Purchases And Payables Setup

Principles

In the Purchases & Payables Setup table, you can specify how the program should work with suppliers, such as numbering rules, etc.

MS regularly updates the documentation for this setting area. Documentation valid for BC22 is available at the following link:

Overview of Tasks to Set Up Purchasing - Business Central | Microsoft Learn

CZ localization documentation valid for BC22 is available at this link:

Core Localization Pack for Czech - Business Central | Microsoft Learn

In this documented area, the important field settings for each tab are described.

Table Purchases & Payables Setup can be found in the Manual Setup list or by using the magnifying glass search.

Dependencies and assumptions

Additional dial settings may be required to complete.

Description of the documented area

Purchase and Payables Setup - General Tab

In the General tab, it is possible to set e.g. discount posting, copying items to accounting documents, preset posting date, field obligation, document checks, etc.

Description of how to set up important fields:

• Invoice Rounding

  • Specifies whether amounts are rounded for purchase invoices. The rounding is applied as specified in the Rounding Precision (LCY) field in the General Ledger Setup window. This option is not enabled for purchases.

• Copy Vendor Name to Entries

  • Specifies whether you want the name on vendor cards to be copied to vendor ledger entries during posting.

• External Document No. Required (Ext. Doc. No. Mandatory)

  • Specifies whether it is mandatory to enter the external document number in the External Document No. field on the purchase header or on the general journal line. For purchases, the need for an external number is usually set. The information entered in this field of the purchase invoice is transferred to the Variable Symbol field after it is posted (the system removes non-numeric values during the transfer).

• Allow VAT Difference

  • Specifies whether to allow manual adjustments to VAT amounts on purchase documents. It is recommended that you enable this so that you can charge the same amounts as those on the purchase document.

• Appln. between Currencia

  • Specifies whether vendor payments in different currencies can be settled. Possibilities:

    • None: All entries included in a settlement must be in the same currency.

    • EMU (EMU): You can apply entries in euros and one of the old national currencies (for EMU countries/regions) to each other.

    • All: You can apply entries in different currencies to each other. Items can be in any currency. When you apply entries in different currencies to each other, there may be small rounding differences. In order for the program to account for these rounding differences, you can use the Ok.Alignment Accuracy (Appln. Rounding Precision) in the Currency table and the Ok.Alignment Accuracy (Appln. Rounding Precision) in the General Ledger Setup table.

• Default Posting Date

  • Specifies how to use the Posting Date field on purchase documents. You can choose from the following options: Work Date – when creating a purchase document, the system pre-fills the working date of the user creating the document; No Date – The posting date will be blank in new documents.

• Allow Alter Posting Groups

  • Allows you to use multiple posting groups for one customer. The default posting group of the customer is set on the Customer Card, this posting group can then be changed on the sales document if this substitute posting group is set in the Refunds code list. It is recommended to enable it.

• Automatic Advance Payment Posting tax. Automatic Adv. Invoice Posting

  • Specifies this option for posting automatic prepayment invoices when matching a payment with an advance invoice. For purchase advances, this setting is not recommended.

• Ignore Updated Addresses

  • Specifies whether address changes made to purchase documents are copied to the vendor's card. By default, changes are copied to the vendor card.

• Copy Line Descr. to G/L Entry

  • Specifies that descriptions from document lines of the account type are transferred to the resulting ledger entries.

  • If it is turned off, the system accumulates multiple purchase document lines into a single G/L entry when posting. Cumulation takes place in the buffer based on the match in the fields

    • Type

    • G/L Account

    • General Bus. Posting Group (Gen. Bus. Posting Group)

    • Gen. Prod. Posting Group

    • VAT Bus. Posting Group)

    • VAT Prod. Posting Group

    • Tax Area Code

    • Tax Group Code

    • Tax Liable

    • Excise Tax (Use Tax)

    • Dimension Set ID

    • Job No.

    • Fixed Asset Line No. (Fixed Asset Line No.)

    • Accrual Code

    • Additional Grouping Identifier

• Document Default Line Type

  • Specifies the default value of the Type field on the first line in new sales documents. If necessary, you can change the value on the line. We recommend that you set the value to G/L Account.

• Allow Alter Posting Groups

  • Allows you to use multiple posting groups for one customer. The default posting group of the customer is set on the Customer Card, this posting group can then be changed on the sales document if this substitute posting group is set in the Refunds code list. It is recommended to enable it.

Purchase and Payables Setup – No. Series Tab

On this tab, it is possible to set up numbering rules for suppliers, accounting documents (invoices, inquiries, orders, credit notes and advances). Each field is assigned codes from the Number Series table.

For invoices and credit memos, both fields must always be set. If you don't want to differentiate between number sequences for unposted and posted documents, set up the same number sequence in both related fields.

Purchase and Payables Setup – Posting Tab in the Background

Description of field settings:

• Post with Job Queue

  • Specifies whether the job queue job is used to post purchase documents, including purchase orders, invoices, refunds, and credit notes

• Post & Print with Job Queue

  • Specifies whether your business process uses a job queue to post and print purchase documents

• Job Queue Category Code

  • Specifies the code for the project task category that you want to associate with background posting

• Notify On Success

  • Specifies whether a notification is sent when posting and printing are completed successfully.

Purchase and Payables Setup – Archiving Tab

On the Archiving tab, you can set how purchase inquiries and orders will be archived.

Purchase and Payables Setup – Default Accounts Tab

Description of field settings:

• Default Debit Account for Non-Item Lines

  • Specifies the account that is automatically inserted on purchase lines of type Debit that are created from electronic documents when the incoming document line contains identifiable items. identifiable goods. Any incoming document line that doesn't have a GTIN or vendor item number will be converted to a purchase line with a type of account, and the Number field will contain the account number that you selected in the Account for non-item lines field.

• Default Credit Account for Non-Item Lines

  • Specifies the general ledger account that is automatically inserted into purchase credit lines that are created from electronic documents when the incoming document line does not contain identifiable items. Any incoming document line that doesn't have a GTIN or vendor item number will be converted to a purchase line of the General Account type and the Number field. The field on the purchase line will contain the account that you selected in the General Account field for lines that do not contain items.

Purchase and Payables Setup – VAT Tab

Description of field settings:

• Default VAT Date

  • Specifies the default VAT date type for purchase documents (options: Posting Date, Document Date, Blank) that will be pre-filled when new purchase documents are created.

• Default Original Document VAT Date

  • Specifies the default type of the vendor's original VAT date on the purchase document (options: Posting Date, Document Date, VAT Date, Blank). This date will be pre-filled when creating new purchase documents.

Vendor Posting Groups

The Vendor Posting Group defines accounts that are associated with posting transactions to vendors, especially accounts payable, fees, and discounts. Set up these accounts on the Vendor Posting Groups.

The setup is similar to Customer Posting Groups. The procedure for setting the fields is the same as Described Nastavení Prodeje a pohledávek | Účto skupiny zákazníků

The procedure for setting up Subst. Customer Posting Group is the same as in Chapter Nastavení Prodeje a pohledávek | Účto skupina – Náhrady