Post Receive and Invoice in Purchase Order

To Post Receive and Invoice:

1. At the Purchase Order, click Posting --> Post (F11)
2. Select Receive and Invoice
3. Click on the OK button. That's it.The posting will begin and a series of tables will be updated as follows:
   

Note: I have highlighted the table name in red for easier identification.

INSERT a new record into Purch. Rcpt Header.
INSERT records into Posted Document Dimension table for the Purch. Rcpt. Header inserted. One record is inserted for each dimension selected in the PO.
DELETE AddressID records that are associated with the Purch. Rcpt. Header record.

INSERT a new record into Purch. Inv. Header.
INSERT records into Posted Document Dimension table for the Puch. Inv. Header inserted. One record is inserted for each dimension selected in the PO.
DELETE AddressID records that are associated with the Purch. Inv. Header record.

INSERT new records into Ledger Entry Dimension table for records to be inserted into Value Entry table. One record is inserted for each dimension selected in the PO.
INSERT new record into Value Entry table.
* 2 associated value entries will be created for each item ledger entry if you post receipt and invoice seperately - 1 for receipt and another one for invoice. The 2 lines will have different document no.

* The receipt line will have value in the Item Ledger Entry Quantity field while the invoice line will have value in the Invoiced Quantity field.

* If you post receive and invoice at the same time, the 2 lines will be combined into 1 line with both the Item Ledger Entry Quantity and Invoiced Quantity fields populated with data.

* The value entries will link to the item ledger entry by using the Entry No. field in the value entry table.

* The Average Cost (LCY) field in the Item card is calculated from these value entries.

INSERT new record into Item Register table.

INSERT new records into Ledger Entry Dimension table for an Item Ledger Entry record.
INSERT new record into Item Ledger Entry table.
* 1 record will be created for each receipt posted.

INSERT a new record into Item Application Entry table.

INSERT new records into Ledger Entry Dimension table for a Value Entry record
INSERT a new record into Value Entry table.

INSERT a new record into Purch. Rcpt. Line table.
INSERT new records into Posted Document Dimension table for a Purch. Rcpt. Line record.

INSERT a new record into Purch. Inv. Line table.
INSERT new records into Posted Document Dimension table for a Purch. Inv. Line record.

INSERT a new record into VAT Entry table.

INSERT a new record into G/L Entry table for a Purchase Account (Debit).
INSERT new records into Ledger Entry Dimension table for the G/L Entry record inserted. One record is inserted for each dimension selected in the PO.

INSERT a new record into G/L Entry table for VAT Account (Debit).
INSERT new records into Ledger Entry Dimension table for the G/L Entry record inserted. One record is inserted for each dimension selected in the PO.

INSERT a new record into G/L Register table.

INSERT a new record into Vendor Ledger Entry table.
INSERT new records into Ledger Entry Dimension table for the Vendor Ledger Entry record inserted. One record is inserted for each dimension selected in the PO.
* Vendor Invoice No. field in Purchase Order will be populated to the External Document No. field in Vendor Ledger Entry table.

* Invoice Amount will be populated to Original Amount, Amount and Remaining Amount. Whenever payment to the vendor is posted and applied, the Remaining Amount will be reduced with the amount posted. When the invoice is fully paid and applied, the Remaining Amount will become 0.

INSERT a new record into Detailed Vendor Ledg. Entry table.

INSERT a new record into G/L Entry table for Account Payable (Credit Vendor Account).
INSERT new records into Ledger Entry Dimension table for the G/L Entry record inserted. One record is inserted for each dimension selected in the PO.

DELETE records in Document Dimension table that are associated with the Purchase Header record.

DELETE records in Document Dimension table that are associated with the Purchase Line record.

DELETE Purchase Header record.

DELETE Purchase Line record.

* Please note that once you have completely received and invoiced a purchase order in Navision, the purchase order will be converted to posted invoice. Therefore, the purchase order will be deleted from Navision while a new posted invoice will be created. You can access the posted invoice from the Purchase menu under History --> Posted Invoices.

