Establishing a clear posting policy can improve efficiency in the management of sales and purchase invoices. In Business Central, you can configure specific options to define this policy and improve business processes. Learn how to do it in this article.
Depending on the company’s billing process, it may be necessary to set specific posting policies for particular users. For example, processes may range from one person posting everything from a purchase order to a scenario where several employees work with their own particular posting method. Some may post invoices from the order, while others may not, and some may only post credit memos or returns, among other possibilities.
The new configuration options on the "User Setup" page allow you to specify how each user can process invoices. It is worth noting that this functionality is available from the April 2013 version (release wave 1).
More details on this feature:
To restrict users from posting invoices or to require that invoices be posted together with shipment or receipt, on the User Setup page you can define the posting policy for sales and purchase invoices. In the Invoice Posting Policy (Purchase / Sales) fields, choose one of the following options:
- Allowed (default): Keep the current behavior, where a user can choose the posting option, such as Ship, Invoice, and Ship and Invoice.
- Prohibited: Prevent the user from posting invoices. Business Central will display a confirmation dialog that provides only the Ship or Receive options.
- Mandatory: Allow the user to post invoices together with receipts or shipments. Business Central will display a confirmation dialog with the options Ship and Invoice or Receive and Invoice.
The setup affects several documents, including: sales orders, sales return orders, purchase orders, purchase return orders, warehouse shipments, inventory picks, and inventory put-aways.
It is important to note that the warehouse receipt document is not on the list because you cannot post invoices from that document. In addition, the setup does not affect the posting of general journal lines where you can select "Invoice" in the "Document Type" field.
In the following table, published on learn.microsoft you can see how the setup affects each document.
This is one of the improvements incorporated into BC in this 2023 update. If you want to know more about everything included in this update, we invite you to subscribe to our newsletters and posts.