Procure to Pay in Microsoft Dynamics 365 Business Central

Learn the Procure to Pay Process in Microsoft Dynamics 365 Business Central

When you’re running a business, it’s essential that you streamline the procure to pay process. Particularly for larger organizations making a number of routine purchases, an inefficient procure to pay process can result in a significant amount of time wasted. If the software solution you use for recordkeeping isn’t up to the task, you can also end up with costly invoice and payment errors.

With Dynamics 365 Business Central, the procure to pay process couldn’t be simpler. Below, we’ll take a look at how you can create an accounts payable invoice and pay vendors quickly and easily. Specifically, we’ll look at:

● Creating a purchase invoice

● Paying the vendor

● Reviewing the appropriate vendor balance

● Auto suggesting payments

Thinking about transitioning your business to Microsoft Dynamics 365 Business Central? JourneyTEAM is here to help! Visit our Business Central page to learn more.

Creating the Purchase Invoice

First off, we’ll need to create a purchase invoice in Dynamics 365 Business Central.

From the Business Central dashboard, select the Vendors link at the top of your screen. On the next screen, choose the appropriate vendor. This will display the vendor’s information, including various vendor statistics.

From here, click the Purchase Invoice button. You’ll be taken to an invoice screen. Here, enter the invoice number from the vendor. Using the Description/Comment drop down menu, choose the correct item and enter the corresponding quantity.

Once you’re finished filling in the invoice, click the Post button at the top of the screen. That’s it: your invoice is posted! You can also click the Print button to display a printable copy of the invoice.

Note: you can drill down into the vendor’s balance as well to verify that the new invoice is reflected there.

Paying the Vendor

Next up, we’ll pay the purchase invoice from within Dynamics 365 Business Central.

From the dashboard, click the Payables shortcut under Actions. Select Payment Journals, then click the Edit Journal button. On the next screen, set the Account Type column to Vendor. This will allow you to select the appropriate vendor from the Account No. drop down menu.

Enter the amount that you’re paying in the Amount column, then scroll to the right. When you click the Applies-To Doc. No. column, you’ll be able to select the invoice you just created. This ensures that the payment you’re entering is applied to the correct invoice. With that done, simply click Post in order to post the payment.

Reviewing the Vendor Balance

To ensure that everything has been posted correctly, it’s helpful to quickly review the balance for the vendor.

Click the Vendors link on the dashboard, then select the Posted Invoices button on the right side of your screen. This will display a list of all the invoices that have posted. Your recently posted invoice should be displayed in this list.

Auto Suggesting Payments

It’s important to ensure that invoices are paid, and Dynamics 365 Business Central makes this easy. How? With the help of its auto suggest feature!

Select Cash Management from the top of the Business Central dashboard, then click the Payment Journals link. Open the PMT REG journal, then select the Suggest Vendor Payments button. Rather than having to enter payment lines manually, this feature will auto suggest the appropriate payment lines for you.

Switch to Dynamics 365 with Help from JourneyTEAM

As you can see, Dynamics 365 Business Central makes the procure to pay process quick and easy. With Business Central, you’ll spend less time on data entry and have improved control over your business data. The system is easy to learn, too. Best of all, Business Central is designed to ensure correct data entry and limit errors.

Are you ready to make the switch to Dynamics 365 Business Central? The experts at JourneyTEAM are here to help! We’re proud to be the 2019 Microsoft US Partner of the Year for Microsoft Dynamics 365 Business Central. Let us help your business transition to Business Central: contact us today!

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