Using Automatic Summary Updating in Dynamics AX 2009
By Dani Richardson in Dynamics AX, Financial, Trade and Logistics on Friday, August 27th, 2010
Automatic Summary Updating for Invoicing Purchase Orders
Today’s blog post will discuss automatic summary updating when invoicing purchase orders. This process can help save time and make invoicing purchase orders more efficient. Automatic Summary is an option to summarize multiple orders according to specified criteria set forth in the summary update parameters. For example, you can summarize multiple purchase orders from a single vendor into one invoice. Continue reading to find out more about automatic summary updating.
Before you can begin the Automatic summary update, there are two procedures you must do. First, enable the automatic summary updating for purchase orders/vendors. To do this, go to the Vendor details screen in Accounts Payable. Choose the vendor and click the setup button then automatic summary. Select the processes for which you would like summary updating, in this case we will only select Invoicing.
Second, specify the parameters for automatic summary and how it is performed. The invoice account and currency are the minimum parameters that need to be specified. Others are optional. To do this follow the path: Accounts Payable / Setup / Parameters / Summary Update Tab. On the tab screen, you can default to Automatic summary for every post or leave it at none and change it on the invoicing screen. Next, click on the Summary Update Parameters Button. Once in this table, select the Invoice tab (or any of the tabs for which you want summary updating) and apply the parameters by moving them from the right table “Available” into the left table “Selected”.
If no specific vendor is selected, you can set up automatic summary update from the specific Purchase order by going to Accounts Payable / Purchase Order Details. Once on the Purchase order details screen select the purchase order and then the Setup Button / Summary Update. If the “use values from vendor” check box is checked, the settings are transferred over from the vendor. If you do not want those settings, unselect the check box and enable automatic summary for the desired stages in the table.
To Post the purchase orders:
- Select the Periodic Job /Purchase Order Update /Invoice
- CTRL-N to add lines and insert the Purchase orders here
- Only one Invoice number is needed since they will be summarized.
- On the “Other” tab, ensure that Automatic summary is selected from the “Summary Update for” drop-down list.
- Click okay to print the Invoice.
Automatic Summary Update is also available in the Accounts Receivable module with Sales Orders, Customers, and General parameters. The setup is just like the setup mentioned above. Have fun!
Posted in Dynamics AX, Financial, Trade and Logistics
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