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Posting description

  • 1.  Posting description

    Posted Jan 23, 2019 11:38 AM

    We are using NAV 2017.   When I enter a purchase invoice, the system will assign an invoice number which appears in the posting description.

    After the invoice is posted, the system assigns a posted purchase invoice number. This posted purchase invoice number is the one I have always used to look up information.

    I was able to override the posting description to something more descriptive. When we look at the g/l listing, we can see that it was for a subscription to the Wall Street Journal without having to navigate into the invoice.

    If we override the description, would this cause any problems with looking up information or reports?  Do others do this?
    Thank you



    ------------------------------
    Darlene Thompson
    Garner Industries
    Lincoln NE
    ------------------------------


  • 2.  RE: Posting description

    TOP CONTRIBUTOR
    Posted Jan 23, 2019 12:28 PM

    Over the years I have had many customers overwrite what NAV puts there to something more useful. Since this is a text field, for information purposes, only you can determine if the information you chose to put in there will be of benefit. What you put here goes to the Description field on the GL Entry for the document posting.



    ------------------------------
    Cynthia Priebe MCP, DCP
    Senior Analyst and Project Manager
    Liberty Grove Software
    ------------------------------



  • 3.  RE: Posting description

    TOP CONTRIBUTOR
    Posted Jan 23, 2019 12:29 PM
    ​You should not have a problem overriding the posting description to something more useful, like you gave in your example. The ability to override is the reason this field is editable (in years passed we could not edit that description!).

    Now if you use the description field for filtering and the document number in that field was an important filter then there could be an issue but based on what you've given there is no problem.

    ------------------------------
    Kim Dallefeld
    Kim@Dallefeld.com
    Dallefeld Consulting, LLC
    Member of Dynamics Consulting Group
    Ft. Worth, TX
    2019 NAVUG Board of Advisors
    Past NAVUG Board Chairman
    NAVUG Programming Committee
    ------------------------------



  • 4.  RE: Posting description

    TOP CONTRIBUTOR
    Posted Jan 23, 2019 01:53 PM
    Hi Darlene,

    We find the ability to edit this posting description very useful for us. We edit this field all the time for different reasons. Sometimes to add an additional code - like a vendor order no. for a service invoice for maintenance invoice or some internal description to identify some monthly invoices etc.

    Editing this field is not an issue but as Kim mentioned if you are looking for the ability to filter on it then it can be a problem. It's a description field so use it like that.

    Meenakshi

    ------------------------------
    Meenakshi Singh
    Manager of Business Applications
    Home Market Foods, Inc.
    Norwood MA
    ------------------------------



  • 5.  RE: Posting description

    Posted Jan 24, 2019 11:46 AM
    Can you share instructions on how you changed the description line to read the actual invoice line description rather than the invoice number?

    Thanks,
    Nate

    ------------------------------
    Nathan Romney
    CFO
    Martori Farms
    Scottsdale AZ
    ------------------------------



  • 6.  RE: Posting description

    Posted Jan 24, 2019 12:04 PM
    ​When I entered the purchase invoice, I typed over the default description that was in the posting description field.

    ------------------------------
    Darlene Thompson
    Garner Industries
    Lincoln NE
    ------------------------------



  • 7.  RE: Posting description

    Posted Jan 24, 2019 12:22 PM
    It would be great if anyone knows how to code it so that the Posting Description is auto populated with the Line Description.

    I too prefer to visually scan the ledger entries based on the transaction description, and historically I've had to export the ledger to Jet Reports to see the description info.

    ------------------------------
    Nathan Romney
    CFO
    Martori Farms
    Scottsdale AZ
    ------------------------------



  • 8.  RE: Posting description

    TOP CONTRIBUTOR
    Posted Jan 24, 2019 12:47 PM
    The coding is fairly simple but it is a customization.

    ------------------------------
    Kim Dallefeld
    Kim@Dallefeld.com
    Dallefeld Consulting, LLC
    Member of Dynamics Consulting Group
    Ft. Worth, TX
    2019 NAVUG Board of Advisors
    Past NAVUG Board Chairman
    NAVUG Programming Committee
    ------------------------------



  • 9.  RE: Posting description

    TOP CONTRIBUTOR
    Posted Jan 31, 2019 09:29 AM
    @Nathan Romney - The only issue with that is it's very common to have Purchase documents with multiple lines. What would the system default with then? My suggestion would be to create a style guide for what your users should put in that field.



