Descriptions don't match - vendor ledger entry and purchase invoice

Business Central/NAV User Forum
1

Hi

We run Nav 5.1 and are noticing some discrepancies arising when entering purchase invoices. Standard procedure is to enter a description when posting the invoice and generally once that invoice posts it updates the vendor ledger entry table.

Our issue is, that once the invoice is posting it is populating a COMPLETELY DIFFERENT description in the vendor ledger entry table, yet when you navigate on it and show the posted purchase invoice, it shows the correct description.

What could be causing this anomaly? Is this a bug? Have we missed a hot fix somewhere? Has anyone else had this issue and if so how was it fixed?

Thanks

2

Hi ,

Are you populating the Posting Description field ?

Could you give an example , in more details please ?

tx,

Gabor

3

Hi Joni,

this sounds a little like a misunderstanding. What you describe is standard NAV behaviour.

Example: You post an invoice, with one cost position (ex. fuel). Yo have the “posting description” field in the invoice head, which will be filled in by the application logic (and you can edit it later). And you have your invoice lines, where you can enter two description fields.When you post this in standard NAV 5.0SP1, then you will have the posting description in your vendor ledger entry and in all G/L entries.

The oddities are:

  1. By default the invoice forms don’t have the “posting description” field visible in the invoice head. So you can ask “where the hell does this text come from” and you’re right. You would need to have this field visible. Without further modification this text field is always what gets copied into the vendor ledger entry, and in the G/L entries.

  2. Although you have multiple lines in an invoice, the ledger entries that are generated aren’t always line-by-ine. They get accumulated in the G/L. Also, the line description is not respected for the G/L entries, the description in all entries will be the posting description from the header.

Your NAV partner can (easily) change this behaviour, if you want it. The most common customization is to make the “posting description” field visible. The other common customization is to retain the description field(s) in the lines as posting text for the cost G/L entries. This will change the accumulation logic, though, although I prefer it to find my way in the G/L entries.

with best regards

Jens