Record Purchases

To learn more about recording purchases in Business Central D365, see these resources:

Expense Payment Types

An important setup consideration for purchasing with Progressus is to configure Expense Payment Types.

Expense Payment Types are set up in the Expense Payments Types Card and determine how expense categories function within Business Central. For example, the Expense Payment Function determines the type of Expense Category for each Expense Type and classifies who pays the expense. Expense Payments Types are set up by navigating to the Role Center > Setup > Items & Expenses Setup > Expense Payment Types.

In Expense Payment Types, the Business Payment Function is user-definable and may include codes like:

  1. Resource Paid
  2. Advance
  3. Company Paid
  4. Payroll
  5. Repayment

The Expense Posting determines the posting method (where it should be posted) for the Payment Type. These may include:

  1. GL
  2. AP
  3. Employee Journal
  4. Purchase Journal

A combination of the Business Payment Function and Expense Posting of AP ensures that once the expense is entered with these values and approved and posted, a Purchase Invoice is also automatically created for the Vendor or Employee referenced in the Expense Sheet.

A combination of the Business Payment Function (such as Company Paid, or Resource Paid) and Expense Posting of GL, Advance, Employee Journal or Purchase Journal means that once the expense is entered with these values and approved and posted, a Purchase Invoice is not created and the expense is just posted to the various ledgers. The resulting posted entries can be viewed by navigating to the Role Center > Posted Documents > Expense Sheet Archive.

Calculate Purchase Retention

Purchase Retention is an amount, calculated as a percentage of a Purchase Invoice line, which can be withheld from a Vendor payment. This is often done to ensure the c satisfaction with a Project or Task before making final payment to a Vendor.

Purchase Retention is set up on the Vendor Card > General FastTab > Retention %. Retention can also be added to the Purchase Invoice Line by specifying a value in the Purchase Invoice Line > Retention % field, and using Actions > Other > Other > Calculate Retention.

To manually add Purchase Retention on a Purchase Invoice:

  1. Create the Purchase Invoice.

  2. Enter a value in the Retention % field on the affected purchase lines.

  3. After entering the Retention %, select Actions > Functions > Other > Calculate Retention.

  4. new line with a description of "Purchase Retention For:..." is added to the Purchase Invoice displaying the Project Task and the Type. The Quantity displays as a negative and the Direct Unit Cost is calculated based on the Retention Percentage entered and a negative or offset to the original Purchase Invoice amount.

  5. Once the Purchase Invoice is posted, the retention line will appear on the Purchase Retention report.

Purchase Retention Invoicing

The retention amounts withheld when the original Purchase Invoice was created can be billed by using the Purchase Retention page. Purchase Retention is accessed from the Role Center > Approvals and Activities > Purchase Retention.

Important

It is important to note that there are different types of retention. This article covers Purchase Retention withheld from a Vendor's Purchase invoice and paid later. Subcontractor Retention is withheld from payments to subcontract vendors. For more information on Subcontractor Retention, see: Setting up Subcontract Retention: Setting up Subcontract Retention. For information on Sales Retention, see:

Create Retention Invoice

  1. Open Purchase Retention from the Role Center.

  2. General: Filters are available to narrow the displayed results.

    Field Name Description
    Subcontractor/Vendor Specifies the Subcontractor or Vendor to filter on retention entry.
    Project No. Specifies theProject Number to filter on retention entry.
    Subcontract No. Specifies the Subcontract Number to filter on retention entry.
    Posting Date Specifies the date range to filter on retention entry.

  3. Purchase Retention Lines: Place the cursor on the transaction line to create a purchase document. For more than one entry, click on the ellipsis and choose Select More. Then, click on the circle next to each line to create a purchase document.

    Field Name Description
    Posting Date Specifies the date the retention line was posted.
    Created Document No. Specifies the Purchase Invoice number for the Retention after the Create Purchase Document process.
    Project No. Specifies a unique identifier for the Project associated with the entry.
    Type Specifies the Posting Type as 'G/L Account'.
    Project Task No. Specifies a unique identifier for the Project Task associated with the entry.
    Subcontract Specifies the Subcontract for retention entry.​
    Subcontractor/Vendor Specifies the Subcontractor/Vendor Number associated with the entry.
    Description Specifies information about the Purchase Retention line. This line is generated when the Purchase Invoice is created.
    Quantity Specifies the default quantity of one. It is not affected by the quantity on the Purchase Invoice line associated with the Retention.
    Total Cost Specifies the net amount that must be paid for the items on the line.
    Total Cost (LCY) Specifies the net amount that must be paid for the items on the line, in local currency.

  4. Create Purchase Document: When selected, a purchase document will be created for the selected retention release.

    • Message "Do you want to create Purchase Document"?
    • Click Yes
    • The Created Document No. field is updated with the purchase document number that was created.
    • Click Purchase Document from the menu to view, post or delete the purchase retention document.