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Get Better Invoice Visibility with Microsoft Dynamics AX 2012

In business, sometimes processes require that items are sold which are not directly purchased. By using Microsoft Dynamics AX 2012, you are able to sell an item using free text invoice, as well as enter the unit price and quantity for better visibility.

One of the many improvements introduced to free text invoices in Microsoft Dynamics AX 2012 includes the ability to enter quantities and unit prices on free text invoice lines – since the option to input price and quantity in free text invoice was not available in earlier versions of Microsoft Dynamics AX.

With Microsoft Dynamics AX 2012, a free text invoice line can be used to sell a quantity of any kind of goods, services, or rights – providing unit price and quantity information to the customer. It also helps basic amount calculation, and it helps to better identify and explain charges to customers.

This article will describe how you can use unit price and quantities in free text invoice of Microsoft Dynamics AX 2012.

What is changed in Microsoft Dynamics AX 2012?

In Microsoft Dynamics AX 2009, there is no scope of entering unit price and quantities in free text invoice.

In Microsoft Dynamics AX 2012, improvement has been done to include unit price and quantities in free text invoice.

The Process

Let’s use ABC Company as an example – ABC Company wants to sell the surplus goods that are left over from a large project recently completed. The goods were not purchased through the inventory system; therefore, they cannot be sold through a sales order.

Instead, they must be sold through a simple free text invoice transaction. A subcontractor has requested to purchase 15 pieces and ABC Company agreed to sell all 15 for USD $50.

To create a free text invoice with quantities and amounts, follow these steps:

  1. Click Accounts receivable > Common > Free text invoice > All free text invoices.

    Navigation path for a free text invoice

    Fig 1: Navigation path for a free text invoice

  2. Click New > Free text invoice to create a new free text invoice.

    Click New to create a new free text invoice7

    Fig 2: Click New to create a new free text invoice

  3. Select a customer in the Customer field, and enter any additional information.

    Select Customer and other information in the Free Text Invoice Header

    Fig 3: Select Customer and other information in the Free Text Invoice Header

  4. Click Add Lines in the Invoice Lines grid.

     Click Add Lines in the Invoice Lines grid to create a free text invoice line

    Fig 4: Click Add Lines in the Invoice Lines grid to create a free text invoice line

  5. In the Description field, type a description for the invoice line.
  6. In the Main Account field, select the ledger account to be used for posting.
  7. Select Sales Tax Group and Item Sales Tax Group.
  8. In the Quantity field, type 15 as a number for the quantity.
  9. In the Unit price field, type 50 as an amount for each quantity in the invoice line. Notice the Amount field is updated with the extended amount.

    Add details of Quantity and Unit Price in a free text invoice line

    Fig 5: Add details of Quantity and Unit Price in a free text invoice line

  10. Click Charges and add charges if required.

    Click Charges in the Action pane and add Charges in the free text invoice line

    Fig 6: Click Charges in the Action pane and add Charges in the free text invoice line

  11. Click the Total option in the Action pane to check the Total. Check that the Subtotal Amount, Sales Tax, Charges and Invoice Total are correctly calculated.

    Click the Total option in the Action pane to check the Total

  12. Post the free text Invoice.

Exceptions: Free Text Invoices without Quantities

When a quantity or unit price is not available for the free text invoice line, the fields can be left blank.

For example, if you do not have a unit price and quantity for the line, only a total amount for the line, you can ignore the Unit Price and Quantity fields and then enter an amount for the line. The system will display the amount entered, and the Unit Price and Quantity fields will remain blank.

You can also enter a Quantity and enter an Amount, leaving the Unit Price field blank.

Conclusion

As you can see, by using the enhanced free text functionality in Microsoft Dynamics AX 2012, you can easily enter the unit price and quantity of products to give better transparency to your customers. If you have any questions about free text functionality or about Microsoft Dynamics AX 2012, please email us at dynamics@ignify.com.

Partha Chattopadhyay is a Manager in the Microsoft Dynamics AX practice at Ignify. Ignify is a leading provider of Microsoft Dynamics ERP solutions to mid-market and Enterprise businesses. Ignify has been ranked as Microsoft Partner of the Year Winner in 2012, 2011 and 2010, and in the Microsoft Dynamics Inner Circle, Microsoft Dynamics Presidents Club in 2009. Ignify has offices and team members in Southern California, Northern California, Arizona, Tennessee, Illinois, Washington, Canada, Singapore, Malaysia, India, Philippines, and Jakarta.

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