements - Transfer, Validate, and
Post
Follow these steps after you are satisfied with the results in the Vendor payment
proposal form and are ready to transfer the proposal lines to the payment journal.
1. Click the Transfer button to move the proposal lines to the payment
journal after you inspect all the proposed lines.
2. In the Payment journal lines form, continue to edit the lines in the
payment journal if necessary.
3. Verify the balances of company bank accounts to ensure that you can
make the payments.
To view the balances, click the Inquiries button, and then click
Balance control.
4. Click the Validate button to validate the payment lines.
5. Click the Post button, and then click Post to generate the payments.
Procedure: Create a Manual Payment Journal
You can create a payment journal by entering the invoice information. Follow
these steps to create a manual payment journal.

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4. Enter values in the relevant fields in the first line on the Overview
tab of the Journal voucher form. Some fields may be entered
automatically with values from fields in the Journal form. Make
entries in the following fields:
o Account
o Transaction Text (This is optional, but it eases the entry of lines
in the journal because the pointer automatically goes to the
appropriate Debit or Credit field.)
o Enter an appropriate amount in the Debit or Credit field.
o Select an Offset Account Type in the Offset account type list.
o Select an offset account in the Offset Account list.
o Press the down arrow key to create a new line, and then enter
information about the next voucher.
Procedure: Create a Manual Payment Journal - Validate
and Post
Follow these steps to check the entry and post the payment.
1. From the Journal voucher form click the Validate button after you
enter all the voucher lines, and then click Validate or Validate
voucher only. This verifies that all the lines or the selected lines are
ready for posting.
2. Post the lines in the Journal voucher form or in the Journal form.
Click the Post button, and then click Post.
NOTE: Click the Inquiries button, and then click Balance control to ensure that
the bank account has funds available to pay the vendor.
Procedure: Generate Payments
After you create the payment journal, it is ready to be paid. The procedure on
how to generate payments is the same for:
• Payment proposals
• Settlements
• Manual payment journals

9-35
Follow these steps to generate a payment.
1. From the Journal voucher form, click the Functions button, and
then click Generate payments.
2. Select the method of payment for the invoice lines you are paying in
the Method of payment list. For example, if you are making a check
payment, select the method of payment for checks. Or, select an
export format in the Export format list.
3. Select the bank account from which to withdraw the payment in the
Bank account list.
Procedure: Generate Payments - Print Checks
Follow these steps to print checks.
1. From the Generate payments form, click the Dialog button to pay
with checks.
2. Fill in the fields and then click the Document button to print the
check.
3. Click OK to print the checks.
NOTE: To print checks, before you run the generate payments process, run the
create checks process in bank management. For information about this refer to
the Bank Management course.
HINT: Before checks print, ensure that the printer has the correct checks ready
to print.
NOTE: To void checks after they are printed, click Payment status and select
Reject.
CAUTION: As soon as checks are printed, the journal lines cannot be deleted
unless the checks are voided.
Procedure: Generate Payments - Post
Follow these steps to post the payment.
1. View the status of the payment in the Status field in the Payment
journal lines form. After the payment generates, the status is set to
Sent automatically.
2. Click Post to update the vendor account balance in the subsidiary
ledger and General Ledger account balances.

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Lab 9.4 - Payment Journals
Scenario
Sara, the CFO at Contoso, has returned from the annual Microsoft conference
called Convergence. She has submitted her expenses using an outside travel
agency called Margie's Travel. April, the Accounts Payable Clerk at Contoso,
must register and post the invoices in Microsoft Dynamics AX 2009, each in a
separate journal. She must then validate and post each journal.
Airfare for trip to Convergence
Option Value
Date 4/1/2008
Invoice number 1000
Amount 550 USD
Approver Ezio Alboni
Hotel for trip to Convergence
Option Value
Date 4/1/2008
Invoice number 1001
Amount 600 USD
Car Rental for trip to Convergence
Option Value
Date 4/1/2008
Invoice number 1002
Amount 150 USD
Challenge Yourself!
Help April with the following tasks:
1. Register the invoices.
2. Post the approvals for all three of these transactions in one journal.

