Payables

Dynamics 365 Business Central – How to default a General Ledger account onto a Purchase Invoice using “Recurring Purchase Lines”

Gavin WhittakerLeave a comment

Introduction

There may be times when you regularly use the same General Ledger code on a Purchase Invoice for a certain Vendor. For example, a rent GL account when posting an overhead invoice for your rent.

In this case it would be great if the system would default the GL account onto the Purchase Invoice after you select the supplier.

In this post we’ll look at how this is possible using “Recurring Purchase Lines” in Business Central.

The Scenario

The scenario we have is every month we receive a rent invoice from our landlord for our business premises.

Every month when keying this into Business Central we have to select the supplier and then manually pickup the relevant GL account.

We want a method to streamline this process by having Business Central automatically populate the Purchase Invoice detail with the GL code as soon as we select the Vendor.

We are going to achieve this by configuring and using “Recurring Purchase Lines”

Setup the Recurring Purchase Line

The first step is to search “Recurring Purchase Lines” and open the page

Once in the page I’ll click “New”

I’ll then enter a code and a description and then select the GL code and any dimensions I also want to default.

Now the Recurring Purchase Line is setup we need to go and add it to our supplier.

Add the Recurring Purchase Line to the Vendor

I’ll therefore go to “Vendors” and click “Related > Recurring Purchase Lines”

You then pick the Recurring Purchase Line we just created and select “Automatic” so the associated GL code is automatically inserted when we create new Invoices and Credits

Now the setup is complete all that’s left is to test it 😊

Let’s create a Purchase Invoice

To test I’ll go to the “Purchase Invoice” page and create a new invoice. (I could do this from the Vendor by clicking “New Document > Purchase Invoice” but for this demonstration I’ll go the long way round 😊)

Next I’ll pickup the Vendor, and as you can see the GL account has been automatically pulled through onto the Invoice lines.

This is a great time saver and ensures the correct GL code is always picked up.

Conclusion

This post has been through how to setup and configure Recurring Purchase Lines. This can help with the speed and accuracy of entering Purchase transactions.

Its also worth noting this functionality can be used for Items as well as GL Accounts. You can also assign the Recurring Purchase Lines to multiple suppliers and add multiple lines to each Recurring Purchase Line.

All in all its just another fantastic feature of Business Central 😊

Thanks for reading!

Dynamics 365 Business Central – How to change the VAT amount on a Purchase Invoice or Purchase Order

Gavin WhittakerLeave a comment

Introduction

Sometimes, when entering a Purchase Invoice from a supplier into Business Central, the system calculates the VAT slightly differently than what appears on the supplier’s invoice.

When this happens we need to change the VAT on the Purchase Invoice in Business Central to reflect the suppliers Invoice.

In this post we’ll go through how to do this when raising the Purchase Invoice via the “Purchase Order” page and also the “Purchase Invoice” page.

First a little Config

Before we do this we must first configure Business Central to allow us to change the VAT on documents and journals.

We first do this by setting the “Max. VAT Difference Allowed” in the General Ledger Setup. I’m going to set this to 0.20 which means I’m allowed to change the VAT by up to £0.20p

Next I need to switch the “Allow VAT Difference” option ON in the “Purchase & Payables Setup” page. This will allow me to change the VAT amount on a Purchase transaction.

Now I have the configuration setup, we can go through changing the VAT on a Purchase transaction.

First we’ll tackle a Purchase Invoice entered via the “Purchase Invoice” page.

Changing VAT in the Purchase Invoice page

In this scenario, we have a Purchase Invoice for £111.11 with 20% VAT, and Business Central has calculated the VAT as £22.22. However, the supplier’s invoice shows a VAT amount of £22.23. We therefore need to change the VAT to reflect the suppliers invoice correctly in Business Central.

Below is the Purchase Invoice with the VAT calculated as £22.22.

To change the VAT I need to click “Invoice > Statistics”

I then click into the VAT Amount and change it to £22.23 which matches the suppliers invoice

The VAT is now reflected correctly in Business Central

Changing VAT on the Purchase Order page

Suppose you’re entering the same Purchase Invoice, however this time we are using the “Purchase Order” page to raise the Purchase Invoice. In this case we need to do the following

Below is the Purchase Order with the VAT calculated as £22.22

We now click “Order > Statistics”

You now drill down on the “No. of VAT Lines” in the “Invoicing” FastTab

You can now edit the VAT amount

And now the VAT is reflected correctly on the Purchase Order page

Conclusion

This post has outlined how to change the VAT amount on various Purchase documents when the VAT calculated by Business Central differs from the actual supplier invoice.

Thanks for reading!

Dynamics GP to Dynamics 365 Business Central – How to post a batch of Sales or Purchase Invoices using the same Posting Date

Gavin WhittakerLeave a comment

Introduction

During a recent training session with a client transitioning from Dynamics GP, a question came up regarding batch posting.

In Dynamics GP, it’s possible to use the batch’s “Posting Date” as the posting date for all transactions within the batch. The client wanted to know if this same functionality is available in Business Central.

In this post, I’ll walk you through how to achieve this in Business Central.

Dynamics GP Batch Setting

The setting the client is referring to is configured in the “Posting Setup” window in Dynamics GP as shown below:

Here, you can configure, on a ledger and per-transaction type (origin) basis, whether the system should use the posting date from the individual transaction or the batch when posting transactions.

Business Central “Post Batch” Feature

In Business Central, when posting multiple Sales or Purchase Invoices, you can control which date the system uses as the “Posting Date” through the following option.

See below, I can select multiple Purchase Invoices and select “Post > Post Batch”

And then enter the Posting Date you wish the system to use for each of your Purchase Invoices:

Let’s walkthrough an example with Purchase Invoices

Let’s say you have the two Purchase Invoices shown below, each with a different posting date in September, but you want both to be posted using a Posting Date of September 30, 2024:

First, you select both Purchase Invoices in the Purchase Invoice list page, choose “Post > Post Batch,” and choose to replace the Posting Date as shown below.

Now when I view the Purchase Invoices I can see both invoices have a Posting Date of 30/09/2024

Conclusion

This post shows how you can batch post Sales or Purchase Invoices using a single Posting Date, replicating the functionality available in Dynamics GP.

Thanks for reading!