In this webcast I will demonstrate how one can inherit and track invoice information from the initial recording of the invoice until the settlement and payment of the invoice on the bank account. Realizing this inheritence and tracking does not require sophisticated Artificial Intelligence (AI) or Business Intelligence (BI) tools but rather the setup of default descriptions only. Have a look at the following video to see how this secret ‘super weapon’ works.
Dynamics 365FO/AX Finance & Controlling 
Pingback: Default descriptions – Accounts Payable - Finance and Operations Community
Ludwig you nailed it…. awesome. even though i am technical
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Brilliant solution! Thank you for sharing 🙂
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Thank you for this great post!
Do you see a way in to set the description in a “vendor invoice journal” or other journals over this functionality? This is still a gap in my view
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With vendor invoice journals there are indeed some limitations. An important question is whether you resp. your customers are able to move away from this ‘old school’ way of recording vendor invoices to the ‘new’ pending vendor invoice functionality that can be used for item and expense related invoices. I know that this is not an easy decision but maybe something to think about especially against the background that the invoice processing and scanning integration is supposed to work with the new pending vendor invoice form.
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Great Video. You said „the invoice processing and scanning integration is supposed to work with the new pending vendor invoice form“ – Can you demo this or have you seen a demo of scanning integration with new pending vendor invoice form? Thank you!
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Hello Stephanie,
In some of my prior prior posts you can find some information on vendor invoice processing with the new pending vendor invoice form.
I do not directly address the scanning issue because the standard solution does – at the moment – not ship with an invoice scanning tool.
As I do not have a free / demo license for Readsoft or other scanning providers, I cannot demonstrate that on my blog in the form of a video or post but only provide links to sources where you can find more information.
Best regards,
Ludwig
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How can you customize the Reference Field. My D365 does not have Invoice Description in the reference field.
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Hello Grace, I would need more information why the reference field is missing and what other fields are available. This is difficult in this comment section. Can you possibly post a new question on the dynamics community forum for finance and add some supporting screenprints? Many thanks and best regards, Ludwig
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Thank you Ludwig, I have posted this in the forum along with a screenshot. Here is the link “https://community.dynamics.com/365/financeandoperations/f/dynamics-365-for-finance-and-operations-forum/372684/customizing-default-description-for-vendor-invoice”
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Thanks a lot Ludwig. Excellent video!
I just wonder if there is a possible configuration to get an automatical description when I settle an Customer invoice from the general journal, like: “collection + Customer + invoice number”.
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Right. That should be possible if you post the payments first in a customer payment journal against a bridge account and then use a GL journal to clear the bridge account against the bank. If you directly post the settlement and customer payment in a GL journal then you can’t get this. Best regards, Ludwig
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Hi Ludwig. I have tried to replicate this and the default description works fine on the AP side on my voucher. I use account type BANK when posting my payment, but the voucher on my offset won’t reflect the text. Is it necessary to use acct type Ledger (via bridging) to make this visible? Also, my client is not using purchase orders, but will use electronic scanning process (register+approve journals) – is this also a blocker? Thanks, //Ulrika
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Hi ulrika, the offset text won’t be auto filled to my knowledge. About the Ocr process: please get into contact with your ocr provider that build the AX integration. I can’t tell you whether this will be a problem or not. depends among others on the integration points used. best regards ludwig
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Thanks, then I won’t push into this issue, we’ll have to do with a workaround. Have a good day!
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Thank you for this great post!
Can you please guide how can I add default description for customer transactions which are generated from Project Invoices and Free text invoices as you descriptions are not available in customer statement of account
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Hello kashif safar, for project invoices and free text invoices there is nothing ‘special’ when it comes to default descriptions. You can simply take the descriptions that start with ‘Customer …’ respectively ‘Project …’ and define the default descriptions. A key difference is though that the flexible parameter settings are not available for all default description types. About your issue with the statements: Can you share details of this in the community forum and upload screenprints of your configurations and the statement? Will take a look and come back to you there. Many thanks, Ludwig
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Hello Ludwig,
Could you please explain how can we create default description for per-payment for vendor in d365 F&O.
With regard,
Goutham Mahesh G.
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Hi Goutham, I did nothing special actually just setup the standard default descriptions in the OrgAdmin module. To ensure that they are shown in your journal you have to check how your method of payment is setup; there you have to ensure that payments are not summarized. Otherwise, the default description will not help. Best regards, Ludwig
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Hi ludwig,
i have created default description for vendor payment , vendor and Vendor- payment, the ledger in Default description in Organization administration
Vendor payment default description is working but for Prepayment, default description is not working.
.
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Hi, As far as I remember I have not tested this for prepayments. Might be a bug. Have you already checked in LCS for available hotfixes and/or contacted MS support?
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In Standard, Default description is available for Prepayment of Vendor Invoice or not. or need to customize it.
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Hi, There is a vendor payment default description available but none specifically for prepayments. If you need it then you would have to talk to a developer to add it for you. Best regards, Ludwig
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Hello Ludwig! I have referenced this and attempted to use the same thoughts in regards to AR. However, I am not having much luck from the Customer Payment side of things. I do not find a general “description” field or option which can be pulled from the invoice. The only reference table is CustTrans, not necessarily the Invoice itself. Have you had any luck (and possibly) detailed this same progression on the AR side?
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Hi Jennifer,
I have not tested this for customer payment transactions because – at least in my home ‘area’ – they are done in a way that bank statements are imported and automatically reconciled.
Nobody uses a customer payment journal here and thus does not have the issue with customer payments.
Why is it that you want to apply these things for customer payments?
Best regards,
Ludwig
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We have a scenario where a single shipment is tracked through the purchase and sales cycle. So we were using the Customer Reference field to default the AP Invoice Description and then take that Description to default on the Vendor Payment. In AR, the Customer Reference is available for both Customer Invoices, however, I cannot find that or any available text field to carry from the Invoice to the Payment. The financial group has asked for the flexibility, to track from cradle to grave per say.
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Hello Jennifer, If your finance people want to analyze the whole transaction from purchase to sales, can’t you use a financial dimension for that purpose. I think defaulting them might be easier and also analyzing the data is straightforward compared to analyzing what is tracked in the description field
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They actually use Fin Dims too! But I figured it out…I was selecting the wrong description and therefore not able to have the appropriate reference table. It was deceiving however, given the field appeared to be available, but thankfully, we have it resolved. Thank you!
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Hi Ludwig,
Do you know if this should work with Invoice register and Invoice approval as well?
I can’t select these postings in the Default descriptions and it is not working based on the setup of the Purchase order, Ledger and Vendor posting.
Also when posting the Invoice approval using the Functions > Purchase order, the descriptions are not filled based on the Default descriptions setup of the Purchase order, Ledger and Vendor posting.
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Hello Frank, The default descriptions are used in forms/processes where users cannot manually enter a description. As you can do that in the invoice journals, this feature is not working there. Best regards, Ludwig
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Clear and thank you for your quick response.
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