Microsoft Dynamics AX 2012 - Accounts Payable

Introduction

This tutorial provides a detailed guide on managing accounts payable in Microsoft Dynamics AX 2012. It is designed for users looking to streamline their payment processes, manage vendor relationships, and maintain accurate financial records. Understanding accounts payable in Dynamics AX can help improve cash flow management and vendor interactions.

Step 1: Accessing Accounts Payable Module

• Navigate to the main dashboard of Microsoft Dynamics AX 2012.
• Click on the Modules tab.
• Select Accounts Payable from the dropdown menu.
• Familiarize yourself with the interface, including key sections such as Vendors, Invoices, and Payments.

Step 2: Setting Up Vendors

• Go to the Vendors section within the Accounts Payable module.
• Click on New Vendor to create a new vendor profile.
• Fill in the required fields, including:
  • Vendor Name
  • Contact Information
  • Payment Terms
• Save the vendor record to ensure it is available for future transactions.

Step 3: Creating Purchase Orders

• Navigate to Purchase Orders within the Accounts Payable module.
• Click on New Purchase Order.
• Select the vendor you created earlier.
• Enter the relevant details:
  • Item Description
  • Quantity
  • Unit Price
• Confirm the purchase order and save it for processing.

Step 4: Entering Invoices

• Go to the Invoices section.
• Click on New Invoice.
• Select the corresponding purchase order.
• Input the invoice details:
  • Invoice Number
  • Invoice Date
  • Total Amount
• Verify the invoice information matches the purchase order and save the invoice.

Step 5: Processing Payments

• Access the Payments section in Accounts Payable.
• Click on New Payment.
• Select the vendor and the invoices to be paid.
• Specify the payment method (e.g., check, electronic transfer).
• Review all details and confirm the payment, ensuring to keep records for reconciliation.

Step 6: Reviewing Accounts Payable Reports

• Navigate to the Reports section within Accounts Payable.
• Select the reports you want to review, such as:
  • Aging Reports to track overdue invoices.
  • Vendor Activity Reports for insights on vendor transactions.
• Analyze the data to make informed financial decisions.

Conclusion

Managing accounts payable in Microsoft Dynamics AX 2012 can enhance your organization’s financial efficiency. By following these steps—setting up vendors, creating purchase orders, entering invoices, processing payments, and reviewing reports—you can ensure a smooth accounts payable process. Next steps may include exploring advanced features like automation tools and integrations to further optimize your workflow.