CHAPTER 6: SALES ORDERS

Transcription

1 Chapter 6: Sales Orders CHAPTER 6: SALES ORDERS Objectives Introduction The objectives are: Review the various forms and list pages for working with sales orders. Determine and apply different sales order types. Set up account receivable order parameters. Create a sales order and add lines to it. Specify multiple delivery addresses for sales order lines. Discuss how to set up a delivery schedule on a sales order. Set up the Delivery dates feature to specify and update requested dates. Use the Available dates feature to specify and update request dates. Create order entry deadlines and order entry deadline groups for sites. Create an order of the Direct delivery type and update the order Review the sales order posting status and profiles. Discuss how to generate a sales order confirmation. Discuss how to generate a sales order picking list. Review the picking list registration process. Discuss how to generate a packing slip for a sales order. Explore the Shipment carrier interface feature. Sales Orders reviews the process for creating and managing sales orders in Microsoft Dynamics AX Sales orders are used throughout the sales process to record information about the goods and services that a company is selling to various customers. 6-1

2 Supply Chain Foundation in Microsoft Dynamics AX 2012 Working with Sales Orders Various forms and list pages are available for creating, reviewing, and updating sales orders. The following topics review the Sales order form and Sales order list page functionality. All Sales Order List Page The All sales orders list page is found in Sales and marketing > Common > Sales orders > All Sales orders. The list page displays all sales orders for the current company. It can be used to create, change, or review any sales orders in the system for the company that you are logged in to. FIGURE 6.1 ALL SALES ORDER LIST PAGE The All sales orders list page contains two FactBoxes that display additional information about the selected sales order. Latest sales orders - displays a list of recent sales orders for the same customer as the sales order that is selected in the grid. The user can browse to a related sales order by clicking the Sales order link inside the FactBox. Related information - displays the number of open quotations, open sales orders, unpaid invoices, return orders, and open cases for the same customer as the sales order that is selected in the grid. 6-2

3 Chapter 6: Sales Orders The buttons in the Action Pane are used to complete various tasks that are related to the selected sales order(s). Not all buttons are available when you select more than one sales order. The preview pane on the All sales orders list page displays a list of each line on the selected sales order. Sales Order Form The Sales order form is used to enter and view the details about one specific sales order. There are several methods to open the Sales order form: Open Sales and marketing > Common > Sales orders > All sales orders. Next, click Sales order in the New group of the Action Pane. Open Sales and marketing > Common > Customers > All customers. Next, click Sales order in the New group on the Sell tab of the Action Pane. Open Sales and marketing > Common > Sales orders > All sales orders. Next, select the desired sales order and then click Edit in the Maintain group of the Action Pane. Open Sales and marketing > Common > Sales orders > All sales orders. Next, double-click the desired sales order. The Sales order form has two views available: header view, line view, and edit in grid view. 6-3

4 Supply Chain Foundation in Microsoft Dynamics AX 2012 Working in the Line View When you open the Sales order form, the form will always open in the Line view. The line view version of the form has three FastTabs: Sales order header - displays basic information from the header of the sales order that applies to all lines of the sales order. However, some fields can be overridden at line level. To expand the Sales order header FastTab enter CTRL + 1. Sales order lines - displays a list of each item or service for the sales order. This FastTab will always be expanded Line details - displays additional information for the line that is selected in the Sales order lines tab. The additional information on the Line details tab is split into several tabs across the bottom of the tab page, dividing the additional fields into logical groups or areas. To expand the Sales order header FastTab, enter CTRL + 3. FIGURE 6.2 SALES ORDER FORM - LINE VIEW 6-4

5 Chapter 6: Sales Orders Working in the Header View To enter detailed information about a sales order into the header and optionally have the information copied to all the lines of the sales order, you must open the header view. To access the header view, click Header view in the Show group of the Action Pane on the Sales order form or enter F12. FIGURE 6.3 SALES ORDER FORM - HEADER VIEW When you are in the header view of the Sales order form, the Header view button on the Action Pane will be highlighted to give you a visual indication of the current view. The header view is split into several tabs that are described in the following table. Tab General Setup Address Delivery Price and discount Description View and edit information about the selected sales order. The shortcut to expand this FastTab is CTRL + 1. View and change the buyer group, order, pool, and language information for the selected sales order. The shortcut to expand this FastTab is CTRL + 2. View or select address information about the vendor for the selected sales order. The shortcut to expand this FastTab is CTRL + 3. Set up delivery information for the order. The shortcut to expand this FastTab is CTRL + 4. Enter price and discount information for the order. The shortcut to expand this FastTab is CTRL

6 Supply Chain Foundation in Microsoft Dynamics AX 2012 Tab Packing Intercompan y settings Foreign trade Financial dimensions Description Enter RFID tagging information for the order. The shortcut to expand this FastTab is CTRL + 6. Enter intercompany setting information for the order. The shortcut to expand this FastTab is CTRL + 7. Enter foreign trade information for the order. The shortcut to expand this FastTab is CTRL + 8. View information about financial dimensions, such as the default dimensions and where the dimensions are used in account structures and account rule structures. The shortcut to expand this FastTab is CTRL + 9. Working in the Edit in Grid View To open the Sales order form in the Edit in grid view, click Edit in grid in the Maintain group of the Action Pane. To change to the grid view when the Sales order form is open, click the Grid icon in the status pane. The Edit in grid view lets you modify information on the most common sales order fields. It also lets you select multiple sales orders for update. FIGURE 6.4 SALES ORDER FORM - EDIT IN GRID VIEW 6-6

7 Chapter 6: Sales Orders Sales Order Statuses A sales order can have several statuses that indicate how far the selected order is within the sales order process. Open order Received Invoiced Canceled In addition to the status on the header of the sales order, each line of the order can also have a status, as follows: Open order Received Invoiced Canceled Sales Order Document Statuses In addition to the sales order status, each sales order has a document status that indicates which documents are generated for a selected sales order. None - no documents are generated for the order. Confirmation - a confirmation is generated for the order. Picking list - at least one picking list is generated for the order. Packing slip- at least one packing slip is generated for the order. Invoice - at least one invoice is generated for the order. Because the status and document status are calculated separately, different combinations of statuses and document status can help additionally identify an order s status. For example, if an order s status is Open order and the document status is Invoice, you can conclude that the order is partly received and invoiced. One-Time Customer Use the One-time customer function when you are working with a customer who does not exist in the Customer form. Before you use this function, make sure that a number sequence is set up for one-time customers in Account receivable > Setup > Account receivable parameters > Number sequences. 6-7

8 Supply Chain Foundation in Microsoft Dynamics AX 2012 Sales Order Types When you create a sales order in Microsoft Dynamics AX 2012, select from one of several sales order types: Journal Subscription Sales Order You cannot select the following sales order types manually, because they are created through the Return management feature or the Project management and accounting module. Returned Order Item Requirements Sales Order The sales order type of Sales order is used when the customer confirms that he or she wants the order. You can set the default type to be Sales order inside the Accounts Receivable Parameters form, depending on the client's business process. Journal Sales orders of the Journal type resemble purchase orders of the Journal type because they are also used as draft sales orders. Journals help when you bring data into the system that might not meet quality or other standards. This can occur with data loads or data that is entered by a new or temporary worker. A sales order of the Journal type does not affect stock quantities, and the quantity on the order line will not be considered in Master planning. Subscription The sales order type of Subscription is used for repeated sales of the same item or service to the same customer. When a packing slip is updated, Microsoft Dynamics AX 2012 generates a packing slip. When the invoice is updated, a new packing slip or invoice entry can be updated for the same sales line. The order never has an Invoiced status, only Open or Delivered. Example: Subscriptions Type Cave Wholesale has a standing order to buy 100 LCD Televisions HD Black 42 inches from Contoso Entertainment Systems. The order processor creates a sales order of the Subscription type for Light and Design and creates a line for 100 pieces of LCD Televisions HD Black

