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Invoice party applicability rules extend the Registration ID framework in Dynamics 365 Finance by defining which registration IDs are required and applicable for each party involved in an invoice, based on the party’s role, address purpose, and country/region requirements.
This functionality is available starting with Finance version 10.0.48 and is enabled through the Establishment and Registration ID governance on invoices feature in Feature management. When enabled, registration categories can be configured with applicability rules that drive validation, selection, and immutable storage of registration IDs on posted invoices.
In many invoicing scenarios, multiple parties can participate in a single transaction. For example, issuing and receiving legal entities, establishments, customers, and vendors.
Regulatory requirements often differ depending on:
- The invoice party role (issuer or receiver).
- The organizational level (legal entity or establishment).
- The address purpose used on the invoice (such as invoice, or head office).
Invoice party applicability rules provide a deterministic and consistent mechanism to define:
- Which registration categories apply to each invoice party role.
- When a registration ID is mandatory for an invoice.
- How registration IDs are resolved, validated, and immutably stored during invoice posting.
This mechanism ensures that invoices consistently include the correct registration IDs for compliance, reporting, auditing, and electronic invoicing scenarios.
How invoice party applicability rules work
Invoice party applicability rules are part of the Establishment and Registration ID governance on invoices feature. When you enable this feature, you can set up Registration categories to support invoice‑specific applicability rules.
Invoice party applicability rules work together with module‑specific invoice parameters in Accounts payable, Accounts receivable, and Project management and accounting.
| Parameter name | Parameter location in Finance | Description |
|---|---|---|
| Require Registration ID on vendor invoice checkbox | Accounts payable > Setup > Accounts payable parameters > Invoice tab > Invoice FastTab | When enabled, the system enforces registration ID requirements on vendor invoices: Validates that all required Registration IDs are present before posting, ensures registration IDs are properly configured for all invoice party roles, prevents posting when mandatory registration IDs are missing. > NOTE: The registration IDs are stored immutably after the invoice is posted. |
| Require Registration ID on customer invoice checkbox | Accounts receivable > Setup > Accounts receivable parameters > Updates tab > Invoice FastTab | When enabled, the system enforces registration ID requirements on customer invoices: Validates that all required Registration IDs are present before posting, ensures registration IDs are properly configured for all invoice party roles, prevents posting when mandatory registration IDs are missing. > NOTE: The registration IDs are stored immutably after the invoice is posted. |
| Require Registration ID on project invoice checkbox | Project management and accounting > Setup > Project management and accounting parameters > Invoice tab | When enabled, the system enforces registration ID requirements on project invoices: Validates that all required Registration IDs are present before posting, ensures registration IDs are properly configured for all invoice party roles, prevents posting when mandatory registration IDs are missing. > NOTE: The registration IDs are stored immutably after the invoice is posted. |
These rules apply across all invoice creation paths, including customer invoices, vendor invoices, and project invoices.
You configure invoice party applicability rules at the registration category level. The system evaluates these rules during invoice processing.
Each rule defines:
- The invoice party role (Legal entity, Establishment, Customer, or Vendor).
- The address purpose that determines where the registration ID is resolved from (Head company, Invoice, Primary).
During invoice posting, the system evaluates these rules to determine:
- Which Registration IDs must be present.
- Which Registration IDs apply to the specific invoice context.
Invoice posting can't proceed if required Registration IDs are missing.
Use of invoice party applicability rules in establishment‑level invoice governance
Invoice party applicability rules work together with Establishments when you enable the module‑specific invoice parameter in Accounts payable, Accounts receivable, and Project management and accounting.
