Purchase invoice

EDI vendors can send a purchase invoice for one or multiple purchase orders.
An EDI purchase invoice can be received and processed for D365 purchase orders not sent to the vendor via EDI. The following subsections will describe how to view and process the invoice for purchase orders.

Based on document settings, the EDI purchase invoice can either:

• Create a pending purchase order invoice where the match status fails
• Post the purchase order invoice if match status passes, or
• Submit pending purchase order invoice to workflow

Viewing the Staging table records will also be discussed.
The processed EDI purchase invoice record(s) can be viewed for a purchase order, by selecting the History button on the EDI tab on the Action Pane of the Purchase order page.

Prerequisites

The following setup is prerequisites for the purchase invoice:

1. Create Charges code to map the vendor’s values to D365 Charges codes.
2. Create Payment terms type group to map the vendor’s values to D365 Payment terms.
3. Create Misc charge/allowance indicator to map the vendor’s values to EDI Indicator.
4. Create Misc method of handling to map the vendor’s values to EDI Method of handling.
5. Create Template for the document.
6. Create Setting profile for the document.
7. Create Validation profile for the document.
8. If the vendor trading partner doesn’t exist, create the new trading partner.
9. Assign the applicable Charges code, Payment terms type group, Misc charge/allowance indicator and Misc method of handling to the vendor trading partner.
10. Add and enable the purchase invoice document to the Vendor trading partner and select the applicable:
    • Template
    • Setting profile
    • Validation profile
    • Search mask

Processing

Inbound files have the following three steps:

1. Import - Imported file can be viewed in EDI > Files > Inbound files
2. Import to staging - Imported file is processed to staging record/s. The staging record/s can be viewed at EDI > Documents > Vendor documents > Purchase invoice
3. Staging to target - The staging record/s is processed to target. If the invoice is succefully processed a target D365 Purchase order invoice (pending, posted or submitted to workflow) will be created for the purchase order(s).

Create document

Header checks for Purchase invoice

Header checks are performed when:

1. Importing Purchase invoice file
2. Processing from import to staging
3. Processing from staging to target

Step 1 - Import

When a purchase invoice file is imported, the file name is key to identifying the vendor and therefore the document template. See Trading partners for further details. It is based on this document template that the data within the file is identified and a record created in the EDI staging table in the next step.

Note: The file mask is used to identify the trading partner and therefore template

Step 2 - Import to staging - Inbound file validation

When the purchase invoice file is retrieved and imported, there are various validations that are completed before the staging record is created in the EDI staging table. If the processing of Import to staging errors, the Inbound file’s Status will be set to Error and no staging record created.

Rule Id	Details
Check Template	Identify a template for the Vendor/Document type. This will be used to identify the whereabouts of data within the file

Possible issues and fixes

Import to staging errors for Purchase invoice can be viewed in:

• EDI > Files > Inbound files filtered to Status set to Error
• EDI > Document maintenance, tab Vendor documents, tile File import errors

At this step the issues are usually around the file not matching the template.

• Does the file have the correct template assigned (General tab, field Template):
  • No: Use Reset template to assign a different template. If this should apply to future documents for the Trading partner, also update in Trading partners.
  • Yes: Review Log and fix the applicable template in EDI > Setup > Document types. Examples issues are date format, new field.

Example error for file not matching template: ‘Segment ‘<xml’ not found in EDI template mapping’

Step 3 - Staging to target

If the processing of Staging to target errors, the staging record’s Staging to target status will be set to Error and the D365 purchase order invoice won’t be created.