9 Chapter 6: Sales Orders Each month, the subscription is invoice-updated, and the goods are delivered to the customer, and then the customer is billed for the standard quantity of 100 pieces. The sales order remains at the Open order status, but transactions are created for the sales order line. Returned Order The sales order type of Returned order is used when you receive goods back from a customer. The Returned order type in Microsoft Dynamics AX 2012 cannot be selected manually. It is created through the Return orders form in Sales and marketing > Common > Return orders > All return orders. For more information about Customer returns, refer to Customer Returns in the Supply Chain Foundation in Microsoft Dynamics AX 2012 course. Item Requirements Set Up Sales Parameters The sales order type of Item requirements is connected to the Microsoft Dynamics AX 2012 Project management and accounting module. When you create the item requirements in the Project management and accounting module, the system automatically creates a sales order of the type Item requirements. Use the Accounts receivable parameters form to set up sales parameters and perform the following tasks: Define settings that apply to all sales transactions. Enter default information that will be used if the information has not been specified at a lower level. Select the Prompt for customer information parameter if the user must be prompted for transfer of customer master data to the sales order on sales order creation or modification. Select the template customer who must be used for any one-time customer that you create. Select number sequences for sales transactions. 6-9

10 Supply Chain Foundation in Microsoft Dynamics AX 2012 General Tab Using the General tab of the Accounts receivable parameters form to set up the default values that appear on new sales orders or quotations. You can change the values on individual sales orders or quotations as appropriate. You can also specify requirements for reason codes. The following table provides an overview of the parameters on the General tab. Parameter Mandatory tax group Tax exempt number requirement Minimum reimbursement One-time customer account Order type Period of validity Sales order pool Reservation Description Select this check box to require that a tax group be defined for each new or modified customer account. Select the country/region group that applies to your legal entity and that determines whether a tax exempt number is mandatory for customers who claim tax exemption. If a customer has a credit amount because of an overpayment or a credit note, a reimbursement transfers the amount to a vendor account. Enter the minimum amount to process for a reimbursement. If the value in this field is 0.00, no minimum payment is required. Select a customer account as the default template for one-time customers. This is the customer account that will serve as a template for the information that will be entered on a sales order for a customer who is not expected to make other orders. Select the order type to be proposed when you create an order in the Sales order form. Enter the number of days for the sales order deadline. When you create a sales order, the deadline is automatically calculated as today's date plus the number of days specified in this field. You can delete all sales orders that have a deadline earlier than the specified date by using the Delete orders form. (Click Sales and marketing > Periodic > Clean up > Delete order.) Select the default sales order pool that will be added automatically to an order when you create the order in the Sales order form. If you do not want to use the default sales order pool, you can change it for a specific customer or on a specific sales order. Select the default method of reservation to use when you create an order in the Sales order form. 6-10

11 Chapter 6: Sales Orders Parameter Sales origin Sales origin from Enterprise Portal Prompt for customer information Mark order as void Prompt quantity field value when posting documents Period of validity Require reason code for payment cancellations Require reason code for return orders Require reason code for transaction reversals Description Select the default sales origin of an order. The sales origin that you specify here is inserted automatically when you create a sales order. Select the default origin for sales orders that are entered through the Enterprise Portal. Select this check box to receive a warning when you create or modify a sales order in the Create sales order form. The warning will explain that the customer's term information, such as terms of payment, will be copied from the Customers form to a sales order. Select this check box if you want sales orders to be just voided instead of deleted when a sales order is deleted. Select this check box to automatically recommend a value for the Quantity field when you post a document. Enter the number of days that a Return Materials Authorization (RMA) for customers is valid. The estimated date of arrival is calculated based on the system date plus the number of days that you specify. Select this check box to require that a reason code be selected when payments are canceled. Select this check box to require that a reason code be selected before a return order can be posted. Select this check box to require that a reason code be selected when accounts receivable transactions are reversed. 6-11

12 Supply Chain Foundation in Microsoft Dynamics AX 2012 Accounts receivable > Setup > Accounts receivable parameters > General tab FIGURE 6.5 ACCOUNTS RECEIVABLE PARAMETERS - GENERAL TAB Updates Tab Use the Updates tab on the Accounts receivable parameters form to enter or view parameters in the General, Picking list, Packing slip, Invoice, and batch sections. This includes rules for delivery acceptances and updating invoices and picking lists. Invoicing parameters will not be covered in this topic. For more information about generating invoices for sales orders, refer to the Financials I in Microsoft Dynamics AX 2012 course. To view or edit parameters for automatically updating order lines when you change the sales order header, click Update order lines. The options are described in the following table. Parameter Accept overdelivery Description Select this check box if customers are willing to receive more items through the packing slip update than the quantity that is ordered on the sales order line. 6-12

13 Chapter 6: Sales Orders Parameter Accept underdelivery Safety level of invoiced orders Use default language Automatic reduction, picking list Picking route status Post packing slip in ledger Automatic reduction, packing slip Number of document in batch task Update order lines Description Select this check box if customers are willing to accept that an underdelivery might be regarded as a final delivery. Specify whether to allow for changes to a fully invoiced sales order. Select this check box to print the picking list in the default language that is specified in the Legal entities form. If this check box is cleared, the picking list is printed in the language that is defined as part of the picking list report properties. Select this check box to reduce the quantity that is sent to pick to the available on-hand quantity. Select the picking route status that will be used when the picking list is updated. Completed - When the picking list is issued, the pick is performed and the system updates the quantity to be picked. Activated - The order is generated with the Activated picking status. The picking process must be manually activated, and then later it must be manually completed to change the status to Completed. Select this check box to post the stock value of physical inventory transactions to the ledger when you update a packing slip. Select this check box to reduce the quantity that is sent to the packing slip to the available on-hand quantity. Enter the maximum number of documents that must be processed in parallel in each batch task in the batch job. The batch job is run when you post sales orders. Use this button to open a form where you can specify how sales order lines are automatically updated when modifications are made on the sales order header. For each field, you can select one of the following values. Always - The order lines are updated automatically when the order header is updated. Never - The order lines are not updated when the order header is updated. Prompt - The user selects whether to update the order lines. 6-13

14 Supply Chain Foundation in Microsoft Dynamics AX 2012 Accounts receivable > Setup > Accounts receivable parameters > Updates tab FIGURE 6.6 ACCOUNTS RECEIVABLE PARAMETERS - UPDATES TAB Summary Update Tab Use the Summary update tab to specify default values and the order error tolerance for summary updates of sales orders. To set up parameters for data collection for a summary update, click Summary update parameters, and then make selections in the Quotation, Confirmation, Picking list, Packing slip, and Invoice areas. 6-14

15 Chapter 6: Sales Orders Accounts receivable > Setup > Accounts receivable parameters > Summary Update tab FIGURE 6.7 ACCOUNTS RECEIVABLE PARAMETERS - SUMMARY UPDATE TAB The Split based on group lets you split the sales order confirmations, picking lists, packing slips, and invoices based on the Site or Delivery information check boxes. For example, if you select the Delivery information check box for confirmation, the sales confirmation will produce one confirmation for each sales order line delivery address when you post. If you clear the check box the confirmation will use the header address in the Sales order form as the delivery address when you generate the sales order confirmation. Shipments Tab Use the settings on the Shipments tab to specify whether to include shipping information on invoices or product receipts. You can also specify whether to create bills of lading and which information to include. Parameter Shipping specification Description Specify whether and when shipping specifications will be automatically entered. Shipping specifications include volume, net weight, cartons, gross weight, shipping zone, and shipping label print settings. You can enter shipping information when you make a packing slip update, invoice the order, or both. Select None if you want to enter all the shipping specifications manually. 6-15

16 Supply Chain Foundation in Microsoft Dynamics AX 2012 Parameter ATP incl. planned orders Delivery date control Sales lead time ATP time fence ATP backward demand time fence ATP backward supply time fence ATP delay demand offset time Description Select this check box to include planned orders in available-to-promise (ATP) calculations, if you select the ATP calculation method in the Delivery date control field. Select the method to use to calculate possible ship and receipt dates. If you select ATP + Issue margin, the shipping date is equal to the ATP date plus the issue margin for the item. The issue margin is the time that is required to prepare the items to ship. If you select CTP, a capable-to-promise (CTP) explosion is calculated. The confirmed ship date is updated with a suggested ship date. Enter the number of days for the default lead time. Enter the period, in days, to use to calculate ATP, if you selected the ATP calculation method in the Delivery date control field. Enter the number of days backward from today that past-due demand will be considered when you are calculating availability dates for inventory. Past-due demand, also known as inventory issues, affects the earliest available delivery dates for inventory. For example, if you enter 0, no past-due demand will be considered. If you enter 1, yesterday's demand will be considered, if it has not already been fulfilled. Enter the number of days backward from today that past-due supply will be considered when you are calculating availability dates for inventory. Past-due supply, also known as inventory receipts, affects the earliest available delivery dates for inventory. For example, if you enter 0, no past-due supply will be considered. If you enter 1, yesterday's supply will be considered, if it has not already been fulfilled. Enter the number of days - forward from today - considered to be the delivery date for past-due demand on inventory issues. For example, if you enter 0, items that have a past-due delivery date will be considered as delivered today. If you enter 1, items that have a past-due delivery date will be considered as delivered tomorrow. 6-16