    ------------------------------
    Amanda Mayer
    New View Strategies
    Milwaukee WI
    ------------------------------



  • 10.  RE: Posting description

    TOP CONTRIBUTOR
    Posted Jan 30, 2019 07:05 PM
    The P-INV record, the Purchase Invoice is the record which prints from STD Navision.

    If you want to change a Posting Description, why don't you append to the right of the P-INV#.

    If you have a the Supplier Purchase Order receipt related to a Posted Purchase Invoice you need the Purchase Invoice to link back and search for the Purchase Receipt.

    The purchase receipt is the document listed in Inventory Ledger entries, and also is the document referenced on the Purchase Received Not Invoiced Report..

    ------------------------------
    Michael Heatherly
    controller
    Lesman Instrument Company
    BENSENVILLE IL
    ------------------------------



  • 11.  RE: Posting description

    TOP CONTRIBUTOR
    Posted Jan 31, 2019 09:30 AM
    I agree that over writing that field with more useful information is the best way to get more detail in to your G\L so that you can evaluate what's in your accounts more quickly, without having to drill down into the Purchase Lines.

    ------------------------------
    Amanda Mayer
    New View Strategies
    Milwaukee WI
    ------------------------------



  • 12.  RE: Posting description

    TOP CONTRIBUTOR
    Posted Feb 04, 2019 03:38 PM
    In NAV 2016 there is a line of code in Table 38 Purchase Header, Function InitRecord that populates this field.  The Code looks like this:
    "Posting Description" := FORMAT("Document Type") + ' ' + "No.";

    You would probably need to find some other place that can override this value once it has enough info to do this.  Maybe when you release the Purchase Order it can update the Posting Description with the value in the first Purchase Order Line Description or something like that.

    If you figure out what action would be best to update the Posting Description we can tell you where the code needs to go but I think you may find it challenging to find an action that works in all cases.  If there isn't one then you will just need to hand enter the value in the field.

    ------------------------------
    Jason Wilder
    Senior Application Developer
    Stonewall Kitchen
    York ME
    ------------------------------



  • 13.  RE: Posting description

    TOP CONTRIBUTOR
    Posted Feb 04, 2019 09:12 PM

    Thank you

     

     

    We append the PO number to the Posting Description.

     

    I feel it its critical to leave the P-INV reference in place  as it is the easiest way to trace Purchase Receipts back to Posted Purchase Invoices.

     

    We can receive 10 to 20 releases against a PO so the PRET link is critical, via the P-INV reference.

     






  • 14.  RE: Posting description

    Posted Feb 05, 2019 04:57 PM
    ​What reports or entries are you looking at that shows the information to trace the purchase receipts to the posted purchase invoice with the P-INV reference?

    ------------------------------
    Darlene Thompson
    Garner Industries
    Lincoln NE
    ------------------------------



  • 15.  RE: Posting description

    TOP CONTRIBUTOR
    Posted Feb 05, 2019 06:28 PM

    The Purchase invoice "P-INV" record links to the Posted Purchase Receipt "PRET" record.

     

    Once you have the Posted Purchase receipt you can look up the PO number and line items received under that Receipt in Warehouse Entries and Ledger Entries.

     

    We can have several partial shipments against a Purchase Order we issue to our Supplier.

     

    This allows us to link a Posted Purchase Invoice all the way back to the Supplier's Packing List.

     

    Our VAR indicated you should only have one Posted Purchase Receipt per packing, which should correlate to one Supplier Invoice.

     

    We file our Supplier Packing lists by day of receipt.

     

    If you never had multiple receipts,  deleting the P-INV reference in  the posting description is less critical.

     

    The P-Inv sequentially assigned number is the sequence items appear in on check stubs, and The Cash Requirement Lists, even when you select the Supplier Invoice (External Document Number to be displayed).

     

     

     






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