9-37
3. Enter the expense accounts to balance each line item:
o For the Airfare line, use account 601500
o For the Hotel line, use account 601500
o For the Car Rental line, use account 601500
4. After you complete the required steps, validate and post this journal.
5. Make the appropriate edits and validate the journal again.
6. Post the journal.
7. Generate the payment(s) for this invoice.
8. Print, validate, and post the payments.
Step by Step
Follow these steps to enter invoices in Accounts Payable.
Airfare Invoice
1. To register the invoice, use the Invoice Register. Click Accounts
payable, click Journals, click Invoices, and then click Invoice
register.
5. Enter 4/1/08 for the date.
6. In the Account field select 8005 - Margie's Travel.
7. In the Invoice field enter 1000.
8. In the Transaction text field enter Airfare for Convergence.
9. Enter $550 in the Credit field.
10. Click the Approved by arrow, and then click 2100 - Brooke Drynan.
12. In the Infolog click the Close button.
15. Close the Journal voucher form.
Hotel Invoice
1. From the Journal form, press CTRL+N to create a new journal.
7. In the Transaction text field enter Hotel for Convergence.

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Car Rental Invoice
1. From the Journal form, press CTRL+N to create a new journal.
7. In the Transaction text field enter Car Rental for Convergence.
15. Close the Journal form.
Follow these steps to use the invoice approval journal.
3. Click the Name arrow, and then click APInvApp.
5. Click the Fetch Vouchers button.
6. To select all three vouchers, click theSelect All button, and then
click OK.
7. With the Airfare line is highlighted, go to thelower section of the
screen. Enter 601500 in the Account field.
8. Highlight the Hotel line in the upper section and add a new line item
in the lower section of the screen.
9. Enter Account 601500.
10. Highlight the Car Rental line in the upper section and add a new line
item in the lower section of the screen.
11. Enter Account 601500.

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16. Close the forms.
Follow these steps to make payments for the invoices.
3. Click the Name arrow, and then click APPay.
5. Click the Payment proposal button, and then click Create Payment
Proposal.
6. In the Proposal type list, select Due date & cash discount.
7. Click the Select button.
8. Enter 8005 (Margie's Travel) in the Criteria field for the Vendor
account, and then click OK.
9. Enter 5/15/08 in the To Date field.
10. Click OK.
11. In the Vendor Payment Proposal form, click the Transfer button.
12. Click OK.
13. Click the Functions button, and then click Generate payments.
14. Select the Method of Payment of USAUSD_CHK, and then click
OK.

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Invoice Matching
Accounts payable invoice matching is the process of matching the vendor
invoice, purchase order, and packing slip information. Vendor invoices
frequently are based on packing slips that represent actual shipments, instead of
on purchase orders. Sometimes the invoiced amounts do not match the purchase
order amounts, and sometimes the shipped quantities do not match the invoiced
quantities. To manage this information, Microsoft Dynamics AX enables you to
do the following things:
• Create an accounts payable invoice based on packing slips. Packing
slips automatically are suggested for invoicing, and you can select
which packing slips to use. You also can select specific packing slip
line items from multiple purchase orders, if necessary.
• Enter and save an invoice before a shipment arrives. After the
packing slip that represents the shipment arrives, you can match the
appropriate packing slip lines to the invoice lines.
• View and approve quantity differences between the invoiced
quantity on the invoice and the received quantity on the packing slip.
If there is a difference, you can save the invoice and later match it to
a different packing slip or change the invoice quantity to match the
received quantity.
• Enter invoice amounts that were not included on the original
purchase order so that the invoice information matches the invoice
that you received from your vendor. You can compare the
miscellaneous charges for purchase orders with the miscellaneous
charges for invoices. If necessary, you can add miscellaneous
charges to invoices and allocate them to invoice lines.
• View and approve price match discrepancies between the invoice net
unit price and the purchase order net unit price. You can set up price
tolerance percentages for companies, vendors, and items. If the
vendor invoice line price is not within the acceptable price tolerance,
you can save the invoice until it is approved for posting, or until you
receive a correction from the vendor.
Scenario
Alicia, the Buyer at Contoso, enters a purchase order with one line item for 50
bulbs at a price of 2.00 U.S. dollars (USD) each. The purchase order is approved
and submitted to the vendor.
The vendor ships only 30 bulbs. Sammy, the Shipper, enters a packing slip for 30
bulbs.