17 Chapter 6: Sales Orders Parameter ATP delay supply offset time Shipment report layout Bill of landing Language Carrier name Freighted by Freight charge terms Trailer loaded Freight counted Description Enter the number of days forward from today that is considered the received date for items on past-due inventory receipts. For example, if you enter 0, the item will be considered as received today. If you enter 1, the item will be considered as received tomorrow. Select a shipment report layout: Shipping labels - Print one or more shipping labels for each package that is specified when you entered the shipping descriptions. Shipment list - Print a dispatch list that contains information about all packages. Specify whether and when to create a bill of lading when dispatching the shipment. You can create the bill of lading when the packing slip is updated, when the invoice is posted, or at both times. Select the language in which to print the bill of lading. Specify the name of the company that handles your transport of items. This information is transferred to the corresponding fields in the Bill of lading and Posting invoice forms. You can define the carrier names in the Carrier form. Specify who handles the transport of items used in the Bill of lading and Posting invoice forms. Specify who will pay for the freight. This information is transferred to the corresponding fields in the Bill of lading and Posting invoice form. Specify who loaded the items. Specify who counted the items. 6-17

18 Supply Chain Foundation in Microsoft Dynamics AX 2012 Accounts receivable > Setup > Accounts receivable parameters > Shipments tab FIGURE 6.8 ACCOUNTS RECEIVABLE PARAMETERS - SHIPMENTS TAB Prices Tab Use the Prices tab to specify how to calculate the total discount if you define both line and multiline discounts for a sales order. You can also specify generic currency, smart rounding, and trade agreement evaluation options. The options are described in the following table. Parameter Find main charges Find charges for line Discount Date type Description Select this check box to automatically search and apply main charges when you create a sales order. If you have not defined automatic charges, clear this check box to increase performance. Select this check box to automatically search and apply line charges that are set up for the ordered item when you create a sales order line. If you have not defined automatic charges, clear this check box to increase performance. Select the method to determine how the combined discount is calculated if a line discount and a multiline discount are effective for a certain sales order line. Specify whether prices will be searched by using today's date or the delivery date. 6-18

19 Chapter 6: Sales Orders Parameter Generic currency Exchange rate type Apply smart rounding after currency conversion Calculate total discount on posting Trade agreement evaluation Description Select the generic currency to use for the base price list. The base prices in the generic currency are transferred to other currencies by using the exchange rate type that is selected in the Exchange rate type field. Select the exchange rate type to use with the generic currency. Select this check box to automatically apply smart rounding to price endings after you have converted currency from the generic currency. Select this check box to automatically calculate the total discount when you do any of the following tasks: Post sales orders Update sales orders by using an AIF service Click any of the following buttons on the Action Pane in the Sales order form or on the All sales orders list page: Sell > Tax > Sales tax Sell > Calculate > Multiline discount Manage > Customer > Check credit limit Invoice > Bill > Payment schedule Invoice > Bill > Cash flow forecast Click any of the following buttons in the Sales order lines grid in the Sales order form: Financials > Tax > Sales tax Sales order line > Calculate > Supplementary items If you change price and discount conditions, prices and discounts could be recalculated and overwritten. You could also trigger a dialog box. The dialog box helps you decide whether to keep the current price or discount if the price is inherited from an external source. Add the types of external sources that should trigger this dialog box by selecting the check box. 6-19

20 Supply Chain Foundation in Microsoft Dynamics AX 2012 Accounts receivable > Setup > Accounts receivable parameters > Prices tab FIGURE 6.9 ACCOUNTS RECEIVABLE PARAMETERS - PRICES TAB Inventory Dimensions Tab Use the settings on the Inventory dimension tab to select the inventory dimensions that are displayed on sales order and quotation lines. Accounts receivable > Setup > Accounts receivable parameters > Inventory dimensions tab Number Sequences Tab On the Number sequences tab, you can select a number sequence that is associated with each reference. Number sequences are used to assign logical or sequential numbers to a document or record. For example, the number sequence code that is assigned to the Sales order reference is used to generate a new unique number for each sales order that is created. 6-20

21 Chapter 6: Sales Orders The number sequence can be set up to have a specific format such as SO#####. This means that the sales order number will be generated by using the next available number in that format. For example, if the next number in the sequence is when a new sales order is created, the system will generate the sales order as SO Creating a Sales Order FIGURE 6.10 ACCOUNTS RECEIVABLE PARAMETERS - NUMBER SEQUENCES TAB Each number sequence must have a specified number sequence code before a document of that type can be created. Accounts receivable > Setup > Accounts receivable parameters > Number Sequence tab There are several ways to create a sales order. The following topics describe in detail the steps for creating a sales order and adding lines to it. In Microsoft Dynamics AX 2012, when the users creates the sales order from the customer list page then the create form is skipped, and all defaults from the customer just transferred automatically. Evaluate if this should be used to create the sales order. 6-21

22 Supply Chain Foundation in Microsoft Dynamics AX 2012 Procedure: Create a Sales Order from the All Sales Orders List Page To create a new sales order from the All sales orders list page, follow these steps: 1. Open Sales and marketing > Common > Sales orders > All sales orders. 2. Click Sales order in the New group of the Action Pane to create a new sales order. 3. In the Create sales order form, select a customer. FIGURE 6.11 CREATE SALES ORDER FORM 4. If you are prompted, click Yes to copy address, delivery address, currency, invoice account number, and language to the sales order. 5. If you are prompted, click No to create the new sales order without copying previous customer purchase information. 6. In the Order type list, select the type of sales order to create. 7. Enter or change the information in the Create sales order form if it is necessary, and then click OK. 6-22

23 Chapter 6: Sales Orders Procedure: Create a Sale Order from the All Customers List Page To create a new sales order from the All Customers list page, follow these steps: 1. Open Sales and marketing > Common > Customers > All customers. 2. Select the desired customer. 3. Click the Sell tab in the Action Pane. 4. Click Sales order in the New group. NOTE: Creating a sales order from the Customer form will skip the Sales order create form and all defaults from the customer will be transferred automatically. Procedure: Enter Sales Order Header Details Detailed information can be entered or viewed for a sales order by using the Header view on the Sales order form. To enter details about a sales order, follow these steps: 1. Open Sales and marketing > Common > Sales orders > All sales orders. 2. Select the desired sales order and then click Edit in the Maintain group of the Action Pane, or create a new sales order. 3. Click Header view in the Show group of the Sales order form or click F Click in each tab and enter the required information. NOTE: For more information about the header view of the Sales order form, refer to the Working in the header View topic, or refer to the Help for this form. Adding Lines to a Sales Order There are several ways that you can add lines to a sales order. Manually add one line at a time by using the Add line button on the Sales order lines tab, or enter Ctrl +N when focused on a line, and then select one of the following: o Item number: Use the Item number drop-down list to select a product that is defined in the system. These products can be service or items, and might be stocked or not stocked based on the setup that is defined on the product. o Sales category: Select the category from the sales category hierarchy. For lines with internally-defined product numbers, the category derives from the setup in the product catalog. For lines without product numbers, the category is selected on the order line. 6-23

24 Supply Chain Foundation in Microsoft Dynamics AX 2012 Add multiple lines by using the Add lines button on the Sales order lines tab. On the Create lines form, use the Filter > Advanced filter sort button to search for the desired products. Next, enter the desired quantity next to each item number in the Sales quantity field. Use the Create button to accept the amounts and close the form, or use the Apply button to add the selected item numbers to the sales order and continue to search. FIGURE 6.12 CREATE LINES FORM Copy lines from another sales order by using the From all or From journal button in the Copy group of the Action Pane on the Sales order form. 6-24