Possible issues and fixes

Staging to target errors for Purchase invoice can be viewed in:

• EDI > Documents > Vendor documents > Purchase invoice filtered to Staging to target tatus set to Error
• EDI > Document maintenance, tab Vendor documents, tile Purchase invoice errors
• EDI > Document maintenance, tab Vendor documents, Documents page, tab Invoice

At this step the issues are usually around mapping/business logic issues.
Review the Log or Version log for the applicable record to find the issue. Example errors and method to fix are discussed in below table.
Example errors and possible fixes are discussed in FAQ

Staging line validation - Purchase invoice

Rule Id	Details	Error
PO number	Find the D365 PO number to which the invoice belongs	Error at Staging table. No pending D365 invoice created
PO line number	Find the D365 purchase order line number to which the invoice line belongs	Error at Staging table. No D365 invoice created
No Valid Item	No valid item based on the different options available	Error at Staging table. No D365 invoice created

Validation

Validation profiles can be specified and linked to the template along with a rule error tolerance which is used to determine how D365 will react. Options are:

• Info - An infolog is displayed with information only, it is not identified as a warning
• Warning - An infolog is displayed with a warning. It is possible to carry on processing
• Error - An infolog is displayed with an error. It is not possible to carry on processing until the error has been corrected. EDI Status = Error

The following table describes each validation option for the Purchase invoice document. It also describes if the validation rule is not met, but only has an info or warning error tolerance, how D365 will react.

Rule Id	Details	Info/Warning tolerance updates
Invoice account	Where the invoice account received is different to the invoice account on the purchase order	Create invoice against Trading partner’s vendor account and not the PO’s invoice account

View staging table records

To view the Purchase invoice staging records, go to EDI > Documents > Vendor documents > Purchase invoice. Use this page to review staging and manually process EDI Purchase invoice documents.

List page

The following EDI fields are available on the list page.

Field	Description
EDI number	EDI Staging table record id. Select EDI number or the Details button on the Action Pane, to view the details for the selected record. The number sequence is determined by EDI number on the EDI parameters.
Company account	Legal entity of the document.
Company GLN	The company’s global location number is shown here.
Staging to target status	The current status of the staging record. Options include: • Not Started – The staging record has been successfully processed from the inbound file to the staging table but not processed to target. • Error – The staging record has been processed from the staging table but no target has yet been created/updated. There are errors with the staging record that needs to be reviewed. • Completed – The staging record has been succesfully processed and created a D365 purchase order invoice • Canceled – The record has been manually canceled and will be excluded from processing.
Trading partner account	Vendor account assigned to the staging record.
Trading partner GLN	The Vendor’s global location number is shown here.
Invoice	Vendor’s invoice id for the Purchase invoice record.
EDI document purpose	Document purpose of the document, for example Original
Document date	Vendor’s document date for the Purchase invoice record
Created date and time	The date and time the selected record was created in the staging table.
Sent	Indicates if the Functional acknowledgement outbound has been sent to the trading partner for the inbound document record.

Buttons

The following buttons are available on the Purchase invoice’s Action Pane, tab Purchase invoice.

Button	Description
Process purchase invoice	Create Purchase invoice Target for the selected record in the staging table.
Process all purchase invoices	Create Purchase invoice Target for the staging records that have a Staging to target status set to Not started.
Inbound files	View the inbound file record the selected staging record.
Trading partner	View the trading partner details in the Trading partners page.
All purchase order	If the EDI Purchase invoice has been completed it is possible to inquire on all the linked Purchase order/s the Purchase invoice was created for.
Vendor	Inquire on the Vendor for the selected record.
Invoice	If the staging record has been successfully processed and Purchase invoice posted it is possible to inquire on the purchase invoice.
Pending invoice	If the staging record has been successfully processed and Pending Purchase invoice created; it is possible to inquire on the pending purchase invoice.
Show log	If there are Errors within the document, it is possible to review them at any time using this button. Shows only the current version.
Version log	View all log versions. When a document’s status is reset and reprocessed, a new log version is created. Can view all log versions.
Reset Status	You can reset the Staging to target status to Not started. This can be used to reprocess the selected record/s. Documents can only be processed if Staging to target status is set to Not started.
Edit reset status recurrence	If the underlying issue was resolved after all the reset attempts have been completed the user can use this button to edit the recurrence field/s. This will: • Update Reset status profile to blank • Update the Reset status date/time to next time reset will run • Reset status attempts set to Zero and • Recurrence text updated with changed recurrence details
Cancel	Select Cancel to update the Staging to target status to Canceled. Button is enabled when the Staging to target status is not set to Completed.