9-41
April, the Purchasing Agent, receives the invoice in the mail for 50 bulbs at a
price of 2.00 USD each for a total of 100 USD, but the totals that April is
viewing reflect 30 bulbs at 2.00 USD each, for a total of 60 USD. April examines
the vendor invoice and notices that the quantity is 50, not 30 as the system
defaulted. She changes the invoice quantity to 50. The system flags April with a
Quantity matching discrepancy, because the quantity on the invoice does not
equal the total matched quantity for the invoice line.
April cannot post the invoice, but she chooses to put it on hold so she can check
with Alicia or Sammy to inquire why the invoice has arrived for a quantity that
differs from the packing slip quantity currently posted in the system.
Procedure: Define Parameters
Invoice Matching enables the set up of price tolerance percentages that you can
use to identify discrepancies among purchase order line prices, packing slip line
quantities, and invoice line prices and quantities.
Follow these steps to enable invoice matching.
1. Click Accounts Payable, click Setup, and then click Parameters.
2. Select the Updates tab.
3. Select the Use invoice matching for this company check box.
4. In the Post invoice match discrepancies field, select from the list to
require approval before posting an invoice that contains invoice
matching discrepancies by selecting one of the following options:
o Allow with warning
o Require approval
5. In the Display price match icon field, select from the list to display
an icon:
o If line prices are greater than allowed tolerance
o If line prices are greater than or less than allowed tolerances
For example, if the tolerance is five percent and the purchase
order unit price is 10.00 U.S. dollars, a price match icon is
shown if the invoice unit price exceeds 10.50 U.S. dollars. If the
Display price match icon field is set to If line prices are
greater than or less than allowed tolerances, an icon displays
if the invoice unit price is less than 9.50 U.S. dollars.
NOTE: These fields are available only if the Invoice matching configuration
key is selected.

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Procedure: Modify an Inventory Model Group for Invoice
Matching
Price discrepancies between the price of an item on a packing slip and the price
on a corresponding invoice may affect the recorded inventory cost of the item. To
help ensure that users record inventory costs correctly, require that packing slip
information be posted before invoice information can post.
1. Click Inventory management, click Setup, click Inventory, and
then click Inventory model groups.
2. Select an inventory model group.
3. On the Setup tab, select the Receiving requirements check box to
designate that users must update item receipts physically before they
can update the receipts financially. Users must enter and post a
packing slip before they can post the corresponding vendor invoice.
If there is a difference between the received quantity on the packing
slip and the invoiced quantity on the invoice, an icon displays in the
Packing slip quantity match column in the Posting invoice form.
4. Select the Deduction requirements check box. When selected, users
must update item deductions physically before they update them
financially. Users must enter and post a packing slip before they post
a corresponding vendor invoice.
If there is a difference between the deducted quantity on the packing
slip and the negative invoiced quantity on the invoice, an icon
displays in the Packing slip quantity match column in the Posting
invoice form.
5. Repeat steps 2 through 4 for the inventory model groups for which
you want to use invoice matching.
Procedure: Create Item Price Tolerance Groups
You can set up price tolerance information for all items in your company, for
item price tolerance groups, or for individual items. To set up item price
tolerances by group, first create item price tolerance groups and then assign each
item to the appropriate group. For example, you might set up three item price
tolerance groups: High, Medium, and Low.
Follow these steps to set up price tolerance information.
1. Click Inventory management, click Setup, click Price/Discount,
and then click Item price tolerance groups.
2. Press CTRL+N to create a new item price tolerance group.
3. Enter an identifier for the item price tolerance group and a name.
4. Repeat steps 2 and 3 for the remaining item price tolerance groups.
5. Click Inventory management, and then click Item details.