25 Chapter 6: Sales Orders There are several differences on a sales order lines when the product is a stocked product, a not stocked product, or a sales category base line. Sales category base line: site is mandatory and the warehouse is optional. Only site and warehouse can be entered on the order line. Not stocked products: site is mandatory, other storage and tracking dimensions are active according to the dimension group setup. However, they are optional. Stocked products: site is mandatory and other storage and tracking dimensions are active and can be mandatory, depending on the dimension group setup. NOTE: If a line item is sales category based, then foreign trade information must be must manually entered for the order line. Procedure: Add a Line to a Sales Order To add a line to a sales order, follow these steps: 1. From the Sales order form, click Line view or F11 in the Show group of the Action Pane. 2. Click Add line in the Sales order lines tab. 3. Select the Item number or Sales category. 4. If it is required, enter the Size, Color, Configuration, and other inventory dimensions. 5. Type the quantity to be sold in the Quantity field. 6. Select the unit of measurement to sell the quantity that is specified in the Unit field. 7. If it is necessary, enter the Unit price for the line. 8. Optionally, enter discount information and repeat steps 2 through 8 for each additional line. Procedure: Add a Sales Category Line to a Sales Order To add a sales category to a sales order, follow these steps: 1. From the Sales order form, click the Line view button or F11 in the Show group of the Action Pane. 2. Click Add line in the Sales order lines tab. 3. Select the Sales category. 4. Type the quantity to be sold in the Quantity field. 5. Select the unit of measure of the product in the Unit field. 6. Select the site from the Site drop-down. 6-25

26 Supply Chain Foundation in Microsoft Dynamics AX Optionally, select the warehouse from the Warehouse drop-down. 8. Enter the Unit price for the line. 9. Optionally, enter discount information and repeat steps 2 through 8 for each additional line. Copy from All When you create a sales order, the Copy from all feature lets you view all sales orders, confirmations, packing slips, and invoice lines to select a document or lines that are most like the one(s) being created. This data can be copied and used as a starting point for a new sales order. This helps when you create a new sales order that resembles one that was created for a different customer, or even for the same customer for a different item or quantity. Within this option, users can configure the copying of these variables in the Quantity and Setup field groups: Quantity factor Invert sign Copy charges Recalculate price Copy precisely Delete order lines Copy order header You can open the Copy from all form by clicking Copy from all in the Copy group of the Action Pane or in the Sales order lines tab of the Line view, and then clicking Sales order line and selecting an option for copying information. Procedure: Copy from Sales Order To create a new sales order and copy the lines from another sales order, follow these steps: 1. Open Sales and marketing > Common > Sales orders > All sales orders. 2. Click Sales order in the New group of the Action Pane to create a new sales order. 3. In the Create sales order form, select a customer. 4. If you are prompted, click Yes to copy address, delivery address, currency, invoice account number, and language to the sales order. 5. Enter or change the information in the Create sales order form if it is necessary, and then click OK. 6. Click From all in the Copy group of the Action Pane. 7. Select the Sales order(s) to copy from. 8. Click OK to copy the selected sales order(s) and sales order line(s). 6-26

27 Chapter 6: Sales Orders Lab Create a Sales Order Contoso Entertainment Systems - Company CEU Scenario The customer, Sparrow Wholesales, calls and orders ten pieces of item number 1701, Standard DVD player - black and will pay to have the DVD players to be installed for 300 U.S. dollars (USD). This will be entered as one day installation fee on the sales order. As a Sales Clerk with Contoso Entertainment Systems, you will create the sales order for item number 1701 and a sales line for the Installation sales category. Challenge Yourself! Create the Sales order from the Customer form with two sales lines. Need a Little Help? The Customer form is opened through Sales and marketing > Common > Customer > All customers. Step by Step 1. Open Sales and marketing > Common > Customers > All customers. 2. Select Customer Click the Sell tab in the Action Pane. 4. Click Sales order in the New group to create a new sales order. 5. In the Item number drop-down, select Type 10 in the Quantity field. 7. Click Add line. 8. In the Sales category drop-down, select Services > Installation. 9. Type 1 in the Quantity field. 10. In the Unit drop-down, select Day. 11. In the Site drop-down, select Type "300" in the Unit price field. 13. Click Close. 6-27

28 Supply Chain Foundation in Microsoft Dynamics AX 2012 Ship to Multiple Addresses The Multiple ship to functionality lets users specify delivery addresses for each order line instead of only according to the order header. Use the Multiple ship to functionality in sales orders to perform the following actions: Specify multiple customer delivery addresses on sales order lines. Copy addresses that are manually entered on the sales order into the Addresses table for reuse later. Select if sales order documents are printed for each delivery address or for each order. Scenario: Specify and Save an Alternative Delivery Address for a Sales Order Header The order processor is informed that, because of a temporary relocation of a customer, the sales order must be sent to another delivery address. This address differs from the customer's main address that is specified in the Customers form. Therefore, the order processor must update the sales order with the customer s new delivery address. To do this, the order processor updates the delivery address on the Sales order header, and then copies the new address to the Alternative delivery address for the customer for later use. Procedure: Insert an Alternative Address for a Sales Order Header To insert an alternative address for a sales order header, follow these steps: 1. Open Sales and marketing > Common > Sales orders > All sales orders. 2. Select the desired sales order and then click Edit in the Maintain group of the Action Pane, or create a new sales order. 3. Click Header view in the Show group of the Sales order form. 6-28

29 Chapter 6: Sales Orders 4. Click the Addresses FastTab and use one of the following options to change the address: a. Use the Delivery address drop-down list to select an available delivery address. b. Click the Global address book icon to select a different address from the global address book. c. Click the Add icon to create a new address. 5. Click Yes in the Infolog to update the address where the sales order lines matched the old header address. Click Yes to all to update all sales order lines or No not to update sales order lines. Scenario: Specify an Alternative Delivery Address for Sales Order Lines The Order Processor is informed that a sales order, with three sales order lines for a customer, must be delivered to three delivery addresses for three of their retail outlets. The customer informs the Order Processor that they need a packing slip for each delivery address. The Order Processor updates the delivery address on each sales order line, and when the items are ready for delivery, the Order Processor packing slip updates the sales order. As the Packing slip parameter is selected in the Split based on delivery information field group, one packing slip is printed for each sales order line for each retail outlet. Procedure: Change an Address for a Sales Order Line Detailed information can be entered or viewed for a sales order line in the Line details tab when you use the Line view on the Sales order form. To a change an address for a sales order line, follow these steps: 1. Open Sales and marketing > Common > Sales orders > All sales orders. 2. Select the desired sales order and then click Edit in the Maintain group of the Action Pane, or create a new sales order. 3. Click Line view in the Show group of the Sales order form. 4. Select the desired line in the Sales order lines tab or create a new line. 5. Click the Lines details tab. 6-29

30 Supply Chain Foundation in Microsoft Dynamics AX Click the Address FastTab and use one of the following options to change the address. a. Use the Delivery address drop-down list to select an available delivery address. b. Click the Global address book icon to select a different address from the global address book. c. Click the Add icon to create a new address. Delivery Schedule TIP: The Address FastTab can stay open when you browse to the next line where an address change is needed. This eliminates keystrokes where multiple lines need line detail input from the same FastTab. In Microsoft Dynamics AX 2012, delivery schedules are used on the sales order and sales quotation. This lets the user split an order line into multiple deliveries. Delivery Schedules The delivery schedule consists of an order line with multiple deliveries that are manifested as delivery schedule lines. Each delivery schedule line is displayed in the sales order below the order line with multiple deliveries. An icon distinguishes between the order line with multiple deliveries and the delivery schedule lines. The order line with multiple deliveries serves as a template for the delivery schedule lines. This means that when the delivery schedule lines are created, the values are copied from the order line with multiple deliveries to the delivery schedule lines. For example, prices and conditions from trade agreements will be applied to the order line with multiple deliveries and copied to the delivery schedule lines. The quantity of the order line with multiple deliveries and the sum of the quantity of the delivery schedule lines will always be synchronized. After a delivery schedule line is created, most of the attributes of the delivery line can be edited as on a typical order line. Only delivery schedule lines will be displayed on the sales order confirmation or picking lists, not the order line with multiple deliveries. NOTE: You can delete a delivery schedule from the Delivery schedule form. If you delete the order line, the delivery schedule will also be deleted. 6-30

