The Four AP Invoice Journals in Microsoft Dynamics AX 2012

Posted on: June 11, 2015 | By: Jarrod Kraemer | Microsoft Dynamics AX/365

There are four main accounts payable journals available to process invoices.  They are all slightly different and some are related to one another, but at the end of the day, they all get you to same result.  Below, we go through each of the journals and show how an invoice is processed.

Invoice Register: This journal allows a user to input the invoice in to your company’s system.  The invoice cannot be posted until it is approved by a separate user.  Usually this person is someone with higher security, for example an accounts payable manager.  Once the invoice is posted in the invoice register journal, it will be transferred to an invoice pool for approval.  These categories must filled out before transferring.

Invoice Approval Journal: The lines entered in the invoice register can be retrieved and approved in this journal.  First, simply create a new journal.

Next, find the voucher(s) that was previously created in the Invoice Register.

Select the voucher(s) you want to approve and click OK to relocate the voucher(s) to the journal lines.  Validate and Post the journal lines.

Invoice Pool excluding posting details:  This journal is aptly named as you cannot post the lines of the invoice.  Instead the lines are directly dumped into the invoice pool.  In order to retrieve the lines from that pool, create a new journal in the invoice journal.  Go into the lines of that new journal and click ‘Functions’, and then ‘Invoice pool excl. posting’.

Select the line(s) you want to transfer over and click ‘Accept’.

Invoice Journal:  The final method of processing invoices is to use the invoice journal directly.  There is no hoops to jump through with this process.  You simply create a new journal and enter in the necessary (vendor account, invoice number, amount, offset account and type) and relevant information.

On a final note, you may be wondering how the invoice is finally paid.  Once the voucher has been posted, you can apply cash in the payment journal located in Accounts Payable> Journals> Payments> Payment Journal.

For additional information please feel free to reach out to us at or (312) 345-8817.

All the best!

Logan Consulting 

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