A Purchase Invoice Example for Teams that Streamlines Your Workflow

Purchase invoice example for teams

[Music] in this video i'm going to demonstrate how to enter purchase invoices using microsoft dynamics business central we'll also go through a couple ways to make the data entry a little bit easier using recurring purchase lines and then also we'll go through how to copy purchase invoices i'm starting out on my home page in business central and i'm just going to navigate over to my purchasing list and then under purchase invoices i'll select new i just need to select my vendor to start out so i'm going to choose first up consultants in this example and then i have a couple fields i need to enter and then several fields that are optional so it defaulted to the default date that's in the system right now which is april 6 2020. i'll leave that and then i'll enter my invoice number which is required so i'll just enter a test invoice number here and if i scroll down here i'll need to enter the gl account that i want to debit for the expense side for this invoice now in this first example i'm entering it using the manual method so i'm just manually filling this information in and then to select this account i can either start to type in the number or if i know the name or description i can start to type that in as well so in this case i'm going to choose advertising expense and i'd also like to assign i have two dimensions that are assigned here as department and customer group so i'd like to assign these as well to the expense side of this entry so i'm just going to pick a couple dimensions here and then i just need to fill in my quantity as one and then the amount that i would like to go for this purchase invoice so under 500 and at this point that's all i really need to enter i have a couple other areas that i could fill in as an example if i wanted to change my payment terms i could scroll down to my invoice detail section and i could change my payment terms right now it's a current month but i can change that to 30 days and then as soon as i do that you'll notice that at the top it updated my due date field based on my invoice date so now it's due in 30 days i could also change if i forgot to identify this vendor as a 1099 vendor i still have the chance to fill that in here if i wanted to assign them a 1099 code i think i'm happy with everything i have entered at this point so i can post this invoice or i could just exit out of here or enter another invoice if i'd like in my case i'm going to post it so i'd like to preview it first and just make sure that everything looks good i'll go to posting and then preview posting and when i do that i can highlight the gl entry link and i can verify the gl entry that hosting this invoice is going to create so we'll see that we're debiting the 60200 account that we selected we're crediting accounts payable and we have our dimension codes that were assigned to the debit side of this transaction so everything looks good there so i'm going to go to posting and then post i could also post and print if i wanted to print the posting report as well i'll answer yes and i don't want to view the posted invoice so i'll select no in this case so at this point i've posted my purchase invoice against the vendors account and if i were to look at the vendor if i go to purchasing and then vendors and i were to look at first up consultants i'll see that they have a balance and if i could click the link if i want to see the details and i can see the one that i just entered right now so here's my test 12 13 1320 invoice that was entered for 500. the other thing that i could do is if i wanted to enter a purchase invoice and i want to enter a default expense account for a particular vendor i can set up a purchasing code and these purchasing codes can be used across multiple vendors so i'll go through that next as an example so i'm going to choose a different vendor this time so we'll pick a graphic design institute and i'm going to navigate at the top i'm going to go to related purchases and then recurring purchase lines i'll just click this drop down since there's nothing in here and click new and i'm going to set up office supplies i can give it just a code and then i can also give it a description and then down here for my gl account i can assign the account so i'm going to look up office supplies and i see that that's account six one four hundred and i could put in a default quantity of one and i even have the option to put in default dimensions if i'd like but i'm going to leave those blank and click ok so now i have this code office supplies that's linked to this vendor this will be a master list so if i had another vendor that i also wanted to use this as a default i could assign this code to that vendor as well and then the other option i have is how i want this automation to work so over by insert lines on invoices if i change this option here i can change it to automatic or to ask where it will prompt me but i'm going to put mine on automatics i want it to just automatically fill in my account for me i'm going to exit out of here now i'm going to create a new invoice and this time since i'm on the vendor list instead of navigating back over to purchase invoices i'm just going to select new document purchase invoice directly from this vendor record and when i do that you'll notice that it filled in the header information for me with the vendor name automatically now i can put in my vendor invoice number and i'll leave my posting date and everything as it is this time and you'll notice that at the bottom it automatically filled in my expense account so here's 61 400 with a quantity of one so now i just need to fill in the amount and then if i wanted i have this is optional so i could fill in the department if i'd like or i could just leave that blank and at this point i'm ready to post so i could go to posting preview again and just verify my entries to make sure they look good and i can see my debit to my expense account and my credit to ap so i can just go to posting and post just like the last one and now that entry is posted as well so that was a little bit easier rather than having to manually fill in the expense account the other option that we have to make the data entry easier is we could copy uh other invoices so if i wanted to create i'll just create another invoice uh i'm going to go straight to the purchase invoice window and i'm just gonna click new from here and then i'll fill in a different vendor this time so i'll pick fabrikam and since they don't have anything set up as purchasing code you'll notice this is all blank so what i'd like to do this time is i'd like to copy an invoice that i've posted in the past so to do that i have to fill in the vendor which i did and now i can go to actions functions and copy documents i can choose whether i want to copy an invoice that's unposted or a posted invoice so i'll select a posted invoice and i'll pick this one by first up consultants for a hundred dollars i'm not going to include the header information because i already entered that and i'd like to keep that unique i'm going to click ok and now you'll see that it automatically set up that invoice for me so it brought over the expense account that was used along with the amount and i just need to fill in my invoice number it does include a comment referencing that this was copied from another invoice and if you did not want that on here you could just click the ellipse button here and then click delete line otherwise you could leave that in there just as a reference and everything else looks good so at this time i'm just going to go to post posting and i'll print it this time to show that example now it's posting this invoice and then it generated this pdf file since i told it to post and print so now it just gave me a print out as well for that invoice that's all there is to it so now if i go to purchasing posted purchase invoices i'll see over here i can i'm sorting by the number right now by descending order so you'll see the three that we just went through right now are showing at the top of the list so now we can see these are the three invoices that we just posted and of course i could click on one of these if i wanted to see more details about it and i could see the invoice uh the way it looked when i entered it that summarizes the steps to post purchase invoices and to use default purchasing codes and copy from other invoices