31 Chapter 6: Sales Orders Sales and marketing > Common > Sales orders > All Sales orders > Lines view > Sales order line > Delivery schedule FIGURE 6.13 DELIVERY SCHEDULE FORM Scenario: Create a Sales Order with a Delivery Schedule Susan, the Order Processor, receives a call from Desert Wholesales. The customer wants 200 pieces of 1507 LCD Video Projectors each month for the next five months. Because of the trade agreement with Desert Wholesales, they achieve a better price if the order is for 1000 pieces. Susan enters the order for 1000 pieces and uses the delivery schedule deliveries of 200 pieces for the next five months. Procedure: Create a Sales Order with a Delivery Schedule To create a sales order with a delivery schedule, follow these steps. 1. Open Sales and marketing > Common > Sales orders > All sales orders. 2. Click Sales order in the New group of the Action Pane to create a new sales order. 3. In the Create sales order form, select a customer. If you are prompted, click Yes to copy address, delivery address, currency, invoice account number, and language to the sales order. 4. If you are prompted, click No to create the new sales order without copying previous customer purchase information and then click OK in the Create sales order form. 5. Select the item from the Item number drop-down. 6. Type a quantity in the Quantity field. 7. To open the delivery schedule, click Sales order line > Delivery schedules. 8. In the delivery schedule, click New to create a delivery schedule line. 6-31

32 Supply Chain Foundation in Microsoft Dynamics AX 2012 Enhanced Delivery Date Control 9. Enter the Quantity and the Requested receipt date for line. 10. Repeat steps 8 and 9 for each scheduled delivery. 11. Click OK. The Enhanced delivery date control function is primarily about giving realistic and complete delivery promises to a customer during sales order entry and shortening the sales order entry time. Enhanced delivery date control supports the user in his or her daily work and makes it simpler to give realistic delivery dates. The order processor enters sales orders and Microsoft Dynamics AX 2012 checks if the requested delivery date for the customer can be met from a shipping perspective. If a requested delivery date cannot be met, the order processor is provided with user-friendly simulation that lists the options to help find a resolution to the requested delivery date problem. Use the delivery date control function together with transfer orders, where the delivery date control is used to calculate earliest possible ship and receipt dates for the transfer order/transfer order lines. Enhanced delivery date control examines: Various levels at which the delivery date control can be enabled The range of factors to include in the delivery data calculation to give you the most accurate delivery date Using the Available dates functionality to simulate different delivery scenarios and accept or reject calculated delivery dates Enable the Delivery Date Control Feature To enable default delivery date control on the sales order header, you must enable the feature. Do this by selecting Sales lead time in the Delivery date control parameter in Accounts receivable > Setup > Accounts receivable parameters > Shipments tab. Enabling the Delivery date control feature helps you make sure that delivery date control is set by default every time that you create a sales order header. You can set up delivery date control on each item, in the Default order setting form, and this defaults to the sales order lines, even if the Delivery date control parameter setting is None. The Delivery date control setting on the item overrides the parameter setting You can also enable the Delivery date control function at various points in the sales order creation process. 6-32

33 Chapter 6: Sales Orders Enable the control in the following places: Create sales order Sales order header Sales order lines Create release order NOTE: If you select the ATP, CTP or ATP + Issue margin in the Delivery date control parameter, it will work with the Available-to-promise (ATP) time fence and ATP incl. planned orders parameters for the ATP feature. Available-to-Promise The available-to-promise (ATP) parameter is available in the Delivery date control field in the Accounts receivable parameters and on the Default order settings form on the item setup. Available-to-promise (ATP) logic applies to stocked items, and automatically results in the assignment of a delivery date to a sales order line item. ATP logic assumes that item replenishment is driven by demand procurement and production. Therefore, delivery promises can be based on scheduled receipts within the horizon that is defined by the ATP time fence. The optional consideration of planned orders as scheduled receipts would be applicable when most planned orders are used to create actual supply orders. The ATP time fence for an item typically represents its cumulative lead time, although it sometimes represents the lead time to produce a manufactured item from stocked components. The promised delivery date will be automatically placed at the end of the time horizon that is defined by the ATP time fence when there are insufficient scheduled receipts. The ATP logic can also consider past-due demand and supply. These dates should be updated to the current date or a future date to correctly coordinate supply chain activities, either by manually changing the date or by automatic changes based on the calculated futures date. When the dates are not updated, the optional ATP policies should be used to consider the past-due dates. For example, past due demand and supplies might be considered for the past three days to cover those situations in which you have not yet updated the dates. You can learn more about available-to-promise (ATP) in the Microsoft Dynamics AX 2012 Discrete Manufacturing series. 6-33

34 Supply Chain Foundation in Microsoft Dynamics AX 2012 Capable-to-Promise Capable-to-promise (CTP) logic generally applies to make-to-order items, and automatically results in the assignment of a delivery date to a sales order line item. CTP logic considers components on-hand inventories and their lead times to suggest a promised delivery date. For example, when no component inventory exists, the promised delivery date reflects the item s cumulative manufacturing lead time. The CTP logic is conceptually similar to the explosion logic for a sales line. The Explosion logic must be manually invoked for a line item, and involves several steps to correctly calculate and update the promised delivery date on a sales line. You can learn more about capable-to-promise (CTP) in the Microsoft Dynamics AX 2012 Discrete Manufacturing series. Earliest Possible Delivery Date Factors Several factors can help determine the earliest possible delivery date to the customer when you use the delivery date control functionality. Microsoft Dynamics AX 2012 uses certain factors to base its calculation of the earliest possible delivery date for a sales order. Consider the following factors when calculating the earliest possible delivery date: Delivery date control method: None, Sales lead time, ATP, ATP + Issue margin or CTP Coverage calendar Order deadlines Transport time Transport calendars Customer receipt calendars Sales Lead Time Sales lead time is the number of days that you can use on all the activities from receiving the sales order to shipping it. These activities can include the following: Sales administration tasks Conducting checks on items before shipping them Warehouse administration 6-34

35 Chapter 6: Sales Orders The sales lead time is a default value for all items that you sell from your company. However, notice that the sales lead time on individual items overrides the sales lead time in the Accounts receivable parameters. Define the sales order lead time in Accounts receivable > Setup > Accounts receivable parameters > Shipments tab. Considering the sales lead time, if you try to specify a requested shipping date that falls before the first possible date, the system generates a warning and asks you to find another available date for delivery. The system-proposed ship and receipt dates can be overridden if you click Disable dlv. date control. In this case, the system accepts the dates that were originally proposed, although you cannot force the system to accept a closed date in the calendar or a date in the past. Coverage Calendar The coverage calendar for the warehouse is set up for each warehouse. In the coverage calendar, you can set up open and closed days for the warehouse. If the requested shipping date falls on a closed day, then the next open day is used for the requested shipping date. If you do not set up a coverage calendar, the open and closed days for the company are defined in the Company information form on the Shipping calendar. Procedure: Set Up a Coverage Calendar for a Warehouse To set up a coverage calendar for a warehouse, follow these steps: 1. Open Inventory and warehouse management > Setup > Inventory breakdown > Warehouses. 2. Select a warehouse. 3. Click the Master planning tab. 4. In the Calendar field, specify a calendar to be used as a coverage calendar. 6-35

36 Supply Chain Foundation in Microsoft Dynamics AX 2012 Transport Time Set up transport time between a warehouse in your company and a customer address in the Transport form. This is opened by clicking Inventory and warehouse management > Setup > Distribution > Transport. FIGURE 6.14 TRANSPORT FORM NOTE: Make sure that fallback warehouses are associated with the sites. The fallback warehouse is used to calculate the transport time if a site but no warehouse is specified on the sales order line. Procedure: Set up Transport Times To specify the transport shipping point, receiving point, and transport duration, follow these steps. 1. Open Inventory and management > Setup > Distribution > Transport. 2. Click New to create a new transport. 6-36

