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Flowchart: Configuring the Accounts payable module

Dynamics AX 4.0

In the module, you can track all purchases and outgoing expenditures to vendors.

You can set up vendor groups, vendors, posting profiles, various payment options, parameters concerning vendors and purchase orders, prices and discounts, charges, supplementary items, deliveries and destinations, promissory notes, and so on.

Depending on your setup, you can then perform many tasks that are related to vendors and purchases. For example, you can create and manage purchase orders and planned purchase orders, use various kinds of journals, and settle vendor invoices.

Set up the following modules:

    • If you want to set up payment journals, you must first set up the journal under finance ( > > > ).

    • If you want to run exchange rate adjustment, you must set up the currency codes ( > > ).

  • Bank accounts created in the module - used in methods of payment

The forms that a company must set up to be able to use the basic functionality of the module are listed in the recommended order of setup.

  1. Define the terms of payment that you assign to sales orders, purchase orders, customers, and vendors, and that determine invoice due dates in the form.

    For complete guidelines, see Terms of payment (Form).

  2. Create and maintain information about how the company pays its vendors in the form.

    For complete guidelines, see Vendor methods of payment (Form).

  3. Create and maintain groups of vendors that share key parameters for posting, settlement and payment, reporting, and forecasting in the form.

    For complete guidelines, see Vendor groups (Form).

  4. Set up the way vendor transactions are posted to the general ledger in the form.

    For complete guidelines, see Vendor posting profiles (form).

  5. Set up default settings that are applied if a more specific setting is not specified, parameters for various kinds of functionality, and various number sequences for in the form.

    TipTip

    Enable or disable functionality by selecting or clearing check boxes; select from system options in drop-down lists (characterized by a downward-pointing arrowhead); and select from options that are particular to your company in lookup fields (characterized by a small, curved, downward-pointing arrow). If the lookup fields have no options, you need to set up the options for your company: With your cursor in the field, right-click, select Go to the Main Table Form, and create the values that are agreed on for your company in the form that you have opened.


    For complete guidelines, see Accounts payable parameters (Form).

  6. Define the format of various documents that are related to vendors and that are used within the company to keep track of receipts from vendors and to give reason for the flow of payments to vendors in the form.

    Not all the details on this form have to be decided right away. You can return to this form at any time to add functionality or to change the setup of vendor documents.

    For complete guidelines, see Purchase form setup (Form).

  7. Create and maintain vendors, including the tax authorities to whom your company reports sales taxes in the form.

    To make the setup process simpler, create company or user templates from the first records that are created. A template typically includes entries in a large number of fields that reflect the features that the company wants to implement for a particular type of vendor.

    For complete guidelines, see Vendors (Form). For more information, see Using record templates.

The setup of the module includes a number of other steps beyond the basic functionality.

The additional setup forms are organized by functionality.

Price/Discount

Misc. charges

  • Set up codes for the miscellaneous charges that you want to use in purchase orders in the form.

    For complete guidelines, see Misc. charges code (Form).

  • Create and maintain miscellaneous charges groups for vendors in the form.

    For complete guidelines, see Misc. charges groups (Form).

  • Create and maintain miscellaneous charges groups for items in the form.

    For complete guidelines, see Misc. charges groups (Form).

  • Define the miscellaneous charges you want to automatically assign to orders in the form.

    For complete guidelines, see Auto-misc. charges (Form).

Supplementary items

  • Create and maintain supplementary item groups for vendors in the form.

    For complete guidelines, see Supplementary item groups (Form).

  • Create and maintain supplementary item groups for items in the form.

    For complete guidelines, see Supplementary item groups (Form).

External item description

Distribution

  • Create and maintain the conditions for an item's transfer from seller to buyer in the form.

    For complete guidelines, see Terms of delivery (Form).

  • Create and maintain the means of transport used when delivering an order from the seller to the buyer in the form.

    For complete guidelines, see Modes of delivery (Form).

  • Create and maintain ID codes and descriptions for delivery destinations in the form.

    For complete guidelines, see Destination codes (Form).

Forms

Purchase order (purchase pools and return action)

  • Create and maintain purchase order pools (groups) in the form.

    For complete guidelines, see Purchase pools (Form).

  • Create and maintain identifications and descriptions of actions to be taken when purchased items are returned in the form.

    For complete guidelines, see Return action (Form).

Payments

  • Set up and manage the terms for obtaining cash discounts in the form.

    The cash discount codes are linked to vendors and are applied to purchase orders.

    For complete guidelines, see Cash discounts (CashDisc) Form.

  • Set up payment schedules to manage installment payments to vendors in the form.

    For complete guidelines, see Payment schedules (PaymSched) Form.

  • Define the payment days that are used for the calculation of due dates, and specify payment days for a specific day of the week or month in the form.

    For complete guidelines, see Payment days (PaymDay) Form.

  • Create and maintain payment fees that are associated with vendors in the form.

    For complete guidelines, see Payment fee (VendPaymFee) Form.

  • Create and maintain payment instructions in the form.

    For complete guidelines, see Payment instruction (PaymInstruction) Form.

Statistics

Tax 1099

Verify and update, according to the latest IRS requirements, the minimum amounts that must be reported to the IRS in the form.

For complete guidelines, see 1099 fields (Form).

Optional setup in other modules

Inventory management

Set up warehouses in the form ( > > > ).

For complete guidelines, see Warehouses (Form).

Basic

General ledger

Bank

Set up the Central Bank purpose code in the form ( > > ).

For complete guidelines, see Payment purpose codes (Form).

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