* Posted Invoices are not editable. You can view and print the document but cannot modify it.

DELETE Item Charge Assignment (Purch) records that are associated with the Purchase Header record.

DELETE Purchase Comment Line records that are associated with the Purchase Header record.

DELETE Warehouse Request records that are associated with the Purchase Line record.

DELETE AddressID records that are associated with the Purchase Header record.

INSERT a new record into Item Analysis View Entry table.

Change Posting Date in Purchase Header

When you change Posting Date in a Purchase Header, the following fields will be updated automatically:

1. Due Date
2. Pmt. Discount Date
3. Document Date

Document Date will be defaulted to the Posting Date but in general practice, the Document Date should be the same as the Vendor Invoice Date.

Post Receive in Purchase Order

When you do a post receive in the Purchase Order, Navision will do a lot of works behind the scene. Many tables will be updated. The following are the steps performed by Navison when you do Post Receive at Purchase Order:

1. Update VAT Base (ACY), Amount Including VAT (ACY), Amount (ACY) in Purchase Line table.
2. Set Routing Reference in Purchase Line to 0.
3. Set Invoice to No and and Status to Released in Purchase Header table.
4. Set Status in Purchase Header to Open.
5. INSERT a new record into Purch. Rcpt. Header table.
6. Insert records into Posted Document Dimension table for each dimension created in the records created in the Purchase Order. Table ID used in Table 120 - Purch. Rcpt. Header.
   
7. Insert records into Ledger Entry Dimension for each dimension created in the Purchase Order. Table ID used is Table 32 Item Ledger Entry.
8. INSERT a new record into Item Ledger Entry table for the quantity received.
9. INSERT a new record into Item Register table.
10. INSERT a new record into Item Application Entry table.
11. Insert a new records into Ledger Entry Dimension for Table 5802 - Value Entry
12. INSERT a new record into Value Entry table.
13. Set both the Cost is Adjusted and Allow Online Adjustment fields in Item table to No.
14. Update Item Register table.
15. Insert records into Purch. Rcpt. Line table
16. Insert records into Posted Document Dimension table for table Purch. Rcpt. Line record created in previous step.
17. Update Receiving No. and Last Receiving No. fields in Purchase Header table. At the same time, the Status is set to Released.
18. Update the following fields in Purchase Line table:
    
1. Outstanding Quantity
2. Qty. to Invoice
3. Qty. to Receive
4. Outstanding Amount
5. Qty. Rcd. Not Invoiced
6. Amt. Rcd. Not Invoiced
7. Quantity Received
8. Outstanding Amount (LCY)
9. Amt Rcd. Not Invoiced (LCY)
10. Oustanding Qty (Base)
11. Qty. to Invoice (Base)
12. Qty. to Receive (Base)
13. Qty. Rcd. Not Invoiced (Base)
14. Qty. Received (Base)
19. Update Item Analysis View
20. Insert new records into Item Analysis View Entry table
21. Update the Last Entry No. and Last Date Updated in Item Analysis View table.
    

To summarize, the following tables will be updated when you post receive:

1. Purchase Line
2. Purchase Header
3. Item
   
4. Item Analysis View

while new records are inserted into the following tables:

1. Purch. Rcpt. Header
2. Purch. Rcpt Line
3. Posted Document Dimension
4. Ledger Entry Dimension
5. Item Ledger Entry
6. Item Register
7. Item Application Entry
8. Value Entry
9. Item Analysis View Entry
   

If you try to trace what tables are updated with Change Log Entries, what you will get are only SST Base (ACY), Amount Including SST (ACY) and Amount (ACY) in Purchase Line being updated.

Change Qty. to Receive field in Purchase Line

When you change the Qty. to Receive field in the Purchase Line, the following field will be updated as well:

• Qty. to Invoice
• Qty. to Receive (Base)
• Qty. to Invoice (Base)

The Qty. to Invoice field will copy the value from the Qty. to Receive field.