37 Chapter 6: Sales Orders 3. Under the Receiving point section in the Type list, select Address or Warehouse. 4. Leave the remaining fields blank on the top pane of the form. This lets you see all the current transport possibilities. 5. In the middle pane, create a new line and select the relevant shipping warehouse. 6. Depending on the setting of step 2, on the General tab, select either the receiving warehouse or the receiving point address by selecting, for example, the ZIP/postal Code. 7. You can enter the number of transport days that will be used in master planning when you create planned transfer orders. 8. To add new shipping and/or receiving points, repeat the procedure from step In the bottom panel, create a new line and select a mode of delivery. 10. Enter the number of transport days for transport. 11. Repeat from step 8 for all desired modes of delivery. 12. Select the Default check box for the preferred mode of delivery that will be used in master planning when you create planned transfer orders. This overrides the Transport days setting in step To add new shipping and/or receiving points, repeat from step 2. Fallback Warehouse The Transport form is controlled based on warehouse and not site. This means that if only the site is specified on the sales order line, the Transport form does not receive the necessary input to calculate and find the correct transport time. The Fallback warehouse for site form is where you can specify a fallback warehouse for a site. This means that if only the site is specified on a sales order line, the necessary information for the Transport form is pulled from the fallback warehouse for that specific site instead. Therefore, the Transport form still calculates the transport time based on the individual warehouse settings. NOTE: The fallback warehouse settings also apply if transport has only been set up for Warehouse A on a site and Warehouse B is selected on the sales order line. 6-37

38 Supply Chain Foundation in Microsoft Dynamics AX 2012 To set up fallback warehouses, open the Fallback warehouse for site form from Inventory and warehouse management > Setup > Distribution > Fallback warehouse for site. FIGURE 6.15 FALLBACK WAREHOUSE FOR SITE FORM Transport Calendar A transport calendar can be attached to a Mode of delivery by opening the transport calendar from the Modes of delivery form in Accounts receivable > Setup > Distribution. The transport calendar lets you operate with two levels of detail: Mode of delivery Warehouse specific The transport calendar is a working time calendar and allows for three statuses of the working times, as shown in the following table. Status Open Closed Closed for pickup Description The mode of delivery is open for pickup and delivery. The mode of delivery is closed for pickup and delivery. This means that the carrier can operate on an open day but does not make pickups from warehouses on that day. This is an important feature because many carriers operate seven days a week but might only pick up items to be delivered on certain days of the week. Procedure: Attach a Calendar to a Mode of Delivery To attach a calendar to a mode of delivery for a warehouse, follow these steps. 1. Open Accounts receivable > Setup > Distribution > Modes of delivery. 2. Select the Mode of delivery. 3. Click Transport calendar. 6-38

39 Chapter 6: Sales Orders 4. Specify the Warehouse for which the calendar is valid if you want to create a warehouse relation. Otherwise, leave the field blank. 5. Select the Calendar. Procedure: Customer Receipt Calendar Specify the opening days for the customer in the Customer receipt calendar. You cannot specify that a receipt date falls on a closed date in the customer's receipt calendar. If no receipt calendar is specified for the customer, all days are open for the customer. To specify a customer receipt calendar, follow these steps: 1. Open Sales and marketing > Common > Customers > All customers. 2. Select the customer and then click Edit in the Maintain group of the Action Pane. 3. Click the Invoice and delivery FastTab. 4. Specify a Receipt calendar in the Receipt calendar field. Supply Overview The purpose of the Supply overview form in Microsoft Dynamics AX 2012 is to provide an overview of the available supply beyond the default supply option and to enable the user to view and compare the alternatives for supplying items that the customer requires at the time that he or she specified. Other locations include the following: Sites other than the one making the delivery Vendors that are rarely used Alternative ways of producing the item To satisfy a customer's demand for an item, the item can frequently be sourced in many ways, for example: Creating a production order at the site from which the order will be shipped to the customer Using available items in inventory or on existing production orders or purchased orders Creating a new purchase order by transferring from other warehouses For some items, all those options are available; for others items, only a subset can be used. 6-39

40 Supply Chain Foundation in Microsoft Dynamics AX 2012 The Supply overview form is opened from the Product and supply > Supply overview button from sales order lines, in the Sales Orders form. FIGURE 6.16 SUPPLY OVERVIEW FORM Scenario: Supply Overview Form When Susan, the Order Processor, is viewing the Supply overview form, she notices that there is a quantity of an item on stock at another site. She contacts Eduardo, the Planner on that site, to check whether she could use those items. Eduardo currently has a surplus of the item in question because a customer recently changed an order. Therefore, he agrees that Susan can use them. Susan creates a transfer order for the items from their current site to the site from where they will be shipped. Susan inserts the ship and receipt dates on the sales order line based on this arrangement. Susan, the Order Processor, can also select to change the site and warehouse for the sales order line. She can then ship the items directly from the site where they are in stock, if it is permitted according to the company's business processes. 6-40

41 Chapter 6: Sales Orders Lab Setting up Transport Times Contoso Entertainment Systems - Company CEU Scenario As the Sales Manager for Contoso Entertainment Systems, you are responsible for setting up the Delivery date control functionality and transport times for an existing customer in the ZIP Code/Postal Code is The standard transport time by Mode of delivery 50, Parcel between Contoso Entertainment Systems' warehouse 21 and the customer is five working days. This is the default transport time. Specify that, when 11, UPS Ground is the mode of delivery from warehouse 21, the transport time is three working days. Specify that, when 01, UPS Next Day Air is the mode of delivery from warehouse 21, the transport time is only one work day. Challenge Yourself! Set up the transport times to the customer for different modes of delivery according to the specifications in the lab description. Need a Little Help? Set up the transport times in Inventory and warehouse management > Setup > Distribution > Transport. Set up a standard transport time by using a default value. Step by Step 1. Open Inventory and warehouse management > Setup > Distribution > Transport. 2. Click New. 3. In the Overview grid, select 21 in the Shipping Warehouse field. 4. Type "USA" in the Country/region field. 5. In the Overview grid, type "01199" in the ZIP/Postal code field. 6. In the lowest pane, create a new line by clicking Add, and then select 50 in the Mode of delivery field and a transport time of five days. Select the Default check box. 7. Click Add, and then select 11 for the Mode of delivery field and a transport time of three days. 8. Click Add, and then select 01 for the Mode of delivery field and a transport time of one day. 9. Close the Transport Form. 6-41

42 Supply Chain Foundation in Microsoft Dynamics AX 2012 Available Ship and Receipt Dates The Available ship and receipt dates dialog box appears if a sales order cannot be delivered on the requested date, considering all the calendars and times that you have previously set up. Available Ship and Receive Date Dialog Box The Available ship and receipt dates form provides an immediate and clear warning that indicates if you can deliver a sales order in time to meet the customer's requirements. FIGURE 6.17 AVAILABLE SHIP AND RECEIPT DATES FORM In the Available ship and receipt dates form, you can perform the following: View the dates on which you can/cannot ship a sales order in the upper part of the form and the reason why the date is unavailable. For example, the shipping date falls on a closed date in the transport calendar. Resolve the problem. For example, change the mode of delivery for the order. The most important prerequisite for using the Available dates functionality is that the Delivery date control parameter is selected. 6-42

43 Chapter 6: Sales Orders Specify and Update Request Dates with the Available Dates Function When you create a sales order, Microsoft Dynamics AX 2012 calculates the earliest possible ship date and receipt date. The earliest ship and receipt dates depend on the setup that is created for all the factors previously referred to in the "Enhanced Delivery Date Control" lesson. If you try to select a requested ship date or requested receipt date that falls before the calculated requested ship date or requested receipt date, the Available ship and receipt dates dialog box appears. The Available ship and receipt dates form has two panes: Top pane: indicates what the problem is with the requested ship/receipt date for the selected sales order. Bottom pane: the non-available dates are indicated with a caution icon. These are likely closed days in the calendar. The rest of the dates are available. Available Ship and Receipt Dates - Parameters Use the parameters and information in the Available ship and receipt dates form to try to meet the requested delivery date and solve the date problem. These parameters are described in the following table. Parameter Mode of delivery Site Warehouse Delivery date control Lead time Description Change the mode of delivery to reduce the transport time. For example, delivery by AIR is usually faster than delivery by VAN. Therefore, to bring the requested receipt date forward, you can switch the mode of delivery to AIR and simulate what the result will be for available ship dates and available receipt dates. Change the site. Change the warehouse and the number of transport days to be less or more. This lets you fulfill/not fulfill the requested ship/receipt date. Displays which delivery date control is being used for the sales order. In the sales order header, the lead time comes from the default sales lead time that is specified on the Accounts receivable parameters form. In the sales order lines, the lead time comes from the sales lead time for the item or trade agreements that exist for the item. If the Delivery date control method is ATP or CTP, then these provide the Lead time. 6-43

