Business Central 2025 Wave 1 (BC26): Check Total Purchase Amounts on Documents

The Business Central 2025 Wave 1 (BC26) release introduces a valuable feature aimed at enhancing the accuracy and efficiency of accounts payable processes: “Check Doc. Total Amounts”. While seemingly simple from a user perspective, but powerful addition that helps users validate purchase documents before posting.

At its heart, “Check Doc. Total Amounts” is designed to prevent posting discrepancies between the manually entered total amounts on purchase document headers and the calculated total amounts based on the individual purchase lines. This helps ensure that the data within Business Central accurately reflects the external vendor invoices, minimizing potential errors and reconciliation issues.

Implementation Details:

Setup: The functionality is controlled via a new option within the Purchases & Payables Setup page. Administrators need to explicitly enable the “Check Doc. Total Amounts” toggle. This opt-in approach ensures that existing environments are not impacted unless the feature is intentionally activated.

New Fields: Upon enabling the feature, two new fields become visible on the Purchase Invoice and Purchase Credit Memo pages:

• Doc. Amount Incl. VAT: This field is intended for users to enter the total amount, including VAT, as stated on the vendor’s document.
• Doc. Amount VAT: This field allows users to enter the total VAT amount as per the vendor’s document.

Automatic Calculation: When a user enters a value in the “Doc. Amount Incl. VAT” field, the system automatically calculates and populates the “Doc. Amount VAT” field based on the VAT rates applied to the individual purchase lines. Conversely, if the user enters the “Doc. Amount VAT”, the “Doc. Amount Incl. VAT” is automatically calculated.

Validation on Posting: The crucial technical aspect lies in the posting validation logic. When a user attempts to post a Purchase Invoice or Purchase Credit Memo with the “Check Doc. Total Amounts” feature enabled, Business Central performs the following checks:

• It calculates the sum of the “Amount Including VAT” for all individual purchase lines.
• It calculates the total VAT amount based on the VAT entries of the purchase lines.
• It compares these calculated totals with the values entered in the “Doc. Amount Incl. VAT” and “Doc. Amount VAT” fields on the document header.

Error Handling: If the calculated total amounts from the lines do not match the manually entered amounts on the header, the system will prevent posting and display an error message to the user. This forces a review of the purchase lines and header information to identify and rectify any discrepancies before the document can be posted.

The “Check Doc. Total Amounts” feature in Business Central 2025 Wave 1 (BC26) is a welcome addition for improving the accuracy of purchase document processing.

Stay tuned for more.

Original Post https://ammolhsaallvi.blog/2025/04/17/business-central-2025-wave-1-bc26-check-total-purchase-amounts-on-documents/