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AP Replicator Workflow

The AP replicator feature is used by companies who also use the decentralized payables process in situations when a vendor sends a single invoice that is to be split among different entities. By using the AP replicator feature intercompany (Due to/Due from ) transactions are not created when the separate invoices for each entity are created.

For example, an electricity company sends an invoice to a property. The property is occupied by three different entities. As a result, the electricity company must split the invoice into three separate invoices, one invoice for each entity. Each entity will pay the invoice they receive, which represents a portion of the whole original invoice.

Example

This example demonstrates the flow of how the AP replicator feature works.

On the Multi-Entity Management Setup page, turn on number series security. On the MEM Entity Setup page, the number series for PROD only has been set up.

On the MEM Entity Allocation page, create the following templates: 

Template 1
Allocation Dimension 1: PROJECT      
Department Code Allocation Dimension Value 1 Allocation Dimension Value 2 Allocation Dimension Value 3 Allocation %
ADM DIMVAL1     15.00
PROD DIMVAL1     70.00
ADM DIMVAL2     5.00
PROD DIMVAL2     10.00
         
Template 2
Department Code Allocation Dimension Value 1 Allocation Dimension Value 2 Allocation Dimension Value 3 Allocation %
PROD       40.00

On the Purchase Invoice page, create a transaction as follows: 

  • Entity Code: ADM
  • Vendor: 1006
  • Vendor Name: V00010
  • Posting Date: September 01, 2021
  • Due Date: October 01, 2021
  • Vender Invoice No. 1006

The Lines are as follows (the table shows only the necessary columns). The last two lines use the entity allocation template.

Entity Code Project Code Allocation Template Direct Unit Cost
AMF     100.00
ADM     250.00
SALES DIMVAL3 Template 1 800.00
ADM DIMVAL1 Template 2 100.00

After the process to Post and Replicate is run, the originating invoice is posted, and the unit price for each line becomes zero (0).

Entity Code Project Code Allocation Template Direct Unit Cost Unit Price
AMF       0.00
ADM       0.00
SALES DIMVAL3 Template 1   0.00
ADM DIMVAL1 Template 2   0.00

Also three purchase invoices are created.

Invoice 1: No number series is set up for entity AMF. This entity is not in any allocation template. The resulting invoice has the following values: 

  • Entity Code: AMF
  • No.: 1007
  • Vendor Name: V00010
  • Posting Date: September 01, 2021
  • Due Date: October 01, 2021
  • Vender Invoice No. 1006-AMF

The invoice has one line as follows based on the first line of the originating invoice.

Entity Code Project Code Allocation Template Direct Unit Cost
AMF     100.00

Invoice 2: No number series is set up for entity ADM. This entity appears in allocation Template 1 as two separate lines and by default is used in Template 2. The resulting invoice has the following values: 

  • Entity Code: ADM
  • No.: 1008
  • Vendor Name: V00010
  • Posting Date: September 01, 2021
  • Due Date: October 01, 2021
  • Vender Invoice No. 1006-ADM

The invoice has four lines as follows: 

  • Line 1 is based on the second line of the originating invoice. No allocation template is used.
  • Line 2 is based on the third line of the originating invoice, and allocation Template 1 is used. This value is calculated based on the first allocation instance of ADM in the template: 15% * 800.00 = 120.00.
  • Line 2 is based on the third line of the originating invoice, and allocation Template 1 is used. This value is calculated based on the second allocation instance of ADM in the template: 5% of 800.00 = 40.00.
  • Line 3 is based on the fourth line of the originating invoice, and allocation Template 2 is used. This value is calculated based on the allocation of 60% to the default entity: 60% * 100.00 = 60.00.
Entity Code Project Code Allocation Template Direct Unit Cost
ADM     250.00
ADM DIMVAL1 Template 1 120.00
ADM DIMVAL2 Template 1 40.00
ADM DIMVAL1 Template 2 60.00

Invoice 3:  A number series is set up for entity PROD. This entity appears in allocation Template 1 and Template 2. The resulting invoice has the following values: 

  • Entity Code: PROD
  • No.: PR0005
  • Vendor Name: V00010
  • Posting Date: September 01, 2021
  • Due Date: October 01, 2021
  • Vender Invoice No. 1006-PROD

The invoice has three lines as follows: 

  • Line 1 is based on the third line of the originating invoice, and allocation Template 1 is used. This value is calculated based on the first allocation instance of PROD in the template: 70% * 800.00 = 560.00
  • Line 2 is based on the third line of the originating invoice, and allocation Template 1 is used. This value is calculated based on the second allocation instance of PROD in the template: 10% * 800.00 = 80.00
  • Line 3 is based on the fourth line of the originating invoice, and allocation Template 2 is used. This value is calculated based on the allocation of 40% for PROD in the template: 40% * 100.00 = 40.00
Entity Code Project Code Allocation Template Direct Unit Cost
PROD DIMVAL1 Template 1 560.00
PROD DIMVAL2 Template 1 80.00
PROD DIMVAL1 Template 2 40.00

Setup Options

In addition to the standard Multi-Entity Management setup, ensure a system administrator has completed the following additional setup.

  • On the Multi-Entity Management Setup page, turn on or off the AP Replicator Post Through option. By turning on this option, the invoices that are created using the AP replicator process are automatically posted. To manually post the invoices, turn the option off.
  • Set up entity allocation templates (see Entity Allocation Template Workflow)

General Workflow

To use the AP replicator feature, follow the steps in the Microsoft Dynamics 365 Business Central documentation for creating an invoice and incorporate the following steps:

  1. On the Purchase Invoice page, create an invoice.
  2. Optional. In the header, select the Allocation Template.
  3. For each line you add, change the Allocation Template if needed.
  4. Select Posting > Post and Replicate.
  5. If the invoices are not automatically posted, post the invoices at a later time from the Purchase Invoices list page.

    6. The Purchase Invoices list page shows all unposted purchase invoices. Select the purchase invoices that you want to post, and select Posting > Post and Replicate.

After the process is finished, a confirmation message providing information on the number of invoices created appears. To review a list of all originating invoices with the invoices created from the AP replicator feature, use the MEM AP Replicator page.

For the newly created invoices, most values are from the originating invoice with exception of the following: 

  • Header values
    • Entity Code is from the line or from the allocation template for the line.
    • Invoice No. is based on Multi-Entity Management securities settings.
      • Uses the invoice numbering based on the entity when number series security is turned on on the Multi-Entity Management Setup and the number series is set up on the MEM Entity Setup.
      • If the number series security is turned off, the default number series in Microsoft Dynamics 365 Business Central is used.
    • Vendor Invoice No. is appended with the entity of the newly created invoice. The format is <OriginalVendorInvoiceNo>-<Entity>. If the original vendor invoice number is longer than 35 characters, the value is truncated and the invoice entity is added.
      For example, the original vendor invoice number is 012345678901234567890123456789012, and the entity is PROD. The vendor invoice number for the newly created invoice is 012345678901234567890123456789-PROD.
  • Line values
    • Dimension is from the line entity (dimensions) or from the allocation template for the line (if available). If a non-entity dimension is setup in the allocation template, , transfer to/overwrite the purchase invoice line.
    • Direct Unit Cost Excl. Tax is the original amount if the line does not use an allocation template. Otherwise, this value is calculated based on the allocation template of the line.