The following buttons are available on the Purchase invoice’s Action Pane, tab Acknowledgement. The Acknowledgement tab is available on all incoming documents staging pages and enables the user to process or view the Functional acknowledgement outbound that has been created for the inbound document.

Button	Description
Send to EDI	If the Sent field for the staging record is set to No, use this button to create the Functional acknowledgement outbound record and also update the Sent field to Yes.
Reset flag	If the Sent field for the staging record has been set to Yes, use this button to reset Sent to No.
Functional acknowledgement	Use this button to view the Functional acknowledgement outbound record created for the inbound document.

Header fields

The following EDI Header staging fields are available on the header page.

xCBL standard has the option of sending miscellaneous charges/ allowance as either one of the following:

• Misc. amount
• Misc. quantity
• Misc. percentage

Field	Description	D365 Target
Identification FastTab
Identification
EDI number	EDI Staging table record id	History page on D365 PO
Company account	Legal entity of the document
Company GLN	The company’s global location number is shown here.
Staging to target status	The current status of the staging record. Options include: • Not Started – The staging record has been successfully processed from the inbound file to the staging table but not processed to target. • Error – The staging record has been processed from the staging table but no target has yet been created/updated. There are errors with the staging record that needs to be reviewed. • Completed – The staging record has been succesfully processed and created a D365 purchase order invoice. • Canceled – The record has been manually canceled and will be excluded from processing.
Reset status
Reset status profile	Reset status profile assigned to the file/document. This will default from EDI shared parameters or can be overridden on Trading partner’s incoming and outgoing documents. The profile can also be changed to another profile which will also reset the Reset status attempts to 0 and reset the Reset status date/time
Reset status date/time	Next date/time automatic reset status will run
Reset status attempts	Number of reset attempts already processed. The reset attempts will stop once this number reaches the End after as per assigned Reset status profile’s Recurrence
Recurrence	Recurrence text. Contains standard details of Recurrence, for example: • Interval (recurrence pattern) • How many times the period will run (End after) • From date/time the recurrence will start
Overview
Invoice	Vendor’s invoice id for the Purchase invoice record.	Invoice> Invoice number
Document date	Purchase invoice’s document date	Invoice > Document date
Invoice type	Determines if the EDI document is an invoice or credit adjustment note. EDI amounts for credit adjustment note will be positive in EDI and will be converted to negative amounts in target credit adjustment note
EDI document purpose	The EDI document purpose is shown here. Currently only original invoice supported. This field is just for information.
Status
Group control number	Group control number for outbound document. To be used to match inbound functional acknowledgement, where applicable.
Sent	Indicates if outbound functional acknowledgement has been sent to the trading partner for the inbound document.
General FastTab
Purchase invoice
Invoice	Vendor’s purchase invoice id	Invoice > Invoice number
Invoice reference	Contains external references to the Invoice that are important to the processing and use of the Invoice.	Invoice > Document number
Header note	Contains any free form text pertinent to the entire invoice or to the Invoice document itself
Tax point date	In xCBL standard. In most cases, if a business is invoice accounting for VAT, the tax point is the same date as the VAT invoice, and if a business is cash accounting for VAT, the tax point is the date when the money is received. There are exceptions though, for example if a business supplies goods more than 14 days before it issues a VAT invoice for those goods, the tax point is the day the goods were supplied.
Details
Vendor account	Vendor account for the staging record
Vendor name	Vendor name
Trading partner GLN	The vendor’s global location number is shown here.
Company GLN	The company’s global location number is shown here.
Buyer group	The Purchase Order’s Buyer group is shown here.
Buyer name	Buyer name
Buyer email	Buyer email
Buyer phone	Buyer phone
Company phone	Company phone
Company name	Company name
Tax registration number	Company tax registration number
Vendor invoicing
