Create and post invoice proposals

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

An invoice proposal is a preliminary invoice that you can review before you create a customer invoice for project transactions. This topic explains how to create an invoice proposal for posted project transactions that are chargeable to a customer. You can also add a customer prepayment or a customer-retained amount to an invoice proposal.

If you are using Microsoft Dynamics AX 2012 R3, you can modify the sales price of the lines in an invoice proposal and add a fee amount to an invoice proposal. When you post the invoice proposal, the sales price and fee amount are added to project transactions. See the section “Modify lines in an invoice proposal in AX 2012 R3,” later in this topic.

Create an invoice proposal

You can create an invoice proposal for all chargeable project transactions that have a status of Posted and for transactions that have a status of Selected for credit note.

To create an invoice proposal, follow these steps:

1. Click Project management and accounting > Common > Project invoices > Project invoice proposals. In the Invoice proposals list, on the Action Pane, click Invoice proposal. If billing rules are assigned to the project, click Invoice proposal from billing rule.

   –or–

   Click Project management and accounting > Common > Projects > All projects. Select or open the project for which to create an invoice. On the Action Pane, on the Manage tab, in the New group, click Invoice proposal.

   –or–

   Click Project management and accounting > Common > Projects > Project contracts. Select or open the project contract for which to create an invoice. On the Action Pane, on the Maintain tab, in the New group, click Invoice proposal.

2. In the Create invoice proposal form, enter a project contract and project for which to create an invoice proposal.

   Note

   If you open the invoice proposal form by using the project contract form or the project form, the project contract number, project number, and funding source from the selected project contract or project is automatically entered in the invoice proposal form.

3. If you are creating an invoice proposal for a project to which no billing rules are assigned, you can select an invoicing method. In the Create invoice proposal form, in the Invoicing method field, select the types of transactions to include in the invoice proposal:

   • Invoices – Include transactions that have been posted from journals or other documents and that are ready to be invoiced.

   • Credit notes – Include transactions that were originally included on an invoice and must now be updated by a credit note.

   • Both – Include both invoices and credit notes in the proposal.

4. In the Select transactions field group, select the types of transactions to include in the customer invoice.

5. If you want to include sales orders lines in the invoice proposal, select the Sales order line check box. Then, in the Update item quantity field, select the stage of the sales order process at which item quantities should be updated in the invoice proposal.

6. Select a project date range and an invoice date, and then click Search.

7. In the list, select project transactions to include in the invoice proposal.

8. In the Reconciliation with customer advances list, select customer advances to include in the invoice proposal.

   Optional: If you want to include only a part of a customer advance, select the customer advance line, and then click Split advance amount. In the Split customer advance transaction form, in the Split amount field, enter the amount to use. This amount is subtracted from the sales value of the project transactions in the invoice proposal. Click OK.

9. In the Create invoice proposal form, click OK.

10. In the Invoice proposals form, view and modify transactions to include in the invoice proposal. To post the invoice proposal, on the Action Pane, in the Functions group, click Post.

Modify lines in an invoice proposal in AX 2012 R3

In AX 2012 R3, you can modify the sales value of lines in an unposted invoice proposal. You can also add a fee to an unposted invoice proposal. Sales taxes, if applicable, are adjusted for the modified lines. Also, if budget checks are enabled for a project, modifications to invoice proposal lines might be restricted by budget limitations that are set up for the project.

To modify lines in an invoice proposal, follow these steps:

1. Click Project management and accounting > Common > Project invoices > Project invoice proposals. Open an invoice proposal that has a status of Open.

2. In the Invoice proposals form, modify the unit sales price for lines by using the following steps:

   1. On the Invoice proposal transactions FastTab, click Adjust transactions.

   2. In the Adjustment date field, select a posting date for the adjustment, and then click OK.

   3. In the Adjustments form, in the lower pane, modify the applicable values.

   4. Optional: You can automatically verify that there are no problems with the adjusted line. To run the verification process, click Check.

   5. To post the adjustment as a project journal, click Post.

3. In the Invoice proposals form, add fees by using the following steps:

   1. On the Invoice proposal transactions FastTab, click Create fees.

   2. In the Create fee journal form, enter a project, category, currency, and amount for the fees. You can also add a description.

   3. Click OK.

See also

Create invoice proposal (form)

Create invoice proposals for projects that have billing rules (form)

Invoice proposals (form)

Post invoice proposals (form)