44 Supply Chain Foundation in Microsoft Dynamics AX 2012 Parameter Transport days My time Shipping location time Available ship date Available receipt date Description Shows the number of days it takes to transport items from the shipping point to the receiving point for the given mode of delivery. You can set up the transport days on the Transport form. Shows the order entry deadline at the shipping location. This is converted to your time zone. Shows the order entry deadline at the shipping location in the time zone of the shipping location. Available ship date from the shipping point. Available receipt date at the receiving point. Order Entry Deadlines The delivery date control feature lets you specify order entry deadlines for each site and consider that sites might be located in different time zones. This deadline in Microsoft Dynamics AX 2012 is defined as the order entry deadline. The order entry deadline is defined for each site according to the time zone that the site is located in and not the time zone where sales orders are created. In addition, you can enable certain important customers to have later order entry deadlines than other customers. In many companies, a sales order must be received before a certain time of day for the sales order to be treated as if it is received that day. If the order is received after this deadline, the company treats the sales order as if it is received the next business day. Scenario: Order Entry Deadlines Susan, the Order Processor, sets up order entry deadline times for all the days of the week in the Order entry deadlines form. If an order is received after this time, it will be treated as if it is received the next day. By default, these times are set to 23:59, that is, one minute to midnight at the end of the relevant day. Susan can change the default times so that they coincide with actual ship deadline times. Susan, the Order Processor, can also define order entry deadlines for a specific group of customers, for example, if she wants to enable a group of specific customers to have order entry deadlines later than most customers. First, Susan defines order entry deadline groups in the Order entry deadline groups form. She then assigns the order entry deadline groups to customers in the Customers form and then sets up the order entry deadline for the group. 6-44

45 Chapter 6: Sales Orders If a company's sites are located in different time zones, the order entry deadline is set up in the site time zone. However, with sales orders and sales quotations, the order entry deadline is converted to the user's time zone in the Available ship and receipt dates dialog box. The permitted combinations of site and order entry deadline group are defined in the Activate order entry deadline combinations form. Example: Order Entry Deadline Suppose that today is Tuesday and the time is 17:00. If Susan, the Order Processor, sets the order deadline to 16:00 on Tuesday and tries to set the ship date as today's date (assuming zero lead time), she will receive a warning that the date is invalid if the Sales lead time, ATP, ATP + Issue margin, or CTP is selected in the Delivery date control field. This warning will appear in the Available ship and receipt dates dialog box on which alternative dates can be selected. Example: Different Order Entry Deadline for Each Site A company consists of two sites. The sites are located in two time zones. This is an example in which two sites have different order entry deadlines. Site A California Pacific Standard Time (PST) Site B Florida Eastern Standard Time (EST) Site A and B have defined the following order entry deadlines. Order entry deadlines PST Order entry deadlines EST Monday 13:00 Monday 14:00 Tuesday 13:00 Tuesday 14:00 Wednesday 13:00 Wednesday 14:00 Thursday 13:00 Thursday 14:00 Friday 13:00 Friday 14:00 Susan, the Order Processor, is located in Utah where the time zone is Mountain Standard Time (MST). This means that, if Susan creates orders with site A before 14:00 MST and with site B before 12:00 MST, she meets the order entry deadlines for both sites. 6-45

46 Supply Chain Foundation in Microsoft Dynamics AX 2012 The following table shows the order entry deadlines for site A and B converted to MST time. Site A (PST) MST Site B (EST) MST 13:00 14:00 14:00 12:00 Example: Same Order Entry Deadline for Each Site A company consists of two sites. The sites are located in two time zones. This is an example in which two sites have the same order entry deadline. Site A California Pacific Standard Time (PST) Site B Florida Eastern Standard Time (EST) Site A and B have defined the following order entry deadlines. Order entry deadlines PST and EST Monday 13:00 Tuesday 13:00 Wednesday 13:00 Thursday 13:00 Friday 13:00 Susan, the Order Processor is located in Utah where the time zone is Mountain Standard Time (MST). This means that, if Susan creates orders with site A before 14:00 MST and with site B before 11:00 MST, she meets the order entry deadlines for both sites. The following table shows the order entry deadlines for site A and B converted to MST time. Site A (PST) Site A (MST) Site B (EST) Site B (MST) 13:00 14:00 13:00 11:00 NOTE: If daylight saving time adjustment is in effect, the order entry deadlines are adjusted accordingly. 6-46

47 Procedure: Set Up Order Entry Deadlines Chapter 6: Sales Orders To specify order entry deadlines for each site and order entry deadline groups, follow these steps: 1. Open Inventory and warehouse management > Setup > Distribution > Order entry deadlines. FIGURE 6.18 ORDER ENTRY DEADLINES FORM 2. In the Site field, specify if you want order entry deadlines to apply to a specific site or to all sites. 3. Select a site in the Select field if you have selected Specific in the Site field. 4. In the Order entry deadline group field, specify if you want order entry deadlines to apply to a specific order entry deadline group or to all order entry deadline groups. 5. Select an order entry deadline group in the Select field if you have selected Specific in the Order entry deadline group field. 6. Type order entry deadline times in each day of the week fields. NOTE: If an error icon appears next to the line, the order entry deadline combination is not activated. 6-47

48 Supply Chain Foundation in Microsoft Dynamics AX 2012 Procedure: Create an Order Entry Deadline Group To define order entry deadlines for sites or groups of customers, follow these steps. First, create order entry deadline groups and then associate the order entry deadline groups that have sites or customers. 1. Open Inventory and warehouse management > Setup > Distribution > Order entry deadline groups. FIGURE 6.19 ORDER ENTRY DEADLINE GROUPS 2. Click New to create a new Order entry deadline group. 3. Type a group name in the Order entry deadline group field and type a description of the group in the Description field. Procedure: Assign an Order Entry Deadline Group to a Customer To assign an Order entry deadline group to a customer, follow these steps. 1. Open Sales and marketing > Common > Customers > All customers. 2. Select the customer to whom you want to assign an order entry deadline group and then click Edit in the Action Pane. 3. Click the Sales order defaults FastTab and select an order entry deadline group in the Order entry deadline field. 6-48

49 Chapter 6: Sales Orders Procedure: Activate Combinations of Order Entry Deadline Groups and Sites To activate combinations of order entry deadline groups and sites, follow these steps: 1. Open Inventory and warehouse management > Setup > Distribution > Activate order entry deadline combinations. 2. Select the check boxes that correspond to the combinations that you want to activate. Site All sites Order group Select this combination if you want order entry deadlines to apply to a specific site and a specific order entry deadline group. Select this combination if you want order entry deadlines to apply to all sites and a specific order entry deadline group. All order groups Select this combination if you want order entry deadlines to apply to a specific site and all order groups. The All sites and All order entry deadline groups combination is always activated and cannot be deactivated. Direct Delivery The selected combinations will be available in the Order entry deadlines form. Microsoft Dynamics AX 2012 supports direct delivery to customers. With direct delivery, sales orders are delivered directly from the vendor to the customer without physically entering your company's inventory. The direct delivery functionality in Microsoft Dynamics AX 2012 has the following advantages over the traditional non-direct delivery distribution supply chain: Reduced time from when you create sales orders to the delivery to the customer. No inventory carrying or labor costs because the items never physically enter inventory. Reduced transportation costs because the items go directly from the vendor to the customer. Reduced administration time and less chance of order entry error because purchase orders are directly created from the sales order and there is a single point to update delivery/receipt of orders. 6-49

50 Supply Chain Foundation in Microsoft Dynamics AX 2012 Scenario: Create and Process a Direct Delivery Order A customer has ordered items for receipt one week from next Wednesday. The order processor at Contoso Entertainment System checks whether they currently have enough of these items in stock but finds they do not. The vendor for these items is located in the same town as the customer. Therefore, the order processor decides to create a direct delivery from the vendor to the customer to save unnecessary freight costs and shorten the delivery time. Procedure: Create a Purchase Order for a Direct Delivery Sales Order Creating a sales order of the direct delivery type works exactly like the Create purchase order function, except that the customer's delivery address is transferred to the purchase order instead of the company's address. To create a purchase order of direct delivery from the sales order, follow these steps: 1. Open Sales and marketing > Common > Sales orders > All sales orders. 2. Select the desired sales order and then click Edit in the Maintain group of the Action Pane, or create a new sales order. 3. Create a sales order line and specify the Item and Quantity. 4. Click Direct delivery in the New group of the Action Pane. 5. Select which sales order lines must be delivered directly. Select all lines for inclusion by selecting the Include all check box. 6. Select a vendor for each direct delivery line. 7. Click OK. A purchase order is created and the delivery address is transferred to the purchase order. Update a Sales Order/Purchase Order of the Direct Delivery Type When you create a sales order for direct delivery, all document updates from the sales order are unavailable, except the Confirmation and Invoice. The Invoice is available only when the order has reached a status of delivered. All posting updates concerned with delivery of items to the customer, except Confirmation, are performed from the purchase order. This makes sure that product receipt updates for the purchase order and its attached sales order are synchronized. Synchronization between orders reduces the probability of: Order processors updating the purchase order's packing slip order but not the sales order packing slip. Delays between updating the purchase order and sales order. 6-50

