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

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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

Colour key: light blue = manual process; grey = automated process; darker grey = start/end and decisions.

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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.

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

Colour key: light blue = manual process; grey = automated process; darker grey = start/end and decisions.

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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.

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.

Buttons

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

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.

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

Line fields

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