Quantity field in Purchase Line

When you enter a value into the Quantity field in Purchase Line, 12 fields in the Purchase Line will be updated:

• Quantity
• Outstanding Quantity
• Qty. to Receive
• Qty. to Invoice
• Outstanding Amount
• Outstanding Amount (LCY)
• Line Amount
• Quantity (Base)
• Outstanding Qty. (Base)
• Qty. to Invoice (Base)
• Qty. to Receive (Base)
• Amount (ACY)
  

Outstanding Quantity, Qty. to Receive and Qty. to Invoice will take the same value as Quantity field.

Please note that Line Amount field is calculated from the following formula:
Line Amount = Quantity * Direct Unit Cost

If you try to change either the Quantity or Direct Unit Cost field, the Line Amount will be recalculated.

If you noticed, there is no such thing as Direct Unit Cost or Line Amount in the Purchase Order Line. What you will see are the Direct Unit Cost Excl. SST and Line Amount Excl. SST but at the table level, you will Direct Unit Cost and Line Amount. The actual table name is Direct Unit Cost and Line Amount. Direct Unit Cost Excl. SST is the caption shown in the Purchase Order line. If you go to Invoicing tab and place a check the Prices Including SST field, the caption of the Direct Unit Cost Excl. SST will change to Direct Unit Cost Incl. SST while the Line Amount Excl. SST will change to Line Amount Incl. SST.

Expected Receipt Date in Purchase Line

Navision will copy the Expected Receipt Date from Purchase Header to Purcahse Line if the expected receipt date in the Purchase Header is not empty. If you do not specify the expected receipt date in the Purchase Header, Navision will calculate the expected receipt date in the Purchase Line based on the following formula:

Expected Receipt Date = Planned Receipt Date + Safety Lead Time + Inbound Warehouse Handling Time.

Location Code in Purchase Order

When the No. field in the Purchase Line is validated, Navision will first try to copy the Location code from Vendor Card. If Location code is not specified in the Vendor card, Navision will try to get it from Responsibility Center. If Responsibility Center also failed, Navision will try to search in Company Information table.

Due Date in Purchase Order

Due Date in Purchase order is calculated based on the Document Date and Payment Term Code.

Create Purchase Order

1. In the Purchase Order window, press F3 and then ENTER.

Once the ENTER key is hit, Navision will update the No. Series table and insert a new record into the Purchase Header table.

Fields updated in No. Series table are:

• Last No. Used
• Last Date Used
  

Fields updated in Purchase Header table are:

• Document Type
• No.
• Ship-to-Name
• Ship-to-Address
• Ship-to-Address 2
• Ship-to-City
• Order Date
• Posting Date
• Posting Description
• Applies-to Doc. Type
• Ship-to Post Code
• Ship-to Country Code
• Bal. Account Type
• Document Date
• NO. Series
• Posting NO. Series
• Receiving No. Series
• Status
• Invoice Discount Calculation
• IC Status
• IC Direction
• Doc. No. Occurrence

Navision will issue 2 SQL Statement to update the 2 tables mentioned. First SQL Statment is an UPDATE statement to modify the No. Series table while the second statement is an INSERT statement to insert record into Purchase Header table.



2. Select a vendor in the Buy-from Vendor No. field in the Purchase Order Header.
Navision will automatically populates the Purchase Header with the information from the Vendor selected. The fields updated in the Purchase Header table are:

• Buy-from Vendor No.
• Pay-to Vendor No.
• Pay-to Name
• Pay-to Address
• Pay-to City
• Pay-to Contact
• Ship-to Name
• Ship-to Address
• Ship-to Address 2
• Ship-to Contact
• Payment Terms Code
• Due Date
• Pmt. Discount Date
• Shipment Method Code
• Location Code
• Vendor Posting Group
• Invoice Disc. Code
• Language Code
• Purchaser Code
• SST Registration No.
• Gen. Bus. Posting Group
• SST Country Code
• Buy-from Vendor Name
• Buy-from Address
• Buy-from City
• Buy-from Contact
• Pay-to Post Code
• Pay-to Country Code
• Buy-from Post Code
• Buy-from Country Code
• Ship-to Post Code
• SST Bus. Posting Group
• Buy-from Contact No.
• Pay-to Contact No.
• Responsibility Center
• Inbound Whse. Handling Time