9-43
6. Select an item.
7. On the General tab, select an item price tolerance group.
8. Repeat steps 6 and 7 for the remaining items.
Procedure: Create Vendor Price Tolerance Groups
Set up price tolerance information for all vendors in your company, for vendor
price tolerance groups, or for individual vendors. To set up vendor price
tolerances by group, first create vendor price tolerance groups and then assign
each vendor to the appropriate group. For example, set up two vendor price
tolerance groups: 10 percent and 5 percent.
Follow these steps to set up price tolerance information for vendors.
1. Click Accounts payable, click Setup, click Price/Discount, and
then click Vendor price tolerance groups.
2. Press CTRL+N to create a new vendor price tolerance group.
3. Enter an identifier and a name for the vendor price tolerance group.
4. Repeat steps 2 and 3 for the remaining vendor price tolerance
groups.
5. Click Accounts payable, and then click Vendor Details.
6. Select a vendor.
7. On the Setup tab, select a Vendor price tolerance group.
8. Repeat steps 6 and 7 for the remaining vendors.
Price Tolerance Setup
Set up price tolerance percentages for your company, items, and vendors. When
the system compares vendor invoices with purchase order information, it
searches for the applicable price tolerance percentage in the following order.
Item code Account code
Table Table
Table Group
Table All
Group Table
Group Group
Group All
All Table
All Group
All All

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The default company price tolerance is zero percent and it applies to all items and
all accounts (All, All). You cannot delete the default company price tolerance
record.
For example, you can set up the following price tolerance percentage records.
Item
code
Item
relation
Account
code
Account
relation
Price
tolerance
percentage
Notes
All All 1% This
percentage
applies to all
items and all
vendors,
unless one of
the other
scenarios
applies. This
is the
company
price
tolerance
percentage.
Table Battery All 1% This
percentage
applies to the
Battery item
from all
vendors.
Group Low All 2% This
percentage
applies to all
items whose
item value
model group
has the “Low”
item price
tolerance
group
assigned to
their item
value model
groups, and
all vendors.
Group Medium All 6%

9-45
Item
code
Item
relation
Account
code Account
relation
Price
tolerance
percentage
Notes
Group High All 15%
All Group 5 percent 5%
All Group 10
percent
10% This
percentage
applies to
vendors who
are assigned to
the “10
percent”
group, and All
items.
Procedure: Set Up Price Tolerance
Follow these steps to set up price tolerance.
1. Click Accounts payable, click Setup, click Price/Discount, and
then click Price tolerance setup.
2. In the first row, you can change the default company price tolerance.
3. Press CTRL+N to create a new price tolerance percentage.
4. Enter information about the item and vendor combination that the
price tolerance applies to, and the price tolerance percentage.
5. Repeat steps 3 and 4 for the remaining price tolerance percentages.
NOTE: You cannot enter negative price tolerance percentages. By default,
Microsoft Dynamics AX 2009 allows negative price discrepancies. To track
negative price tolerance percentages, select If line prices are greater than or
less than allowed tolerance in the Display price match icon field in the
Accounts payable parameters form.