| Parameter name | Parameter location in Finance | Description |
|---|---|---|
| Require establishment on vendor invoice checkbox | Accounts payable > Setup > Accounts payable parameters > Invoice tab > Invoice FastTab | When enabled, the system enforces establishment requirements on vendor invoice header or lines: • Enables the Establishment field on vendor invoice documents. • Applies defaulting logic to automatically populate the Establishment where possible, based on Site setup or Financial dimensions on the document. • Validates that an Establishment is specified before posting and prevents posting if the field is empty. > NOTE: The Establishment value can't be changed after the invoice is posted. |
| Require establishment on customer invoice checkbox | Accounts receivable > Setup > Accounts receivable parameters > Updates tab > Invoice FastTab | When enabled, the system enforces establishment requirements on the customer invoice header. • Enables the Establishment field on customer invoice documents. • Applies defaulting logic to automatically populate the Establishment where possible, based on Site setup or Financial dimensions on the document. • Validates that an Establishment is specified before posting and prevents posting if the field is empty. > NOTE: The Establishment value can't be changed after the invoice is posted. |
| Require establishment on project invoice checkbox | Project management and accounting > Setup > Project management and accounting parameters > Invoice tab | When enabled, the system enforces establishment requirements on the project invoice header. • Enables the Establishment field on project invoice documents. • Applies defaulting logic to automatically populate the Establishment where possible, based on Financial dimensions on the document. • Validates that an Establishment is specified before posting and prevents posting if the field is empty. > NOTE: The Establishment value can't be changed after the invoice is posted. |
These parameters control whether an Establishment is required on invoices and determine when establishment‑level Registration IDs must be enforced during invoice posting. When you enable establishment enforcement, the system validates that an applicable establishment is specified on the invoice and uses the defined applicability rules to resolve the corresponding Registration IDs.
Learn more about Establishments and how they're defined in Establishments.
Invoice party applicability rules and vendor ship‑from address
For vendor invoices, Invoice party applicability rules can work together with the Vendor ship‑from address support on invoices feature.
When you enable this feature, the ship‑from address identifies the vendor establishment that issued the goods or services. Use this establishment as an invoice party when evaluating invoice party applicability rules for registration categories.
In this scenario:
- You derive the vendor establishment from the ship‑from address captured on the vendor invoice.
- Evaluate invoice party applicability rules that reference the Vendor party role and specific address purposes (such as Invoice) against the ship‑from address.
- Based on these rules, the system determines which vendor establishment‑level Registration IDs must be present for the invoice.
- Invoice posting can't proceed if required Registration IDs that apply to the vendor establishment identified by the ship‑from address are missing.
This integration ensures that vendor invoices are validated against the correct vendor establishment, rather than only the vendor head office, and that the applicable Registration IDs are accurately resolved and immutably stored on posted invoices.
Learn about how the ship‑from address is captured and validated on vendor invoices in Vendor ship‑from address support on invoices.
Invoice party applicability rules and customer delivery address
For customer and project invoices, Invoice party applicability rules can also evaluate the delivery address specified on the invoice. The delivery address can represent the customer establishment that receives the goods or services and may therefore serve as an invoice party when evaluating invoice party applicability rules for registration categories.
In this scenario:
- The customer establishment comes from the delivery address captured on the invoice.
- Invoice party applicability rules that reference the Customer party role and specific address purposes (such as Invoice) are evaluated against the delivery address.
- Based on these rules, the system determines which customer establishment‑level Registration IDs must be present for the invoice.
- Invoice posting can't proceed if required Registration IDs that apply to the customer establishment identified by the delivery address are missing.
This behavior ensures that customer and project invoices are validated against the appropriate customer establishment associated with the delivery location, rather than only the customer head office, and that the applicable Registration IDs are accurately resolved and immutably stored on posted invoices.
Availability of invoice party applicability rules
You can configure and evaluate Invoice party applicability rules for the following registration categories:
- VAT ID
- Enterprise ID (COID)
- Branch ID
- SIRET
Invoice party applicability rules aren't evaluated for other registration categories. For registration categories that aren't listed earlier, you can still store and maintain Registration IDs by using the Registration ID framework, but the system doesn't validate or enforce them through invoice party applicability rules during invoice processing.
Example 1: Branch ID applicability on vendor invoice
This example shows how invoice party applicability rules work by using the Branch ID registration category.
Scenario
A company with multiple branches receives vendor invoices from a vendor's branch. The company must ensure that Branch ID registration numbers are consistently applied and validated on the invoice for both the invoice issuer and the invoice receiver.
