How to: Process Incoming Document Files
Some agreements that you make with your business partners are not registered in Microsoft Dynamics NAV from the outset. Instead, the related business document is sent to you, either as an attachment to email or other electronic transfer or as a paper copy that you have scanned to file. This is typical of purchases, where such files these represent invoices from your vendors or payment receipts for expenses or small purchases.
All received files for such external documents must appear in the Incoming Documents window. You can either create a line for each document manually by choosing the New button, or you can have your partner develop a function that automatically transfers scanned files to the Incoming Documents window.
You can perform the following tasks in this window:
Set up which general journal to create new journal lines in and whether it requires approval to create a new document.
Set up approvers of incoming documents.
Approve or reject an incoming document.
Create a new document or general journal line based on an incoming document.
View an incoming document file from related posted entries, such as posted purchase invoices or vendor ledger entries.
To set up the Incoming Documents window
In the Search box, enter Incoming Documents, and then choose the related link.
On the Navigate tab, in the General group, choose Setup.
In the Incoming Documents Setup window, 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.
To set up approvers of incoming documents
In the Search box, enter Incoming Documents, and then choose the related link.
On the Navigate tab, in the General group, choose Setup.
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.
Select one or more users that can approve an incoming document before a related document or journal line can be created.
After users have been set up in the Incoming Document Approvers window, then only those users can approve an incoming document if the Require Approval To Create check box is selected.
To approve or reject an incoming document
In the Search box, enter Incoming Documents, and then choose the related link.
Select the line with the document that you want to approve or reject.
On the Home tab, in the Process group, choose Approve or Reject.
The Approved check box on the incoming document line is selected if the incoming document has been approved.
To create a new document or journal line based on an incoming document
In the Search box, enter Incoming Documents, and then choose the related link.
Select a line where the Approved check box is selected, if approvals are required.
On the Actions tab, in the New Document group, choose Purchase Invoice or Journal Line. An empty Purchase Invoice window or General Journal window opens.
Note
You typically create documents, such as a purchase invoice, if additional processing, such as an item charge assignment, is required. If the incoming document is a receipt for payment made, then you can create and post a general journal line to the related general ledger.
Fill in and process the purchase invoice according to information in the incoming document file. For more information, see How to: Create Purchase Invoices.
Fill in and post the general journal line according to information in the incoming document file. For more information, see How to: Fill In and Post General Journals.
When you post the new document or journal line, the link to the incoming document file is transferred to the resulting ledger entries.
To view an incoming document from the related posted entries
In the Search box, enter, for example, Vendor Ledger Entries, and then choose the related link.
Select a line for the posting of a vendor transaction based on an incoming document.
On the Actions tab, in the General group, choose Navigate.
In the Navigate window, select the Incoming Document line, and then on the Home tab, in the Process group, choose Show. The Incoming Documents window opens showing the incoming document question.
Choose the link in the URL1 field. The file opens.
See Also
Other Resources
Incoming Documents
Incoming Document
How to: Fill In and Post General Journals
How to: Create Purchase Invoices
How to: Create Purchase Credit Memos
How to: Create Sales Invoices
How to: Create Sales Credit Memos