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Test Your Knowledge
Invoice matching is the process of matching information from what documents?
(Select all that apply.)
( ) Purchase Order
( ) Vendor Invoice
( ) Packing Slip
( ) Vendor Checks
Edit Open Transactions
Use the Open transactions editing form to make changes in transactions for
vendors or customers. Only unapplied transactions are available for editing. Use
the Open transaction editing form, for example, to settle invoices and payments
that are unsettled in the payment journal.
When you settle invoices and payments:
If Then
The amount paid is greater than the
amount due
The invoice is settled and a payment
transaction is created for the amount
by which the payment exceeded the
amount due
The amount paid is less than the
amount due
The payment is subtracted from the
amount due and the invoice remains
open
The amount paid equals the amount
due
A payment transaction is generated
for the payment amount, and the
transaction is closed.
Procedure: Settle Invoices and Payments
Follow these steps to settle invoices against payments or make corrections to
open transactions.
1. Click Vendor Details.
2. Select a vendor record.
3. Click the Functions button, and then click Open transaction
editing.
4. Select the relevant postings to settle.

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NOTE: In the Is marked field, a red icon appears if a transaction is
already selected for settlement.
When the transactions are settled they disappear from this form and can be
found on the Closed-transaction editing form.
5. Place the pointer on the primary payment line, if any, and select the
Primary payment check box. The purpose of a primary payment is
to get a more correct history or select the basis currency used for
cross rate.
6. Click Update. The selected vouchers offset each other. If a voucher
is not settled in full, it is recorded as Open.
FIGURE 9.10 OPEN TRANSACTION EDITING FORM
Procedure: Enable Automatic Settlement
In some cases, it is more convenient to use automatic settlement of invoices and
payments, for example, if a company must handle many small vendors with few
payments. Follow these steps to enable automatic settlement.
1. Click Accounts payable, click Setup, and then click Posting
profiles.
2. Select the relevant vendor posting profile.
3. Click the Table restrictions tab.
4. Select the Settlement check box.

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Test Your Knowledge
In the Is marked field, a red icon appears if a transaction already is selected for
settlement.
( ) True
( ) False
Reverse a Closed Transaction
When you work with reverse settlements:
• Use the Closed-transaction editing form to edit fully applied or
settled transactions that are in history.
• Use reverse settlements if the bank does not honor a payment or if
you use the wrong date or settlement amount.
• Note that a settlement is not a transaction, but it is a link between the
payment and the invoice.
• Note that the system considers an unsettled invoice unpaid.
Scenario
Phyllis, the Accounting Manager at Contoso, reviews and approves the Accounts
Payable transactions. Phyllis realizes that a consulting fee was paid twice and she
wants to reverse the settlement.
Procedure: Reverse a Closed Transaction
Follow these steps to reverse a closed transaction.
2. Select a vendor record.
3. Click the Functions button, and then click Closed-transaction
editing.
4. Select the Mark check box to reverse the invoice or payment that is
associated with the settlement. The Mark field of the transaction that
offsets the transaction marked is selected automatically.

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5. Click the Reverse button. The system changes the settlement
amount, makes corrections, and changes the status. History displays
an overview of settlements for the current voucher.
FIGURE 9.11 CLOSED TRANSACTION EDITING FORM
Test Your Knowledge
For what is the closed transactions editing functionality used?(Select all that
apply.)
( ) Editing settlements
( ) Reversing settlements not honored by the bank
( ) Reversing settlements with incorrect information, such as dates
( ) Editing fully applied or settled transactions

AX 2009
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Lab 9.5 - Reverse a Closed Transaction
Scenario
April, the Accounts Payable Clerk at Contoso, realizes the last transaction posted
for vendor account 5001 should have been posted to vendor account 2001. She
must reverse the transaction and check history to ensure she reverses the
transaction. She then will make a note to enter the transaction correctly in the
morning.
Challenge Yourself!
Help April reverse the transaction and check history to ensure she reversed it
correctly.
Need a Little Help?
You can reverse closed transactions by using the closed transaction editing
function.
Step by Step
2. Click Vendor account 5001.
3. Click the Functions button, and then click Closed transaction
editing.
4. Click the last line in the form.
5. Select the Marked check box.
6. Click the Reverse button.
7. Click the Inquiry button, and then click History to view the
reversed transactions.