Vendor name	Vendor name
Vendor primary street number	Vendor primary address - street number
Vendor primary street	Vendor primary address - street
Vendor primary city	Vendor primary address - city
Vendor primary county	Vendor primary address - county
Vendor primary state	Vendor primary address - state
Vendor primary ZIP/postal code	Vendor primary address - ZIP/postal code
Vendor primary country/region	Vendor primary address – country/region
Customer invoicing
Bill to	Our account number as loaded on Vendor’s Invoice account
Name	Bill to - Name
Name or description	Bill to - Invoice address name
Street number	Bill to - Street number
Street	Bill to - Street
City	Bill to - City
County	Bill to - County
State	Bill to - State
ZIP/postal code	Bill to - ZIP/postal code
Country/region	Bill to - Country/region
Version
Created date and time	The date and time the selected record was created in the staging table.
Delivery
Delivery name	Ship to - Name
Our account number (Ship to)	Our account number as loaded on Vendor’s Order account
Store code	Ship to - Store code
Street number	Ship to - Street number
Street	Ship to - Street
City	Ship to - City
County	Ship to - County
State	Ship to - State
ZIP/postal code	Ship to - ZIP/postal code
Country/region	Ship to - Country/region
Attention information	Attention information
Miscellaneous
Misc indicator	Code which indicates an allowance or charge for the service specified. Mapped value setup in Misc charge/allowance indicator. Mandatory if Misc amount, Misc quantity or Misc percent populated. If the indicator indicates it is an Allowance the EDI values provided will be made negative since all EDI values would be positive.	Invoice > Affects sign of Invoice charges value
EDI charges code	Code identifying the service, promotion, allowance, or charge. Mapped value setup in Charges code.	Charges code, if Charges document setting As per EDI document is set to Yes
Misc quantity	Specifies the allowance or charge where the calculation is based on quantity	Charges Value = sum (Invoice quantity for all invoice lines) * Misc quantity
Misc percent	Specifies the allowance or charge based on a percentage.	Charges value = Invoice subtotal amount * Misc percent / 100
Misc method of handling	Specifies how the allowance or charge will be settled.	If Add to invoice is set to Yes: the charge will be added to the invoice
Misc treatment	Additional information on misc. pricing. In xCBL specifies if the basis of the line item-level Allowance or Charge amounts are net or gross
Misc description	Describes the allowance or charge using references or free text.
Totals	Amounts dependent on document setting ‘Prices include sales tax’
Subtotal amount	Subtotal of all purchase order lines
Misc amount	Purchase order header Misc charge/allowance amount	Invoice > Charges Value
Misc tax amount	Tax amount for the Misc charge or allowance
Tax amount	Total Tax amount	Invoice > Sales tax
Round-off	Round-off
Total amount	Total amount	Invoice > Invoice amount
Payment
Currency	Purchase invoice currency	Converted to PO currency
Target currency	Target currency of the rate of exchange. This is the currency from which the monetary value is to be converted to.
Reference currency	Holds the reference currency of the rate of exchange. This is the currency from which the monetary value is to be converted from.
Exchange rate	Holds the value that the reference currency is to be multiplied by to convert it to the target currency. If Invoice currency doesn’t equal to PO currency this will be used to convert to PO currency if document setting ‘Use vendor exchange rate’ = Yes	Invoice’s exchange rate if document setting Use vendor exchange rate is set to Yes
Exchange rate date	Date of above exchange rate
Terms code	Payment terms. Mapped value setup in Payment terms type group.
Terms net days	Payment terms net due days
Invoice due date	Date invoice is due for payment. Only applicable to xCBL. Terms net days used for X12 and EDIFACT	If document setting Due date is set to Vendor due date, used for Invoice’s due date
Cash discount	Settlement discount percentage
Days	Settlement days
Discount amount	Settlement discount amount if paid within settlement days
Payment status	Code specifying the actual status of a payment, xCBL examples: PaidInFull, PartPaid, NotPaid. For information only
Payment reference	Reference number assigned to a payment	If Invoice reference is blank, use Payment reference as Document number
Prepaid amount	Total prepaid amount for the invoice
Total amount payable	Total amount to be paid for the invoice

Line fields

The following EDI Line fields are available on the lines page.
* Price dependent on document setting **Prices include sales tax.

