How to: Set Up the Incoming Documents Feature

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If you create general journal lines from incoming document records, you must specify in the Incoming Documents Setup window which journal template and batch to use.

If you do not want users to create invoices or general journal lines from incoming document records unless the documents are first approved, you must set up approvers in the Incoming Document Approvers window.

Some business transactions are not recorded in Microsoft Dynamics NAV from the outset. Instead, an external business document comes into your company as an email attachment or a paper copy that you scan to file. This is typical of purchases, where such incoming document files represent payment receipts for expenses or small purchases. Other examples of incoming document files are electronic invoices, credit memos, or quotes from business partners with whom you have agreed to exchange documents electronically.

In the Incoming Documents window, you can use different functions to review and transfer data from incoming document files to the relevant purchase documents, sales documents, or general journal lines in Microsoft Dynamics NAV. The external files can be attached to their related document in Microsoft Dynamics NAV at any process stage, including to posted documents and to the resulting vendor, customer, and general ledger entries. For more information, see Incoming Documents.

To set up the Incoming Documents feature

  1. In the Search box, enter Incoming Document Setup, and then choose the related link.

  2. Fill in the fields as described in the following table.

    Field Description

    General Journal Template Name

    Specify the type of the general journal that new journal lines are created in when you choose the Journal Line button in the Incoming Documents window. For more information, see General Journal Templates.

    General Journal Batch Name

    Specify the subtype of the general journal that new journal lines are created in when you choose the Journal Line button in the Incoming Documents window. For more information, see General Journal Batches.

    Require Approval To Create

    Specify whether the incoming document line must be approved before a document or journal line can be created from the Incoming Documents window. For more information, see How to: Approve or Reject Incoming Document Records.

To set up approvers of incoming document records

  1. In the Search box, enter Incoming Document Setup, and then choose the related link.

  2. In the Incoming Documents Setup window, on the Home tab, in the Process group, choose Approvers.

    The Incoming Document Approvers window shows all users that are set up in your Microsoft Dynamics NAV installation.

  3. Select one or more users that can approve an incoming document before a related document or journal line can be created.

    When approvers have been set up in the Incoming Document Approvers window, only those users can approve an incoming document if the Require Approval To Create check box in the Incoming Documents Setup window is selected.

See Also

Concepts

Incoming Documents
Business Functionality

Other Resources

Incoming Documents Setup
Incoming Document Approvers
Incoming Document Approvers
Incoming Documents
Incoming Document