Extra parameters in Purchases & Payables setup

BUSINESS CENTRAL ACCELERATOR provides a General fastTab in the Business Central Accelerator Setup for Purchase. On this fastTab, users can select extra parameters in order to make sure that Business Central is better aligned with the purchase processes of their organization. The different parameters are explained in the following paragraphs.

• Choose the icon, enter Business Central Accelerator Setup for Purchase.
  On the General fastTab, the following features are added:

  • Block Invoicing from Orders
  • Keep Orders After Posting
  • Purchase Price Mandatory
  • No Inv. Without PO Match

Block Invoicing from Orders

When posting a purchase order, the user must choose whether he wants to post the order as received only, invoiced only, or both. This parameter prevents the user to post both receipt and invoice by pressing the post button. A receipt can be undone, but not if invoiced, and sometimes invoicing is done in another department. By activating the flag Block Invoicing From Orders, it is only possible to post the order as received only.

1. Choose the icon, enter Business Central Accelerator Setup for Purchase.
2. Choose the General fastTab, and activate the flag Block Invoicing From Orders
3. Choose the icon, enter Purchase Order
4. Create and post the Purchase Order In case the parameter Block Invoicing From Orders would not be checked, the user would get the options "Receive, Invoice, Receive & Invoice". However, now that the parameter is checked the user only gets the questions "Do you want to post the receipt ?"

Note

There is hence no possibility anymore to directly invoice the order. This will have to be done via a purchase invoice.

Keep Orders After Posting

If an order is fully posted (both received and invoiced), and when the invoicing is done directly from the order (so not via a purchase invoice using the Get Receipt Lines function) then the purchase order is deleted in standard Business Central. Some companies like to keep the order for month-end statistical reporting. By activating the flag Keep Orders After Posting, fully posted orders will remain in the orderlist. Only the data cleanup function allows the administrator to clean the order file.

1. Choose the General fastTab in Business Central Accelerator Setup for Purchase. Activate the flag Keep Orders after Posting. Make sure that “Block Invoicing from Orders” is not checked, since the order deletion that we want to prevent occurs only when receipt and invoicing of the order is done directly from the order.
2. Choose the icon, enter Purchase Order
3. Create a purchase order and click the Post button and select Receipt and Invoice. You can also first select Receipt, and afterwards click Post again to invoice the order by choosing Invoice. In both cases, the order will not be removed from the order list, while this would have happened in standard Business Central.

Purchase Price warning

By activating the Purchase Price Mandatory, Business Central will prevent the user to post an order or invoice with one or more lines with no Line Amount. A 100% discount is still allowed.

1. Choose General fastTab in Business Central Accelerator Setup for Purchase, Choose an option in ‘Purchase Price Mandatory’. The user would get the options : Default, No Warning, Warning, Blocked

2. Choose the icon, enter purchase order

3. Create a purchase order or purchase invoice and make sure that at least one line has a Line Amount Excl. VAT of zero. Then click Post to invoice the order or purchase invoice.

4. The user will receive an error or a warning depending on the setup.with the flowing message:Direct Unit Cost Excl.VAT must be filled for item xxxxx

Note

However, when there is a 100% line discount, which causes the Line Amount Excl. VAT to be zero, BUSINESS CENTRAL ACCELERATOR will take this into account and will make sure that the invoice can be posted without error message.

No Invoicing Without Order Match

By activating the flag No Invoicing Without PO Match, Business Central will refuse to post an invoice for items if there is no match with an order. The system does not allow to receive directly from the invoice, the correct procedure is to work through a purchase order and on the purchase invoice use the Get Receipt Lines function. Posting an invoice without PO remains possible, however, if the Type of the Purchase Invoice lines is G/L Account.

1. Choose the icon, enter Business Central Accelerator Setup for Purchase
2. Choose the General fastTab, Activate the flag No Invoicing without Order Match
3. Create a purchase invoice that is not linked to a purchase order (don’t use the Get Receipt Lines function, for example). Make sure that at least one line has Type equal to Item.
4. Try to post the invoice by clicking Post. You will get an error message.The user will not be able to post the invoice until a purchase order (and hence receipt number) is linked to it.