Configuration
Create a Branch ID Registration type and assign it to the Branch ID Registration category.
Enable the Require Registration IDs on vendor invoice and Require establishment on vendor invoice parameters in Accounts payable parameters.
Enable the Require ship from on vendor invoice checkbox for the vendor master record in transaction.
Define invoice party applicability rules for the Branch ID category, for example:
| Invoice party role | Address purpose |
|---|---|
| Establishment | Invoice or Primary |
| Vendor | Invoice |
Set up Registration IDs for:
| Party role | Address purpose | Registration type |
|---|---|---|
| Establishment | Invoice or Primary | Branch ID |
| Vendor | Invoice | Branch ID |
Before posting an invoice, users can preview the registration IDs that the system determines by selecting the Registration IDs button on the source document page.
Result
When you post an invoice:
- The system determines the applicable Registration IDs for both the issuing and the receiving parties based on their roles and address purpose configured in Invoice party applicability rules.
- Configuring Invoice party applicability rules for Branch ID requires specifying registration IDs for Establishment (Invoice receiver establishment) and Vendor (Invoice issuer establishment).
- If you don't set up Registration ID of Branch ID Registration category for establishment or vendor involved in invoice transaction, invoice posting is blocked.
- If you set up Registration ID of Branch ID Registration category for establishment or vendor involved in invoice transaction, the system immutably stores these Registration IDs for the posted invoice.
The resolved VAT registration IDs are stored on the posted invoice and used for reporting and compliance.
For posted invoices, the Registration IDs button in vendor invoice journal allows users to review the registration IDs that the system determined and stored at the time of posting.
Example 2: VAT ID and Branch ID applicability on customer invoice
This example illustrates how invoice party applicability rules work using the VAT ID and Branch ID registration categories.
Scenario
A company that has multiple branches issues customer invoices and must ensure that VAT registration numbers are consistently applied and validated on invoices and that Branch ID registration numbers are consistently applied and validated on invoice for both legal entity establishment and customer delivery establishment.
Configuration
Create a VAT ID Registration type and assign it to the VAT ID Registration category.
Create a Branch ID Registration type and assign it to the Branch ID Registration category.
Enable the Require Registration IDs on customer invoice and Require establishment on customer invoice parameters in Accounts receivable parameters.
Define Invoice party applicability rules for the VAT ID category:
| Invoice party role | Address purpose |
|---|---|
| Legal entity | Head company or Primary |
| Customer | Head company or Primary |
Define Invoice party applicability rules for the Branch ID category:
| Invoice party role | Address purpose |
|---|---|
| Establishment | Invoice or Primary |
| Customer | Invoice |
Set up Registration IDs for:
| Party role | Address purpose | Registration type |
|---|---|---|
| Legal entity | Head company or Primary | VAT ID |
| Establishment | Invoice or Primary | Branch ID |
| Customer | Head company or Primary | VAT ID |
| Customer | Invoice | Branch ID |
Before posting an invoice, users can preview the registration IDs that the system determines by selecting the Registration IDs button on the source document page.
Result
When you post an invoice:
- The system determines the applicable Registration IDs of VAT ID category for both the issuing legal entity and the customer based on their roles and addresse purpose configured in Invoice party applicability rules:
- Legal entity: VAT ID
- Establishment: Branch ID
- Customer head company: VAT ID
- Customer establishment: Branch ID
- Configuration of Invoice party applicability rules for VAT ID and Branch ID require registration IDs to be specified for legal entity, establishment, customer, and delivery address.
- If you don't set up Registration ID of VAT ID or Branch ID Registration category for legal entity, establishment, or customer involved in invoice transaction, invoice posting is blocked.
- If you set up Registration ID of VAT ID and Branch ID Registration category for legal entity, establishment, or customer involved in invoice transaction, the system immutably stores these Registration IDs for the posted invoice.
The resolved VAT and branch registration IDs are stored on the posted invoice and used for reporting, compliance, and electronic invoicing.
For posted invoices, the Registration IDs button in customer invoice journal allows users to review the registration IDs that the system determined and stored at the time of posting.