Entering a Non-PO Purchase Invoice in Dynamics 365 Business Central

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Many businesses using Microsoft Dynamics 365 Business Central don't utilize the Purchase Order functionality and therefore when they receive a vendor invoice, they need to enter that into Business Central through a Purchase Invoice transaction. This is the most basic example below. If you have other needs talk with your Partner or Business Central consultant for advice. 

Purchase Invoice

  1. There are several ways to enter a Purchase Invoice but for this example I'll navigate to the Purchase Invoices list.


  2. When in the Purchase Invoices window click +New to start a new Purchase Invoice.



  3. Populate the following in the General Fast Tab:

  • Vendor Name: select vendor from your vendor list
  • Document Date: invoice date
  • Posting Date: date that the transaction will post to the G/L
  • Vendor Invoice No.: invoice number

 

         At minimum populate the following in the Lines section:

  • Type: G/L Account in this example. You can also choose item for example if you need to enter an invoice for an item that doesn't have a Purchase Order associated with it. 
  • No.: G/L Account you want the expense to hit
  • Description: description of the expense - TIP: review the tips section below if you want this description to show up in the General Ledger Entries Description field. 
  • Quantity: quantity
  • Direct Unit Cost Excl. Tax: amount per quantity


    Once you're satisfied with what's been entered you can Post the Purchase Invoice. 

Setup Tips:

  • Use Recurring Purchase Lines to set up templates for vendors that bill the same expenses monthly. Using recurring purchase lines in Dynamics 365 Business Central (kristenhosman.com)
  • Within the Purchases & Payables Setup window
    • Copy Vendor Name to Entries: Specifies if you want the name on vendor cards to be copied to vendor ledger entries during posting.
    • Ext. Doc. No. Mandatory: Specifies if it is mandatory to enter an external document number in the External Document No. field on a purchase header or the External Document No. field on a general journal line.
    • Copy Line Descr. to G/L Entry: Specifies that the description on document lines of type G/L Account will be carried to the resulting general ledger entries.
    • Document Default Line Type: Specifies the default value for the Type field on the first line in new purchase documents. If needed, you can change the value on the line.



Written by: Kristen Hosman, Microsoft MVP


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