Many organizations have specific processes for how sales and purchase invoices should be posted in Dynamics 365 Business Central. In some cases, one employee may handle the entire posting process, while in others, invoices must go through additional review or approval steps before they can be finalized.

Without clear posting controls, users may accidentally post invoices incorrectly or bypass established workflows, leading to process inconsistencies and potential financial risks.

In this Business Central Tip of the Month, we’ll explore how invoice posting policies help organizations control how users post sales and purchase invoices, improving accountability and supporting stronger internal controls.

Tip summary: Control how users post invoices in D365 Business Central

Business Central’s invoice posting policy feature allows administrators to define how individual users can post sales and purchase invoices. These settings are configured on the User Setup page and help enforce company-specific posting procedures.

Organizations can choose from three posting policy options:

• Allowed (Default): Users can freely choose posting options such as Ship, Invoice, or Ship and Invoice.
• Prohibited: Users cannot post invoices directly and are limited to shipment or receipt actions only.
• Mandatory: Users are required to post invoices together with shipments or receipts using Ship and Invoice or Receive and Invoice.

These policies help standardize processes, reduce posting errors, and ensure invoice activity aligns with internal procedures.

Tip steps: How to configure invoice posting policies

Step 1: Open User Setup

1. Use the Search feature (magnifying glass) in Business Central.
2. Navigate to User Setup.
3. Select the user you want to configure.

Step 2: Configure Sales Invoice Posting Policy

1. Locate the Sales Invoice Posting Policy field.
2. Choose one of the available options:
   • Allowed
   • Prohibited
   • Mandatory

This setting determines how the user can post sales invoices.

Step 3: Configure Purchase Invoice Posting Policy

1. Locate the Purch. Invoice Posting Policy field.
2. Select the appropriate posting option for the user.

This controls how purchase invoices can be posted.

Step 4: Test the user experience

After applying the policy, test the posting process to confirm users receive the correct posting options and restrictions based on their assigned settings.

Why this tip matters

Invoice posting policies provide organizations with greater control over how invoices are processed in Business Central. By restricting or enforcing specific posting behaviors, companies can improve consistency, strengthen internal controls, and reduce the risk of posting errors. This feature is especially valuable for organizations with approval workflows, separation of duties requirements, or standardized shipping and receiving processes. Invoice posting policies are also one practical way to support segregation of duties in Business Central by limiting who can post invoices separately from shipment or receipt activity. For a broader look at how roles, permissions, approvals, and access controls work together, read our guide to Business Central segregation of duties.

If you’d like help configuring posting policies, reviewing your user setup, or optimizing financial controls in Business Central, our Microsoft experts are here to help. Contact us today to learn how we can help strengthen your processes and be sure to check back next month for another Tip of the Month.