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Print Management
You can define print management original records, copy records, and conditional
settings at the module, account, or transaction level. You can control various
activities that include the following:
• Number of copies to produce
• Multilingual document footer text
• Print destination
How Print Management Works
When you are printing documents such as invoices or packing lists, use defined
settings for the original or copy records in print management. The effective
records are the records established in Print management that control the printed
output of original and copy records. An original or copy record contains the
information that print management uses to print the document. The record that is
used to print a document determines the footer text for the document, the printer
to use, and how many copies to print. For example, to print three copies of the
sales order packing slip, each with different footer text, set up an original record
and two copy records.
You can define the print management setup information for each document type
in a hierarchical list that consists of modules, accounts, and transactions. At each
level of the hierarchy, define print management original records, copy records,
and settings for any of the available document types.
When a document generates, it prints according to the effective original record
and effective copy records. An effective record can inherit information from a
higher level in the hierarchy or create a new record for the current level in the
hierarchy, or it can override an inherited record that has the same name.
Each original record or copy record can associate with a default setting that
specifies the footer text, printer destination, and number of identical copies to
print. If the Default setting check box in the Print management setup form is
selected, a document prints according to the specifications for the default setting.
If this field is not selected, a document prints only if a query for an associated
conditional setting successfully returns results.
Each original record or copy record can have up to 19 conditional settings
associated with it. Each conditional setting has a related query. For example, you
can create a query to print footer text in a different language for a specific
vendor. When the document generates during posting, the queries that associate
with the conditional settings are evaluated automatically in the order in which the
settings appear in the Print Management setup form. The setting that associates
with the first successful query is used to print the document.

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Procedure: Print Management at the Module Level
You can define print management settings for each module, account, transaction,
or any combination of these three. You can create up to 99 original or copy
records for every document type. You can create up to 19 conditional settings for
each original or copy record, in addition to the default setting.
Setting up print management at the module level requires the least amount of
setup and minimizes the maintenance work when settings change, such as
installation of a new printer. However, if business needs require, settings for
specific accounts or individual transactions can override module settings.
NOTE: You can use print management settings when you reprint documents.
Select Preview/Print > Use print management to reprint a document that uses
the effective print management settings.
Procedure: Set Up Print Management
Follow these steps to set up print management at the module level.
1. Click Accounts Payable, click Setup, click Forms, and then click
Form Setup.
2. Click the Print management button. The hierarchical list in the left
pane displays the module, documents, original or copy records, and
conditional settings. The fields in the right pane are the options that
you can specify for each type of record. The displayed fields vary,
depending on the selected record. When the hierarchy list is
unexpanded, a plus (+) icon in front of the document type indicates
that a setup record exists.
3. To create a new record, right-click a document name and select New.
A new original or copy record is created and is displayed in the list
automatically.
4. In the right pane in the Original/copy field, select to create an
original or copy record. You can create only one original record for
each document, but you can create multiple copy records for each
document.
5. If you are creating a copy, enter a name in the Name field.
6. If the Do not print check box is selected, the original or copy will
not print. If there is an override of an original or copy record from a
higher level in the print management hierarchy, use this option to
stop a document from printing instead of only changing the
destination, number of copies, or footer text.
7. If the Default setting check box is selected, the original or copy
prints even if the queries for any applicable conditional settings do
not return any results. The original or copy is denoted in the
hierarchical list by the word Default.

