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Vendor invoice automation dynamics 365 for small businesses

hi my name is Alex from apz Dynamics and in this videos I will walk through the accounts payable processing first we're going to go through entering AP invoices like your electricity bill your phone bill Etc any kind of expense bills that you need to pay I'll also walk through how to enter credit memos from your vendor in this step next I'll talk about vendor payments how to create payments to your vendors we'll talk about creating direct payments from the vendor card as well as using the payment journal and what to do if you if you need to Avid a check from the vendor lastly I'll talk about applying open vendor payments to CR memos and invoices let's get to it when you receive a vendor invoice if it's an expense related invoice you will need to enter it in the purchase invoices so I'm going to click on purch purchasing and purchase invoices you could also use this this magnifying glass option to search for the purchase invoices so I'm going to go into the purchase invoice from here click on new to create a new purchase invoice click on the three dots to find the vendor or if you know the vendor already you could just type it in all right make sure you change the posting date to the date that you wanted to hit your general ledger on the lines area it's typically going to be GL general ledger and on the number you you would just need to choose the jail count for your expense so let's say you're entering your phone expenses the Quan is always going to be one and the unit the direct unit cost would be the total amount of your phone bill if you need to allocate the expense to multiple different departments you would choose the allocation account and you would choose the type of allocation that you have set up beforehand so in this case I'm going to enter my department of phone bill the quantity is always going to be one and I can type in my amount for the phone bill and what this will do is it will automatically allocate this $500 based on the percentages to the different departments that I've set up for this allocation account make sure I put in my vendor invoice number they may not give you a invoice number so you could just type in whatever information that pertains to you once I've confirmed my amount is correct I am just going to click on post and yes and this will post a transaction to my general Ledger now if I take a look at my posted invoice I will see the phone bill and the allocated phone bills based on my allocation account if I scroll to the right you'll see that it will automatically allocate based on the department that I chose now let's talk about credit memos to enter a credit memo click on purchasing and click on purchase credit memos the way you enter this is very similar to the training that I gave on the sales order entry process from here I'm going to cook out of the numbers to my purchase credit memo number is assigned if I know the vendor invoice then I'm going to be copying from all I need to do I can just click on action function and copy document from here I can choose the posted invoice that I want to copy from in this case I'm going to credit the phone bill that I just entered make sure my in cluee header is checked on and recalculate line is checked off click on okay and this will bring over the purchase invoice if you don't want to make any changes make sure you put in the vendor credit memo and click on post another way to enter the credit memo is just directly go in going into the posted purchase invoices and find the P posted purchase invoice you want to reverse and click on correct and create corrective credit memo this does exact same thing for purchase invoices that are received from purchase orders when you buy inventory products especially using our freight container management app you would go to purchase invoices and go to new to create new purchase invoice type in the vendor that you want to enter the invoice for on the lines area you would click on get receipt line this will get any purchase lines that has been received but not invoiced so when I click on this I can pick and choose which lines that I want to post the invoices for so if it's the first three I'm going to highlight them click on okay if the amounts different go ahead and change them so this is $30 each I'm going make sure the total amount matches the vendor's invoice type in the vendor invoice number make sure you have the posting date correct and click on post now let's talk about vendor payments we're going to talk about how to create payments directly from the vendor card then I'll talk about creating payments using the payment journal and lastly I'll talk about how to void checks uh whether it's posted or unposted before you do your check run it's always a good idea to review all of the outstanding invoices from your vendors the easiest way to do that is running the age accounts payable report so go to reports analysis click on the age accounts payable if you want to age your accounts payable report as of a certain dat go ahead and fill it in otherwise you could leave it as today's date the Aging method and Define your aging method typically I want to run this by due date and my aging period you want to check on print details so it will list out all the invoices that are standing per vendor and you want to enable the use external document number to show the vendor invoices when you're looking at the report if you want to export this to excel go and check this out in this case I'm going to leave it off and click on preview this will give you a list of all of the outstanding vendor invoices and when they're due based on this report I can determine what vendor invoices I want to pay so when you're ready to do your weekly check run you would go to the payment journal from the payment journal to populate the journal for us we can click on prepare and suggest vendor payments click on show more to show more options on the last payment date make sure you fill in the last due date that the process that you want the process to cut off on check on the fine payment discounts if you would like to take