Field	Description	D365 target
Line number	The line within the EDI table/file. Refers to original purchase order EDI line number and used in matching.	Used to find matching PO line
Purchase order	Purchase order number for the staging record	Used to find matching PO line
PO version number	The version of the purchase order number
Purchase order date	The purchase order date from the PO that is being invoiced is shown here
Vendor reference	Vendor’s order reference
Item number	The item identifier as sent by the trading partner	Used to find matching PO line in conjunction with document setting ‘Item id source’
Description	Purchase order line text
Purchase quantity	Ordered quantity
Shipped quantity	Shipped quantity. If the Shipped quantity is higher or equal to the Invoice quantity, the ‘Product receipt quantity to match’ will be set to Invoice quantity
Invoice quantity	Invoice quantity for this invoice	Invoice line > Invoice quantity Converted to PO’s unit
Unit	Unit of measure for purchase, shipped and invoice quantity	Converted to PO’s unit
Price unit	The quantity of the product that is covered by the purchase price. Usually 1	Converted to PO’s price unit for matching
Price multiplier	Value to be used to obtain a new value. NetUnitPrice/UnitPrice. Example price before discount $100 and after discount $90 has a price multiplier of 0.9
Includes GST	Unit prices and unit discounts includes GST
Unit Price ***	Unit price for the item	Invoice line > Unit price Converted based on PO unit and price unit
Unit discount ***	The amount of the line discount per price unit	Invoice line > Discount
Unit discount percentage	Discount percentage	Invoice line > Discount percentage
Net unit price ***	Unit price net of all discounts
Misc charges	Miscellaneous charge/allowance allocated to purchase order line
Line discount	Total discount amount for the purchase order line
Line amount excluding tax	Net line amount excluding tax	Invoice line > Amount
Line amount tax	Line amount tax
Line amount including tax	Net line amount including tax
Tax type	Identification of the type tax. Example GST, VAT
Tax rate	Rate of tax
Currency	Currency
Inners quantity	Unit conversion quantity of inners to outers. Example qty 12 ea (inner) per box (outer)
Inners unit	Inners unit of measure as setup on item’s pack size
Pack quantity	Package quantity
Pack unit	Package unit of measure
Configuration	Product dimension - Configuration
Color	Product dimension - Colour
Size	Product dimension - Size
Style	Product dimension - Style
Version	Product dimension - Version
Site	Storage dimension - Site
Requested receipt date	The requested receipt date
Ship date	Date the goods were shipped
Consignment note number	Consignment note identification for the delivery
Packing slip / Delivery note	Packing slip/Delivery note number	Used for Total product receipt matching. If three-way matching is on Pending invoice will be created if packing slip doesn’t match
Bill of lading ID	Bill of lading number
Shipping carrier	Shipping carrier
EDI carrier mode	Code specifying the method or type of transportation for the shipment
Carrier qualifier	Code designating the system/method of code structure used for shipping carrier
Requester	Requester
Attention information	Attention information
Delivery name	Address for Delivery – Delivery name
Street number	Ship to - Street number
Street	Ship to - Street
City	Ship to - City
County	Ship to - County
State	Ship to - State
ZIP/postal code	Ship to - ZIP/postal code
Country/region	Ship to - Country/region
Store code	Ship to - Store code
Delivery terms	Delivery terms
Delivery mode	Delivery mode
Item note	Contains any free form text pertinent to the invoice line