9-53
8. By default, the document goes to the printer destination that you
specify by clicking Printer setup from the posting form for the
document. To change the printer destination, click the Destination
field's lookup button > Printer setup and select a destination.
9. When you finish making changes, click OK to return to the Print
management setup form.
10. In the Number of copies field, enter the number of identical copies
to print, up to 99 copies.
11. In the Footer text field, enter up to 50 characters to include at the
bottom of the document. To print footer text in other languages, click
the Footer text lookup button and set up footer text for the
additional languages.
FIGURE 9.12 PRINT MANAGEMENT SETUP FORM
Scenario
Alicia, the Purchasing Agent at Contoso, is entering a purchase order for a new
vendor. Because this is her first time buying from the vendor, the terms are cash
on delivery. She must enter the order with the vendor's payment terms so that she
receives the material on time.
To speed up establishing an open account with the vendor, Alicia sets up a
document copy for the purchase order. She enters “New Vendor - need credit
established” as the footer and sets the print destination to the printer that belongs
to Connie, the Credit and Collections Manager. She also enters a note that will
print on Connie's copy explaining how much business they plan on doing with
the vendor. This information will help Connie determine how much credit to
request from the vendor.
Alicia posts and prints the purchase order which prints a copy to Connie's printer.

AX 2009
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Procedure: Set Up Print Management for an Account
Follow these steps to set up print management for a specific vendor account.
1. Click Accounts payable, and then click Vendors.
2. Select an account.
3. Click Setup, and then click Print management.
4. In the left pane, expand the list for a document that is listed under the
customer or vendor account. Any original or copy records display.
An icon with a blue arrow indicates that the original or copy record
inherits information from the module level of the hierarchy. This
print management information is used for the customer or vendor,
unless you perform an override to make changes at the account level.
5. Review the original or copy record information. If changes are
necessary, override the inherited record, copy an inherited record,
create a new record, or create a new setting.
o To override, right-click an original or copy record and select
Override. The icon changes to display a red X to indicate that
the record is now an override record.
o To copy, right-click an original or copy record and select Copy.
A copy displays in the list. The copy must have a new name.
o To create a new original or copy record, right-click a document
type in the list and select New. A new record displays in the list.
o To create a new conditional setting, right-click an original or
copy record and select New. A new conditional setting displays
in the list. The conditional setting must have a description and
select query information.
Procedure: Set Up Print Management for a Transaction
Set up print management original or copy records and conditional settings for a
transaction, such as a purchase order. This may be necessary if you use a
different printer for a specific transaction.
Refer to the following table for the complete list of documents supported in
Accounts Payable and the path that gives access to the print management setup
for each document.
Document Path
Purchase order
Purchase order invoice
Purchase order packing slip
Purchase order receipts list
Accounts payable > Purchase order
> Advanced > Setup > Print
management
Request for quote Accounts payable > Request for
Quote > Setup > Print management

9-55
Document Path
Request for quote - Accept
Request for quote - Reject
Request for quote - Return
Accounts payable > Periodic >
Request for Quote > RFQ reply >
Setup > Print management
1. In the left pane of the Print management setup form, expand the
list of documents. Any original or copy records display.
2. Review the original or copy record information. If changes are
necessary, override or copy an inherited record, or create a new
record or a new conditional setting.
o To override, right-click an original or copy record and select
Override. The icon changes to display a red X to indicate that
the record is now an override record.
o To copy, right-click an original or copy record and select Copy.
A copy displays in the list. The copy must have a new name.
o To create a new original or copy record, right-click a document
in the list and select New. A new record displays in the list.
o To create a new conditional setting, right-click an original or
copy record in the list and select New. A new conditional setting
displays in the list. The conditional setting must have a
description, and you must select query information.
Conditional Print Management Settings
Customize the document output by using conditional settings that apply based on
the results of a query.
NOTE: Although conditional settings and queries provide flexibility in the print
management settings, be aware that complex queries or many conditional
settings can affect posting performance.
Procedure: Set Up Conditional Print Management Settings
Follow these steps to create a conditional print management setting.
1. In the left pane of the Print management setup form, right-click an
original or copy record and select New.
2. Enter a Description for a conditional setting.
3. Click the Select button.
4. In the Query - Setting form, enter query information in the Criteria
field.
5. When the query is complete, click OK.