advantage of any early payment discounts from your vendor on the posting date fill in the date that you want the date of the check want to make sure I check on this new document per line and the balancing account type would be bank account balancing account number would be the bank account that you want to pay out of the bank payment type choose computer check and click okay what this process will do is it's going to scan all of the vendor Ledger entries with a due date of September 20th click okay from here you could choose to remove purchase invoices that you do not want to pay so in this case I can just highlight the invoices that I don't want to pay based on the age accounts payable report that I reviewed all right so I've eliminated my couple entries from the suggest vendor payments after I've isolated the vendor invoices I I want to pay I want to click on check and print check now from here you want to make sure the check stock is in your laser printer of choice click on print check Define the bank account that you're paying from and Define the last check number on the check stock that you load onto your printer you want to make sure you check on the one check per vendor per document number and click and click on print to print the check so this is what a check check is going to look like you notice after I print the check it'll automatically fill in the document number on my journal you want to make sure the check that's printed on your laser printer matches the document number for the corresponding vendor if the printer jams or if anything goes WR you want to reprint the check just click on void all checks and it will revert the journal back to its original state you want to reprint the check click on print check again you could go ahead and overwrite this last check number click on print once I verify the check printed out okay from my printer going to click on home and click on post and this will post the payment into the vendor Ledger as well as your general ledger if you want to record a manual check or a wire transfer you will do that on the payer Journal as well so the posting date would be the date of your wire transfer or your manual check the document number if would be the manual check number or if it's a wire transfer would be your your confirmation number account type would be vendor account number would be the vendor that you want to wire transfer for amount we can leave this at zero because the system will automatically calculate the total for us balancing account type I want to select that as a bank account and the balancing account number would be the bank that I'm going to be paying out of if you're just going to be paying off one invoice you could choose it on this applies to document number if you're going to be paying multiple invoices with this particular wire transfer or payment you would click on home and apply entries and you would go through and choose the invoices that you want to apply to and select this set applies to ID so I'm going to choose a couple of invoices here and click okay you'll notice that the amount will automatically be populated based on the invoices that I've selected on the bank payment type even if it's a wire transfer you still want to set that as a manual check when you're done you click on post lastly if you want a shortcut on creating payments in the payment journal if you know the vendor that you're going to pay go to the vendor drill down onto the balance and highlight the invoices that you want to pay so I'm going to choose these three invoices to pay and additionally I want to choose this one and then just click on create payments I'll ask you the template and the batch name on the batch name I want to make sure I choose a proper batch start starting document number you could leave it blank if you're going to be printing a computer check in this case I'm going to pay using wire transfer so I'm going to put in my confirmation number and the payment type make sure we choose a manual check the bank account choose the bank account that I'm going to be paying out of click on okay and you'll notice it'll automatically create the payment journal for us if I go to home and click on apply entries you'll see that it'll automatically apply those invoices that I've highlighted once I've confirmed everything is okay I can click on post and post this payment journal all right next let's talk about applying open invoices to open Credit memos or payments to do this just bring up the vendor in question and drill down on the balance flow field here this will give you all of the unapplied and open transactions in business Central so let's say I want to apply this credit memo to this particular invoice make sure I highlight the line on the credit memo or the payment that I want to apply and click on apply entries this will give you all of the available transactions that are able to be applied for this particular vendor scroll through and click on the invoice that you want to apply this credit memo to and click on set applies to ID you notice that when you click on set applies to ID it will automatically populate the applies to ID field with your user ID if you have multiple invoices that you like to apply just click on the additional line and click on set apply ID after you're done applying click on post application if you want to change the posting date of this application you're able to do so here most of the time you're just going to leave it as is click on okay now if I'm looking at the list of the open transactions you'll no longer see it there if I go to the the vendor Ledger I'll see that this credit memo the remaining amount is now zero if I want to see what invoices that I got appli to I would just click on entry and applied entry in the past tense and it will show me which invoice it got applied to if you made a mistake on application and you want to unapply click on home under this apply entries button click on the drop down here and click on unapply entries this will give you the entries that you want to unapply click on unapply push yes once I unapply this you'll see that the remaining amount will become available for me to apply to other invoices this