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Setup page · Accounts payable

Vendor invoice templates

Vendor invoice templates hold header information, line information, charges, and accounting distributions for invoices that recur; an invoice can be saved as a template from the Pending vendor invoice page.

Used by
Accounts payable clerk, Accounts payable manager, Landed cost agent and 4 more roles
Business process
Process supplier invoices
Menu item
VendInvoiceTemplate
Main table
VendInvoiceTemplate
Data entity
—
Setup steps
1 on this page
Show what matters for

Everyone

1What it is and why

What it isVendor invoice templates hold header information, line information, charges, and accounting distributions for invoices that recur; an invoice can be saved as a template from the Pending vendor invoice page.
What you do hereUsed for recurring vendor invoices: the templates are assigned to vendors with a start date, optional end date, frequency, and optional maximum amount, and then used to generate invoices.
ExampleUse recurring vendor invoices when you regularly receive vendor invoices that have the same services, quantity, and price.
Vendor invoice templates page in Dynamics 365
The page in a working Dynamics 365 system. page title tab to open what to set or check

Functional consultant · Solution architect

2Where it fits

Business processManage accounts payable › Process supplier invoices
Menu pathAccounts payable › Invoices › Recurring invoices › Vendor invoice templates
Set up firstNumber sequences Microsoft Learn ↗Pending vendor invoices Microsoft Learn ↗
Used next byAll vendors Microsoft Learn ↗Generate vendor recurring invoices Microsoft Learn ↗
Related pages—

End user · Functional consultant

3How to do it

Step by step, with screenshots

Set up Vendor invoice templates6 screens

Holds reusable vendor invoice templates with header, line, charge and distribution data for invoices that recur with the same content.

  1. Screen 1

    Create the vendor invoice template

    Go to Accounts payable > Invoices > Recurring invoices > Vendor invoice templates

    1. Select New and enter the Template name and Description
    2. In the General section, set Posting profile
    3. In the Payment section, set Terms of payment and Method of payment
    4. On the Invoice lines section, select Add and enter the item line
    1Posting profileBEAT
    2Terms of paymentNET30
    3Method of paymentBEAT-CASH
    4Template nameBEAT-SVC
    5Item numberBEAT-ITEM-001
    DescriptionAtlas synthetic vendor service
    Unitea
    Quantity1.00
    Unit price100.00
    Amount100.00
    Create the vendor invoice template
    page title tab to open what to set or check

  2. Screen 2

    Assign the template to the vendor

    Go to Accounts payable > Invoices > Recurring invoices > Vendor invoice templates, Assigned Vendors

    1. Select the BEAT-SVC template
    2. Select Assigned Vendors
    3. Add the vendor and set Active to Yes
    1Vendor accountBEAT-000001
    ActiveYes
    Assign the template to the vendor (zoomed on the outlined fields)
    Show the full screenAssign the template to the vendor
    page title tab to open what to set or check

  3. Screen 3

    Generate the recurring invoice

    Go to Accounts payable > Invoices > Recurring invoices > Vendor invoice templates, Assigned Vendors

    1. Select the BEAT-SVC template and select Assigned Vendors
    2. Review the Number of invoices column for the vendor

    Check Vendor BEAT-000001 is Active and shows 1 in Number of invoices, so one invoice was generated from the template.

    Generate the recurring invoice (zoomed on the outlined fields)
    Show the full screenGenerate the recurring invoice
    page title tab to open what to set or check

  4. Screen 4

    Post the generated invoice and find it in the invoice journal

    Go to Accounts payable > Inquiries and reports > Invoices > Invoice journal

    1. Open the Invoice journal
    2. Find the invoice for vendor BEAT-000001 dated 10/7/2026

    Check Invoice BEAT-00001-1 for BEAT-000001 is listed, dated 10/7/2026, in USD, with an invoice amount of 100.00.

    Post the generated invoice and find it in the invoice journal (zoomed on the outlined fields)
    Show the full screenPost the generated invoice and find it in the invoice journal
    page title tab to open what to set or check

  5. Screen 5

    Check the invoice accounting

    Go to Accounts payable > Inquiries and reports > Invoices > Invoice journal, View accounting

    1. Select invoice BEAT-00001-1
    2. Select View accounting

    Check The subledger journal shows 610100 Purchase expenditure for expense debit 100.00 and 210100 Vendor balance credit 100.00, with debit and credit totals of 100.00.

    Check the invoice accounting (zoomed on the outlined fields)
    Show the full screenCheck the invoice accounting
    page title tab to open what to set or check

  6. Screen 6

    Check the general ledger voucher

    Go to Accounts payable > Inquiries and reports > Invoices > Invoice journal, Voucher

    1. Select invoice BEAT-00001-1
    2. Select Voucher

    Check Voucher BEAT-110000002 dated 10/7/2026 shows 210100 trade payables -100.00 and 610100 procurement expense 100.00 USD.

    Check the general ledger voucher (zoomed on the outlined fields)
    Show the full screenCheck the general ledger voucher
    page title tab to open what to set or check

Microsoft's steps

  1. Go to Accounts payable > Invoices > Recurring invoices > Vendor invoice templates.
  2. Select New, then enter a Template name and Description.
  3. On the General FastTab, select a Posting profile.
  4. On the Payment FastTab, select a Method of payment.
  5. On the Financial dimensions FastTab, enter the financial dimensions.
  6. On the Invoice lines FastTab, select Add and enter the line details.
  7. Select Save.

Source: Microsoft Learn ↗

Field guide

FieldWhat it meansWorked exampleTable column
Posting profileThe vendor posting profile used for invoices made from the template.Microsoft Learn ↗BEAT—
Distribute amountsLets you pick main accounts for lines that don't use items or procurement categories.Microsoft Learn ↗——
Template name—BEAT-SVC—
Description—Atlas synthetic vendor service—
Terms of payment—NET30—
Method of payment—BEAT-CASH—
Item number—BEAT-ITEM-001—
Unit—ea—
Quantity—1.00—
Unit price—100.00—
Amount—100.00—
Vendor account—BEAT-000001—
Active—Yes—

Functional consultant

4Setup decisions

Setup stepRecommended value and whyDecision · common mistake · test
Set up Vendor invoice templates——

Solution architect

5Design impact

Shared or per company—
Can it be undone—
Feature or country—
If you change it laterOne template can be used for many vendors, and each vendor can have several templates with different frequencies. Microsoft Learn ↗

Technical architect

6Technical

Menu itemVendInvoiceTemplate Checked in Dynamics 365
FormVendInvoiceTemplate Checked in Dynamics 365
TableVendInvoiceTemplateShown as “Vendor invoice template” in Record infoChecked in Dynamics 365
Data entities—
Who can open itPrivilegesMaintain vendor invoice templates VendInvoiceTemplateMaintainView a list of invoices that were generated for the vendor and the template that was used VendInvoiceTemplateViewDutiesMaintain vendor invoices VendInvoiceVendorInvoicesMaintain
7 security rolesLanded cost agent ITMAgentRental coordinator agent RentalCoordinatorAgentRental manager RentalManagerRental purchasing manager RentalPurchasingManagerRental sales manager RentalSalesManagerAccounts payable clerk VendInvoiceAccountsPayableClerkAccounts payable manager VendInvoiceAccountsPayableManager
Checked in Dynamics 365
Actions on the pageButtons: Copy, Charges, Assigned VendorsChecked in Dynamics 365

Developer

7Developer

Open it directlyhttps://<your-environment>/?mi=VendInvoiceTemplate
Integrate with—
Table definition—

Everyone

8Sources and checks