How to Post a Purchase Invoice in Dynamics 365 Business Central

Access the Purchase Invoices page

Open Dynamics 365 Business Central and confirm you are on the main dashboard. You should see a welcome message (for example, "Hi, Kenzie-Anne Grant!") along with activity tiles such as Sales Orders, Returns, User Tasks, Email Status, and Approvals.

From the main menu, locate the search bar and begin typing Purchase Invoices. Select Purchase Invoices from the search results or navigation menu to open the page.

Create a new purchase invoice

On the Purchase Invoices page, click + New at the top of the list. This opens a new purchase invoice form where you can enter the invoice details.

Select a vendor

In the new purchase invoice form, select a vendor by choosing a Vendor Name or Vendor Number. The system automatically fills in related fields from the vendor card, such as contact details and address.

Review the invoice details

Scroll down to view the invoice details and other tabs. Confirm that information such as the currency code and other vendor-related data has been imported correctly.

Enter the vendor invoice number

If needed, click Show less or Show more to adjust the visibility of invoice fields until the Vendor Invoice No. field is visible. This field is mandatory.

In the Vendor Invoice No. field, type the invoice number provided by your vendor (for example, "36542"). Confirm that the status remains Open.

Enter the expense details in the invoice lines

Scroll down to the Lines section of the invoice form. This is where you enter the details of the expense or items being invoiced.

In the Type column, select G/L Account to indicate a general ledger expense. In the No. column, type "rent" and select Rent Expense from the list. This associates the invoice line with the appropriate general ledger account.

Set the quantity and direct unit cost

In the Quantity field of the invoice line, enter 1. In the Direct Unit Cost Excl. Tax field, enter the cost amount provided by your vendor (for example, 5,000.00).

Confirm that Type is set to G/L Account and No. is set to the correct account (for example, 64450 for Rent Expenses). Check that the Description/Comment field is labeled appropriately (for example, Rent expenses).

Verify the posting date

Check the Posting Date field at the top of the form to confirm it reflects the correct date for the expense period (for example, 2022-09-06 for September rent). Adjust the posting date if it does not fall within the correct month for the expense.

Add a detailed description

In the Description/Comment field, append the month and year for clarity (for example, type Rent expenses Sept 2023).

Review all entered information

Double-check every field, including Vendor, Contact, Posting Date, Due Date, Vendor Invoice No., Status, and all line details. Confirm that the total amounts and tax calculations are correct before posting.

Post the purchase invoice

Navigate to the top menu and click the Posting tab, then click Post to finalize the invoice. If prompted, click Yes to confirm posting, and click Yes again if prompted to open and view the posted invoice.

View the posted purchase invoice

The system displays the posted purchase invoice. Review it to confirm all details are correct, including:

• Vendor: First Up Consultants
• Contact: Evan McIntosh
• Posting Date: 2022-09-06
• Due Date: 2022-09-30
• Vendor Invoice No.: 36542
• Line details: G/L Account 64450, Description Rent expenses Sept 2023, Quantity 1, Direct Unit Cost 5,000.00
• Total Excl. Tax: 5,000.00
• Total Tax: 748.75
• Total Incl. Tax: 5,748.75