Outcomes - Purchase Ledger

Checklist to validate Purchase Ledger skills in Bevica Select. Post vendor documents and payments, then verify ledger entries and posting results.

Use this checklist after the Purchase Ledger training.

It helps you prove you can post, pay, and reconcile vendor transactions.

Before you start

You need:

• Access to Bevica Select (ideally a test company)
• Introduction to Business Central
• General Ledger Part 1
• Purchase Ledger

Recommended:

• Work through this with a finance user.
• Capture evidence (posted document numbers, entry numbers, and what you checked).

Completion criteria (what “done” looks like)

You’re done when:

• You can post and correct vendor transactions safely.
• You can apply/unapply entries without leaving items open by mistake.
• You can reconcile aged payables back to the control account.

Vendor setup

Create and validate a vendor record

Do

1. Create a new vendor.
2. Populate key fields, including default dimensions.
3. Create an additional order address.
4. (Optional) Add a vendor bank account if you will produce payment files.

Check

• Posting groups are set so documents post without errors.
• Defaults flow onto purchase documents.

Useful reference: Creating Vendors.

Invoicing vendors (stock invoices)

This section assumes goods were received on a purchase order first.

If you need the operational flow, see Purchase Order Processing.

Post invoices against receipts

Do

1. Post a purchase invoice for receipted items.
2. Process one invoice that differs from the PO:

   • quantity difference
   • value difference
3. Post one invoice where VAT differs by pennies.
4. Reverse an incorrect receipt.

   • Only possible if additional charges were not posted.

Check

• You can review the posted purchase invoice and explain:

  • Vendor Ledger Entries
  • G/L Entries
  • VAT Entries (if used)
  • Item Ledger Entries and Value Entries (stock impact)

For VAT rounding, see Handle VAT differences on purchase invoices.

Finance-only purchase invoices and credit memos

Do

1. Post a financial purchase invoice (G/L-only).
2. Credit that invoice with a financial purchase credit memo.
3. Post a mixed VAT invoice (some lines VATable, some not).

Check

• You can explain why this is different from stock corrections.
• You can find and review the posted entries created.

Optional deeper reading: Non-Stock Purchase Invoices and Credit Memos.

Managing vendor accounts (blocking + disputes)

Control posting and payment

Do

1. Block a vendor from payment.
2. Block a vendor from posting.
3. Put an invoice on hold.
4. Report on invoices on hold.
5. Remove an invoice hold.

Check

• Users see the intended warnings and blocks.
• You understand the difference between blocking payment vs blocking posting.

Useful reference: Put vendor ledger entries on hold.

Vendor payments

Post and apply payments

Do

1. Post a payment on account, then apply it to an invoice.
2. Pay a single invoice and apply it.
3. Pay multiple invoices and apply them.
4. Post a foreign currency payment and change the exchange rate.

Check

• You can see the effect on:

  • Vendor Ledger Entries (Open / Remaining Amount)
  • Bank Ledger Entries
  • G/L Entries
• You can unapply and reapply entries.

Suggest vendor payments (if used)

Do

1. Run Suggest Vendor Payments.
2. Review how amounts were calculated.
3. Remove a vendor from the payment journal.
4. Amend the invoices applied (pay less or more).
5. Renumber document numbers so they are sequential.
6. (Optional) Produce remittance advices.
7. Post the payment journal.

Check

• You can explain what the payment journal will post before posting.
• You can trace posted payments back to journals and entries.

External: Suggest vendor payments (Microsoft Learn).

Prepayments (if used)

Skip this section if you don’t use vendor deposits.

Do

1. Post a prepayment invoice from a purchase order.
2. Review posted prepayment entries.
3. Pay the prepayment invoice.
4. Correct a posted prepayment invoice.
5. Post the final invoice from the purchase order.

Check

• You understand how the prepayment links to the final invoice.

Useful reference: Prepayment Invoicing.

Reporting

Aged Accounts Payable (reconcile to the G/L)

Do

1. Run Aged Accounts Payable as at a date.
2. Confirm which ageing method you are using (Due Date / Document Date / Posting Date).
3. Reconcile the total back to the vendor control account in the Chart of Accounts.

Check

• You can explain any differences and fix the cause.

Useful reference: Reconcile aged receivables and payables to the general ledger.