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Posting Purchases

  • Article

On a purchase document, you can choose between the following posting actions:

  • Post
  • Preview Posting
  • Post and Print
  • Test Report
  • Post Batch

When a purchase document is posted, the vendor's account, the general ledger (G/L), the item ledger entries, and the resource ledger entries are updated.

For each purchase document, a purchase entry is created in the G/L Entry table. An entry is also created in the vendor's account in the Vendor Ledger Entry table and a G/L entry is created in the relevant payables account. In addition, posting the purchase may result in a goods and services tax (GST) entry and a G/L entry for the discount amount. Whether an entry for the discount is posted depends on the contents of the Discount Posting field on the Purchases & Payables Setup page.

For each purchase line, as applicable, entries are created in the:

  • Item Ledger Entry table if the purchase line is of the Item type.
  • G/L Entry table if the purchase line is of the G/L Account type.
  • Resource Ledger Entry table if the purchase line is of the Resource type.

In addition, purchase documents are always recorded in the Purch. Recpt. Header and Purch. Inv. Header tables.

Before you start to post, you can print a test report that contains all the information in the purchase order and indicates any errors there. To print the report, choose Posting, and then choose Test Report.

Important

When you post a purchase order for items, you can create both a receipt and an invoice. These can be done simultaneously or independently. You can also create a partial receipt and a partial invoice by completing the Qty. to Receive and Qty. to Invoice fields on the individual purchase order lines before you post. Note that you cannot create a purchase invoice from a purchase order for products or services that have not been received. That is, before you can invoice, you must have recorded a receipt, or you must choose to receive and invoice at the same time.

To post a purchase invoice without recording a purchase receipt in Business Central, create the document on the Purchase Invoices page. Learn more at Record Purchases with Purchase Invoices.

You can either post or post and print. If you choose to post and print, a report is printed when the order is posted. You can also choose the Post Batch action to post several orders at the same time. Learn more at Post Multiple Documents at the Same Time.

Viewing ledger entries

When the posting is completed, the posted purchase lines are removed from the order. A message tells you when the posting is completed. After this, you'll be able to see the posted entries in various pages, including the Vendor Ledger Entries, G/L Entries, Item Ledger Entries, Resource Ledger Entries, Purchase Receipts, and Posted Purchase Invoices pages.

In most cases, you can open ledger entries from the affected card or document. For example, on the Vendor Card page, choose the Entries action.

Editing ledger entries

You can edit certain fields on posted purchase documents, such as the Payment Reference field. Learn more at Edit Posted Documents. For more critical fields that affect the auditing trail, you must reverse or undo posting. Learn more at Reverse Journal Postings and Undo Receipts/Shipments.

See also

Edit Posted Documents
Post Multiple Documents at the Same Time
Purchasing
Posting Documents and Journals
Correct or Cancel Unpaid Purchase Invoices
Finding Pages and Information with Tell Me
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