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Purchasing invoice for Operations

[Music] hi guys welcome to microsoft erp business tutorial series in this episode we will be discussing about some real-time scenarios within a procurement and sourcing module in microsoft dynamics 365. the scenarios like what happens if we have one product receipt and we receive multiple product multiple purchase invoices from the vendor or we have multiple product receipts and you wanted to invoice each of the receipts separately since the vendor has issued separate invoice for every single shipments so how do we handle all the scenarios related with the product receipts and purchase invoices so that's going to be the topic for the day so with that note let's get started so let me start with a purchase order so i've already created a purchase order and i've already added an item into a purchase order for quantity 10 and purchase order is also being confirmed so now i'm going to receive the i'm going to receive this purchase order posting the product receipt so um let me just key in the delivery node and completely going to receive the entire purchase order and the purchase order status will be changed to received because i've received the whole purchase order now the scenario is the vendor has sent me the consignment and i've received it but the vendor is now sending me the invoices separately uh for five quantities that is he's sending one invoice for five quantity and he is sending me another invoice for the next five quantities so when that is sending me two different invoices for the shipment uh so how do we handle it and how do we key in those invoices into the purchase order so let's get into the invoice tab and click on the invoice button so as soon as you click on invoice button you will notice that the invoice line will have a full 10 quantity added automatically so even within this particular invoice line you can go ahead and change this 10 quantity to five because we want to create an invoice separately for five quantity another invoice for five quantity but this is not recommended method the reason we will look into all this in detail during our finance series but this is not the actual way that we can go and directly update in a vendor invoice line so the recommended way is get into the match product receipt option at the top and change the quantity from 10 to five and then say okay so that will now be updated into your purchase order line so that is your first uh purchase invoice that you received from your vendor for file quantity so now let's just uh um key in the invoice number which is the mandatory field apart from the invoice number we can even make the invoice date as a mandatory field if you want for that you need to enable a parameter sorry to go out of the topic but i will also quickly show you the parameter it's in accounts payable parameters um under the invoice tab if you go and change this to error this is the document required document date on the vendor invoice right so if you change it to error or warning then the system will if you change to error then you will not be able to invoice unless you fill the invoice date okay just for your information let's come back to the topic so now let's go ahead and post this invoice this is the first invoice that i've received for my uh oh i'm sorry so i have also turned on the um invoice match so let me quickly uh match the invoice we will talk about it uh in detail in a separate episode let's now focus only on our topic um i've posted the invoice and the invoice will be posted successfully for my first uh invoice that i've received from the vendor so now um i'm receiving a second level of invoice for my vendor for the remaining five uh the remaining half of my consignment so for which i can just directly go and i'll see that my invoice line is already a remaining quantity of five so i don't need to key in anything but if you want to just do it in two different uh you you are receiving like three invoices you want to again update this invoice into two quantity and the remaining inverse is three quantity then you can even still split this into two different invoices but for now i'm only going to do two invoices so um it's already the remaining quantity i have in the invoice line so now i'll go ahead and just match the invoice and post the invoice um again i missed my um quantity oh just i go ahead and post my inverse so now my uh full quantity is successfully invoiced so you will see that the purchase order is also changed to invoice and you will just see the line quantity which is now changed to 10 10 invoiced and received so completely received right um that is also another way that uh you can invoice a purchase order not just directly through the invoice tab it is also possible that you can get into the procurement resourcing parameters and just say open vendor invoice and it is also possible for you to cure and create a vendor invoice and choose your relevant purchase order that you have received already i think i have a purchase order which i have received previously let me i think this one i see that it's received and the line is automatically populated for the quantity five sorry for the quantity 10 but our scenario is i'm going to partially invoice it so i can just go to the match product receipt and i may be able to do and convert it to five and say okay and this is another way that you can invoice a purchase order so yeah so now it is successfully added into my purchase order line and just say that one and that one and match the invoice and go ahead and now click on the post button to post the invoice successfully so this is a method two of um doing an invoice so again if you go back and do another invoice once you receive from the vendor and um the same purchase order again which is 70 the system will automatically now populate the line with the remaining quantity so you may again put our second invoice here match your invoice and go ahead and post the purchase i did not match it properly so let me match it and just post it and you will see that invoice is completed and you go into your all purchase order screen and go to your purchase order number that we've just invoiced which is this and refresh it and you will see that the purchase order is at the moment fully invoiced uh with our invoices that we have posted so that is about uh the scenario where you have one product receipt and multiple invoices so now let's see review another scenario where you have multiple product receipts and multiple invoices as well so let's check that check that out um so i'm going to just quickly create a purchase order and key in a vendor [Music] warehouse purchase orders created let's add an item okay this one quantity 10 and confirm the purchase order okay so now let's go ahead and uh do the multiple receipt of this purchase order that is these are all partial partially delivered so let's do two uh let's receive the 10 quantity in two consignments and two batches so let's put it the delivery note as one and this is our first shipment that we received today quantity five okay so you can even check in the general tab um line quantity you see that there are a five received and five is ready for invoice and reminding is another five uh so let me again create another product receipt and receive the remaining five and it's a second delivery note number two and i'm just going to receive it so now the purchase order is fully received there's no delivery reminder that way the purchase order status changes to received as you can see so now let's go and do the multiple so now the scenario is the vendor is sending me again multiple invoices that is the vendor is sending two consignments for the ten quantity and again also two invoices separately for which is consignments uh so how do we do that so now um if i go and click on the purchase invoice again you will see an invoice line created for 10 quantity over here another thing you will notice is the product receipt number is not displayed here it says multiple because this invoice has multiple product receipts right so that's the reason i get a multiple uh over here so um in order for me to just go and select my first product receipt uh i may just go and put my invoice number which is my first invoice that i received and click on the match product receipt button so you will have two product receipts you will also be able to see the product receipt number so i'm not going to just accept this product receipt it's only the the the first one so i'm just going to choose only the first one and say okay okay so now you see that the product receipt the first one is automatically populated here and the five quantity of the first product receipt is also populated match your invoice and post it so the invoice will be successfully posted for the first i mean it's only the first invoice that got posted that uh maps your product receipt so you may even um check the line quantity um you will see that the remaining invoice quantity is 5 10 is received but 5 is not invoiced and 5 is invoiced i mean out of ten right so everything the summary is displayed properly in a line quantity so again let's now go and do another invoice which is for remaining electrode quantity and now we have another file so just pick the project as invoice number two and do the matching it's passed so now go ahead and post your invoice which is your second invoice that got posted so that is how you handle scenarios related with product receipts and multiple invoices hope you enjoyed this episode see you again in next episode with a different topic related with the purchase orders thank you for watching and enjoying the series [Music] you