Product documentation
In Microsoft Dynamics 365 for Finance and Operations only approved vendor invoices can be part of the payment proposal.
Some vendors give such a high reduction on the vendor price that it is interesting to pay the vendor invoice, even if this invoice is not approved. This should be possible only if the general parameter pay not approved vendor invoices is set to yes and if the parameter pay not approved invoices is set to yes at the vendor card.
Invoices are registered in the invoice register. There are approved and not approved vendor invoices in the vendor invoice register.
Usually not approved invoices will not be paid and cannot be a part of the payment proposal. If the general parameter: pay not improved vendor invoices and if the parameter possible to pay not approved vendor invoices on the vendor card are switched on, vendor invoices that are not approved can be selected for payment.
Basically, only approved invoices can be paid, so it is necessary to approve vendor invoices to get them to the vendor payment list.
It should be possible to add not approved vendor invoices (under the conditions mentioned in the previous paragraph) to the payment proposal. Therefore, there should be a selection field “Payable” added to vendor invoices in the invoice register for these invoices who qualify the conditions parameter “Pay not improved vendor invoices” in the accounts receivable parameters and on the vendor card is on.
The payment proposal should not only contain approved vendor invoices, but also vendor invoices under the conditions of the previous paragraph.
When should the vendor invoice get the property payable?
Every vendor invoice from a vendor that has the parameter “possible to pay not approved vendor invoices” enabled should have an extra parameter Payable (yes or no).
Vendor invoices come to the payment list if one of the conditions below:
It should be known who approved the vendor invoice or who set the vendor invoice to payable.
Only for some selected vendors should be the possibility enabled to pay not approved invoices. This should be set with the new field “possible to pay not approved vendor invoices” on the vendor card. This field is only visible of the accounts receivable parameter “possible to pay not approved vendor invoices” is enabled.
Invoices are paid using a Vendor Payment Journal. In this journal approved vendor invoices are added using the payment proposal. The payment proposal contains approved invoices only. In the new situation vendor invoices that are marked is payable and are not approved should be added too.
There should be an extra checkbox “Approved vendor invoices only” added to the advanced parameters. This checkbox should be visible only if the parameter “possible to pay not approved vendor invoices” in accounts payable is enabled.
Only if this checkbox is not enabled invoices that are not approved but marked as payable are added to the payment proposal too. This checkbox is by default enabled.
Accounts payable – Payments – Vendor Payments journal – lines – Generate Payments
If vendor payment lines are added manual it should be possible to add both approved vendor invoices and payable vendor invoices.
During posting the payment journal all payable invoices should be posted and settled like approved invoices.
After posting there should be no difference between approved and payable vendor invoices.
A vendor invoice that is not approved will be approved during the posting, because only approved vendor invoices can be posted.
On the vendor card will be a new field “Pay not approved vendor invoices?”.
This field is only visible if the parameter in Accounts payable as mentioned in the previous paragraph is set to Yes. This field is added at the tab Payment on the Vendor card.
All content of this paragraph is applicable only if the setting “Possible to pay not approved vendor invoices?” has the value Yes.
At the invoice in the invoice register should be a field “Payable” added.
This field is a Boolean with possible values Yes or No. The value of this field is inherited from the field Possible to pay not approved vendor invoices on the vendor card.
If the value of the field “Possible to pay not approved vendor invoices” on the vendor card is No, this field cannot be changed. If a user tries to change this field an error message “Editing not possible. The setting Possible to pay not approved vendor invoices on the vendor card is set to No.”
To know who changed the value of the new field, the User ID should be added to the field “approved by”.
These rules are applicable to fill the field User ID:
Vendor invoices are paid using the Vendor payment journal. In the payment proposal all approved invoices that can be paid are collected.
This should be added with all invoices that can be paid and have the Status Payable Yes.
There should be an extra checkbox “Approved vendor invoices only” added to the advanced parameters. This checkbox should be visible only if the parameter “possible to pay not approved vendor invoices” accounts payable is enabled.
Only if this checkbox is not enabled invoices that are not approved but marked as payable are added to the payment proposal too. This checkbox is by default enabled.
Selected invoices from the Payment Proposal should be transferred to the lines in the vendor payment journal.