Microsoft Dynamics AX 2012 allows you to easily process purchase orders through initial creation and confirmation then generating a product receipt and vendor invoice.
When a purchase order vendor invoice is generated, AX prevents users from generating multiple invoices for purchase order lines if a vendor invoice has already been posted or there is a pending vendor invoice not yet posted for the same purchase order lines.
If the user inadvertently double-clicks on the Invoice button when generating an invoice, two invoices will be created for the same purchase order lines. The first invoice will be created with the purchase order lines to be invoiced and saved as a ‘pending’ vendor invoice. The second invoice form will open but will not contain any purchase order lines in the Lines details tab. This blank vendor invoice must be deleted as it cannot be processed.
When the user attempts to open the pending vendor invoice to edit or post the invoice, a form is generated informing the user that ‘One of more invoices has unsaved changes’. The user can choose to Recover invoices or Cancel the duplicate invoices. Occasionally, the user will not be able to access the original pending vendor invoice.
This blog post demonstrates how to resolve the issue detailed above.
- Navigate to Maintain vendor invoices form (Accounts payable>Periodic>Maintain vendor invoices) and delete the duplicate invoice(s)
The Maintain vendor invoices form lists vendor invoices which have been created but not yet posted. If there are multiple invoices created inadvertently for the same purchase order lines, all vendor invoices will be listed. Select the duplicate vendor invoice(s) and click Delete to delete the duplicate invoices which do not contain purchase order lines to invoice.
- Navigate back to the Pending vendor invoices list page (Accounts payable> Common> Vendor invoices> Pending vendor invoices). The user should now be able to open the original vendor invoice and edit/post the invoice.
If this does not resolve the issue, the job running in the background to create the vendor invoice may not have executed fully and will need to be deleted. Continue to the next step.
- Navigate to Invoice history and matching details form (Accounts payable> Inquiries> History> Invoice history and matching details) and delete the processing job with status ‘Waiting’
The Invoice history and matching details form lists each vendor invoice which was created and processed. Processed vendor invoices have a Job status of ‘Executed’. If the Job status for a vendor invoice is ‘Waiting’, this could be preventing the user from opening the vendor invoice.
Select the Invoice line with Job status ‘Waiting’ and on the File menu, select Delete Record (Alt+F9). Note: You may need to delete all the individual lines on the Lines tab before you can delete the Invoice history line.
- Once the Invoice history line is deleted, navigate back to the Pending vendor invoices list page (Accounts payable> Common> Vendor invoices> Pending vendor invoices). The user should now be able to open the vendor invoice and edit/post the invoice.
This post was written by Robin Ellsworth, AX Application Consultant at Tridea Partners. Tridea is a leading Microsoft Dynamics provider serving CA, AZ, UT, CO, NH and surrounding regions.
