HOW-TO

How to enter a vendor invoice with line items in Dynamics 365 Finance

Short answer

In Dynamics 365 Finance, open a new vendor invoice, pick the vendor, add one line per invoice row with a main account and sales tax code, then check the total matches the invoice.

Last checked

Entering a supplier bill with line items means recording each row of the invoice (item, quantity, price, account and GST) instead of one lump sum.

Before you start

  • Accounts payable clerk or similar role

The Dynamics 365 Finance way

Where to find it: Accounts payable > Invoices > Pending vendor invoices and Accounts payable > Workspaces > Vendor invoice entry

  1. For a purchase order invoice open Pending vendor invoices or the Open vendor invoices page and create the invoice from the order.
  2. For an invoice with no order choose New invoice journal in the Vendor invoice entry workspace.
  3. Enter the vendor account, invoice number, date, amount and offset account.
  4. Submit to workflow if one is set up, then Post.

Limits in Dynamics 365 Finance

  • Invoice journals skip purchase order matching and vendor invoice policies.

Good to know in Dynamics 365 Finance

  • Other routes: invoice register with invoice pool and Invoice capture.

Words Dynamics 365 Finance uses

  • Invoice journal. A fast entry sheet for vendor invoices that have no purchase order.

The Pulsify way

  1. Forward the supplier's invoice to your Pulsify address or upload it. Pulsify reads every printed row as its own line.
  2. Pulsify finds the vendor in Dynamics 365 Finance and suggests an account for each line from how that vendor was coded before.
  3. Review the lines in Pulsify. Fix any account or sales tax code and approve.
  4. On approval, Pulsify creates the vendor invoice in Dynamics 365 Finance with the original file attached.

Pulsify connects to Dynamics 365 Finance. We set up the connection for you.

What Pulsify does not do here

  • Pulsify aims for 99% accuracy, but you still review each bill before approval.

Common mistakes

  • Using an invoice journal for an order-based invoice, which skips matching and vendor invoice policies.
  • Choosing Post when a workflow is active. Users choose Submit instead.

More help

Sources

Last checked 2026-10-19. Confidence: confirmed.

Common questions

How do I enter a vendor invoice with no purchase order?

Choose New invoice journal in the Vendor invoice entry workspace. Enter the vendor account, invoice number, date, amount and offset account. Submit to workflow if one is set up, then Post.

How do I enter an invoice for a purchase order?

Open Pending vendor invoices or the Open vendor invoices page and create the invoice from the order. Other routes are the invoice register with an invoice pool or Invoice capture.

Does an invoice journal check the purchase order?

No. Invoice journals skip purchase order matching and vendor invoice policies. Use the order-based route when you want those checks.

Pulsify setup guides

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