AX 2009
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Test Your Knowledge
1. How are print management settings defined?
( ) for each module
( ) for each account
( ) for each transaction
( ) for each module, account, transaction, or any combination of these
three.
2. Which of the following activities are uncontrollable with print management
settings?
( ) Number of copies to produce
( ) Page orientation
( ) Multilingual document footer text
( ) Print destination

9-57
Summary
Microsoft Dynamics AX 2009 offers several important features for managing
Accounts Payable. For example:
• Several options for recording vendor invoices including a two-step
posting for separate handling of approved and unapproved invoices,
and the option to match vendor invoices to physical deliveries of
goods.
• Payment proposals.
Microsoft Dynamics AX 2009 enhances the preferred procedures for handling
financial interactions with both simple and advanced options. If you record
invoices for every date, do so in the invoice pools. Record approved invoices
directly in the invoice journal.

AX 2009
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Test Your Knowledge
Test your knowledge with the following questions.
1. What are the different invoices available in Microsoft Dynamics AX 2009?
( ) Invoice register
( ) Invoice approval journal
( ) Invoice journal
( ) Invoice pool excluding posting
2. What does validation do? (Select all that apply.)
( ) Ensures that everything is correct prior to posting.
( ) Ensures that you have selected the correct vendor.
( ) Verifies that the journal balances.
( ) Verifies that all mandatory fields are filled in.
3. How do you create payment lines in the payment journal? (Select all that
apply.)
( ) Manual payment journal
( ) Payment transfer
( ) Settlement
( ) Payment proposal

9-59
Quick Interaction: Lessons Learned
Take a moment and write down three key points you have learned from this
chapter:
1.
2.
3.

AX 2009
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Solutions
Invoice Approval Journal
Test Your Knowledge
After you post the lines of the invoice register, the postings display in the
payment proposal.
( ) True
(•) False
Invoice Pool Excluding Posting
Test Your Knowledge
You can use the invoice pool to view registered invoices that are ready for
posting.
(•) True
( ) False
Invoice Journal
Test Your Knowledge
You must validate the journal before you post.
( ) True
(•) False
Voucher Template
Test Your Knowledge
Which voucher template type lets users re-create a voucher for the same accounts
and values as the original entry?
( ) Percent
( ) Division
( ) Aggregate
(•) Amount

9-61
Invoice Matching
Test Your Knowledge
Invoice matching is the process of matching information from what documents?
(√) Purchase Order
(√) Vendor Invoice
(√) Packing Slip
( ) Vendor Checks
Edit Open Transactions
Test Your Knowledge
In the Is marked field, a red icon appears if a transaction already is selected for
settlement.
(•) True
( ) False
Reverse a Closed Transaction
Test Your Knowledge
For what is the closed transactions editing functionality used? (Select all that
apply.)
( ) Editing settlements
(√) Reversing settlements not honored by the bank
(√) Reversing settlements with incorrect information, such as dates
(√) Editing fully applied or settled transactions

AX 2009
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Print Management
Test Your Knowledge
How are print management settings defined?
( ) for each module
( ) for each account
( ) for each transaction
(•) for each module, account, transaction, or any combination of these
three.
Which of the following activities are uncontrollable with print management
settings?
( ) Number of copies to produce
(•) Page orientation
( ) Multilingual document footer text
( ) Print destination
Test Your Knowledge
1. What are the different invoices available in Microsoft Dynamics AX 2009?
(√) Invoice register
(√) Invoice approval journal
(√) Invoice journal
(√) Invoice pool excluding posting
2. What does validation do? (Select all that apply.)
(√) Ensures that everything is correct prior to posting.
( ) Ensures that you have selected the correct vendor.
(√) Verifies that the journal balances.
(√) Verifies that all mandatory fields are filled in.
3. How do you create payment lines in the payment journal? (Select all that
apply.)
(√) Manual payment journal
( ) Payment transfer
(√) Settlement
(√) Payment proposal

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