In fact, before update the Purchase Header table, Navision will first update the Document Dimension table by deleting all the related records in the Document Dimension table and then insert back records into the Document Dimension table. Navision won't do update the records in the Document Dimension table but to delete and re-insert back.

3. In the Purchase Line, select Type as Item and then select an Item No.

Related records from Document Dimension will be deleted and then new records will be inserted.

26 fields in the Purchase Line table will be updated. The

• Buy-from Vendor No.
• No.
• Location Code
• Posting Group
• Expected Receipt Date
• Description
• Unit of Measure
• Direct Unit Cost
• Unit Cost (LCY)
• SST %
• Unit Price (LCY)
• Pay-to Vendor No.
• Gen. Bus. Posting Group
• Gen. Prod. Posting Group
• SST Bus. Posting Group
• SST Prod. Posting Group
• Unit Cost
• SST Identifier
• Unit of Measure Code
• Responsibility Center
• Inbound Whse. Handling Time
• Planned Receipt Date
• Order Date
• Safety Lead Time
  

Create Purchase Order

Have you ever wondered what will happen to Navision database when we create a PO. The following steps explains what will happens to the database when we create and post a PO.

In the Purchase Order window, Press F3 and then hit the Enter button to create a new Purchase Order. The following fields are updated when the record is created

• Document Type
• No.
• Ship-to Name
• Ship-to Address
• Ship-to City
• Order Date
• Posting Date
• Posting Description
• Applies-to Doc. Type
• Ship-to PostCode
• Bal. Account Type
• Document Date
• No. Series
• Posting No. Series
• Receiving No. Series
• Status
• Invoice Discount Calculation
• Doc. No. Occurence

Enter 10000 in the Vendor No. field. This will caused Table 38 - Purchase Header and Table 357 - Dimension to be updated.

Table 38 - Purchase Header

• Buy-from Vendor No.
• Pay-to Vendor No.
• Pay-to Name
• Pay-to Address
• Pay-to City
• Pay-to Contact
• Payment Terms Code
• Due Date
• Pmt. Discount Date
• Shipment Method Code
• Vendor Posting Group
• Invoice Disc. Code
• Language Code
• Purchaser Code
• SST Registration No.
• Gen. Bus. Posting Group
• SST Country Code
• Buy-from Vendor Name
• Buy-from Address
• Buy-from City
• Buy-from Contact
• Pay-to Post Code
• Pay-to Country Code
• Buy-from Post Code
• Buy-from Country Code
• SST Bus. Posting Group
• Buy-from Contact No.
• Pay-to Contact No.
• Responsibility Center
  

Table 38 - Purchase Header

• Table ID
• Document type
• Document No.
• Line No.
• Dimension Code
• Dimension Value Code

When we post the Purchase Order as Receive, 16 tables will be updated. Tables updated when we post PO are:

1. Table 309: No. Series Line
2. Table 38: Purchase Header
3. Table 39: Purchase Line
4. Table 6224: SynchMgt. Message Queue
5. Table 120: Purch. Rcpt. Header
6. Table 359: Posted Document Dimension
7. Table 28003: Address ID
8. Table355: Ledger Entry Dimension
9. Table 32: Item Ledger Entry
10. Table 46: Item Register
11. Table 339: Item Application Entry
12. Table 5802: Value Entry
13. Table 27: Item
14. Table 121: Purch. Rcpt. Line
15. Table 7152: ItemAnalysis View
16. Table 7154: Item Analysis View Entry