Dynamics NAV Coffee Break: How to Create Default Expense Accounts for Vendors in Dynamics 365 Business Central
This Dynamics NAV Coffee Break provides simple, easy to follow instructions that explain how to create default expense accounts for vendors in Dynamics 365 Business Central. Many companies have vendors who send invoices monthly, and always with the same GL account. In this video, we show you how to skip the step of having to enter that account every time with step by step instructions on how to set up default general ledger accounts by Vendor for purchase invoices.
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The video transcript follows:
Gwen Britt: Welcome to today's Coffee Break. Today we're going to talk about default expense accounts on the vendor cards (in Microsoft Dynamics 365 Business Central). A lot of times people want to know, I have a vendor, they send me an invoice every month. It's always the same GL account and I don't want to have to go through and select that GL account every time. This is one way that you can default that.
Let's just jump right in. I'm going go to the vendor card. We're using something called the recurring lines to do this. Go to the vendor. We'll just pick our 'First Up Consultants' record. Once you're in the vendor card you can go to navigate, purchases, and we're looking for the recurring purchase lines. Just so you know, the process is the same on the sales side, but for today we're doing the vendor setup.
See the recurring purchase lines? Click on that. I need to create a code for this particular purchase line. What I want to do for the code is I want to put the vendor's account because this is the default for that vendor's account. Technically, you could have one code that goes to multiple vendors, but just to make things easy I'm going to do a one to one relationship.
This is the default account for this vendor. I actually have one. Let's take a look at it. Let's do a new one so you can see it done. What I want to do is, this is their code, and this is their name. I'm gonna put the name in here first up. Open. Okay.
If there is a currency code that needs to be defaulted we can select that here. And now, what we do is we're entering the lines. We have a few options here. We can put default comments, G/L accounts, item, fixed asset, or charge item. In this case, these are consultants and I want to select G/L account. What will happen is once I've created this recurring code, or these recurring lines, they will get applied to the purchase invoice that comes in and the default account will be established on that invoice.
I click on the G/L account. I have a miscellaneous expense account. I'll use that. I'm going to overwrite the description and just say it's business consulting. I'll put a quantity of one. We'll see this come into the lines. Like I said, you could put multiple lines in here. You could have in other instances a bunch of items, maybe a G/L account for freight, you could put in fixed assets. You have a lot of flexibility but today's purposes I just want to show you setting up a very simple expense account.
I click okay. Now, I can choose basically what I want to have happen with this code. I can say, okay, go ahead and insert the recurring lines on quotes. We'll have it ask. Go ahead and insert the recurring lines on orders. Again, I'm going to set that to always ask. Insert the recurring lines on invoices, always ask, and on credit memos, always ask.
Now that has been set let's go ahead and see this in action. I can go to new document. We'll go ahead and create a purchase invoice. As soon as I press enter I get this pop-up at the top that says recurring purchase lines exist for the vendor, do you want to insert them into the document? Remember, we said always ask. Well, there you go.
I'm going to go ahead and click on get recurring lines and here it is. This is the one I created and I click okay. I could've overwritten this description to be business consulting or something. It just defaulted to the name of the vendor. You can change that so that it's a little more meaningful to you in case you have multiple codes.
I'm just going to click this line, okay, and now it enters the G/L account line with that miscellaneous expense, and my description, and a quantity of one. I could overwrite that and say, okay, it's 40 hours this time and here's the rate, and now I'm ready to post.
This eliminates some of that guessing as to which accounts to use for which vendors. It makes it a little easier. That concludes today's Coffee Break. I hope you find this useful.
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