51 Chapter 6: Sales Orders The purchase order being updated against the wrong sales order. The wrong quantities being updated between the purchase order and sales order. By using this synchronized updating process, you make sure that packing slip updates of purchase orders are reflected in the update of the attached sales order. Other Updates of Purchase Orders and Sales Orders The following table provides an overview of other types of posting and how they are synchronized between the purchase order and sales order in a direct delivery scenario. Update Purchase order posting updates for Purchase order and Receipt list updates Picking list updates Sales orders with lines of the direct delivery and nondirect delivery types Note Perform these as you would for a standard purchase order; these updates do not affect the status of an attached sales order. With direct deliveries, no picking list are created because the items that are sold to the customer never physically enter your inventory and are therefore never picked. Posting options are available to perform updates for the order lines of the non-direct delivery type. However, posting options are unavailable for lines of the direct delivery type. 6-51

52 Supply Chain Foundation in Microsoft Dynamics AX 2012 Process Flow - Direct Delivery The Process Flow in a Direct Delivery Sales Order figure shows the process flow in a direct delivery sales order from the customer's initial call through the final invoicing of the sales order. FIGURE 6.20 PROCESS FLOW IN A DIRECT DELIVERY SALES ORDER Updating Sales Orders When you update a Sales order/sales order lines, corresponding updates appear on the attached Purchase order/purchase order lines. When you update a Purchase order/purchase order lines, corresponding updates appear on the attached Sales order/sales order lines. Scenario A day after a customer has ordered an item, they call to say that they want the item delivered to another address. The order processor enters the new delivery address in the sales order line and the corresponding purchase order line is updated. Additionally, the customer requests that the delivery date be set back by one week and the order quantity increased by 100 to 1100 pieces of each item. These changes are updated on the purchase order. 6-52

53 Chapter 6: Sales Orders Finally, the customer orders 200 pieces of another item, and creates this order line as a direct delivery on the same sales order. However, this time, the corresponding purchase order line is not added to the existing purchase order of the direct delivery type but created as a new purchase order and purchase order line. Later in the day, you inform the vendor of the updated delivery address, the change in delivery date, order quantity, and the order for the additional items. Update Sales Orders - Reaction on a Purchase Order The following table shows the action on the sales order and the reaction on the corresponding purchase order. Action on sales order line of direct delivery type Update the address Update the requested shipping date Update the quantity Delete sales order line Create a new sales order line of the direct delivery type Reaction on corresponding purchase order line of the direct delivery type Address updated on corresponding purchase order line. Delivery date updated on corresponding purchase order line. Quantity updated on corresponding purchase order line. Select if the corresponding purchase order line is to be deleted. A new purchase order of direct delivery type is created in the Purchase orders form. Update Purchase Order - Reactions on a Sales Order The following table shows the action on the purchase order and the reaction on the corresponding sales order: Action on purchase order line of the direct delivery type Update part delivery of a purchase order line Update Confirmed delivery date on the purchase order line Reaction on corresponding sales order line The delivered quantity is updated in the sales order line Confirmed ship date on the sales order line is updated 6-53

54 Supply Chain Foundation in Microsoft Dynamics AX 2012 View Related Orders There are several ways to identify and trace purchase orders and purchase order lines that are related to a sales order. On the General tab of the Sales order form, there are two buttons in the Related information group: References and Purchase orders. References Button The References button opens the References form. This displays all related purchase orders. FIGURE 6.21 REFERENCES FORM Purchase Order Button The Purchase order button opens the Purchase order form, displaying the purchase order that is related to the sales order. This button is available only when a sales order is related to a purchase order. 6-54

55 Chapter 6: Sales Orders Lab Direct Delivery Contoso Entertainment Systems - Company CEU Scenario Day 1: The customer, Forest Wholesales, calls and orders 1,200 pieces of item number The Order Processor at Contoso Entertainment Systems notices that there are not enough of item number 1507 in stock and decides given the geographical closeness of the vendor to the customer and the urgency of the order to create a sales order of direct delivery. Day 2: Forest Wholesales calls and changes the delivery address of the sales order to their Forest Wholesales (After hours) address. Day 6: You receive notification from the vendor that 500 of the 1,200 pieces of 1507 are delivered. Therefore, you post the Purchase order packing slip. Challenge Yourself! 1. Create the sales order as specified in Day 1 of the scenario. 2. Update the delivery address as specified in Day 2 of the scenario. 3. Update the purchase order according to the delivery that is specified on Day 6, and then post the Purchase order packing slip. Need a Little Help? To create an order of Direct delivery type from the sales order header, click Direct delivery in the New group of the Action Pane. For the update on Day 2, follow these steps: o Update the delivery address on the sales order. o Open the attached purchase order and make sure that the delivery address is updated. For the update on Day 6, follow these steps: o In the purchase order line, in the Receive now field, specify the quantity to be received. o Click Confirm on the Purchase tab of the Action Pane. o Click Product Receipt in the Generate group of the Receive tab on the Action Pane. o In the Quantity list, select Receive now and enter the Product receipt. o Click OK, and close the purchase order. 6-55

56 Supply Chain Foundation in Microsoft Dynamics AX 2012 Step by Step 1. Open Sales and marketing > Common > Sales orders > All sales orders. 2. Click Sales order in the New group of the Action Pane to create a new sales order. 3. In the Create sales order form, select Customer account 1101 and then click OK. 4. In the Item number drop-down, select Type 1200 in the Quantity field. 6. Click Direct delivery in the New group of the Action Pane. The line that has the preferred vendor is automatically created. Select the Include check box next to the Vendor account = Click OK. The direct delivery purchase order is created. Close the infolog. 8. Click Header view in the Show group of the Action Pane, and then click the Address FastTab. 9. In the Delivery address drop-down list, select Forest Wholesales (After hours). 10. Click Purchase order in the General tab of the Action Pane. 11. Click Yes to all to update the delivery address. 12. Click Header view in the Purchase order form. 13. Click the Address FastTab to view the updated address on the Purchase order. 14. Click Line view, and then click Edit. 15. In the Receive now field of the purchase order line, type "500". 16. In the Purchase tab of the Action Pane, click Confirm. 17. In the Receive tab of the Action pane, click Product receipt. 18. Select Receive now quantity in the Quantity field. 19. Type a number in the Product receipt field and then click OK. 20. Close the Purchase order form and the Sales order form. 6-56

57 Chapter 6: Sales Orders Processing a Sales Order You can apply various techniques for processing a sales order when you work with sales orders in Microsoft Dynamics AX The following topics introduce the process of updating sales orders through four of the five documents that are available in Microsoft Dynamics AX 2012 on a sales order. The document generation options are as follows: Confirmation Picking list Picking list registration Packing slip NOTE: For more information about generating invoices for sales orders, refer to the Financials I in Microsoft Dynamics AX 2012 course. The ability to use all order postings depends on the specific needs of a company. NOTE: In Microsoft Dynamics AX 2012, you also have the option to use the Proforma documents from the Sales order. This means that the Posting check box will be inactivated by default, and pro-forma papers can be printed. Generate a Sales Order Confirmation After you create a sales order, generate the sales order confirmation to confirm the details of the order and send a confirmation of the sales order to the customer. This step does not change the order s status. The Document status is updated to Confirmed and the system creates a Confirmation journal. Sales orders can be confirmed individually or in bulk. You also have the option to print a pro forma sales order. This lets you view the details before confirming and sending it to the customer. Procedure: Generate a Sales Order Confirmation To generate a sales order confirmation, follow these steps. 1. Open Sales and marketing > Common > Sales orders > All sales orders. 2. Select the sales order to confirm the sales order. 3. In the Sell tab of the Action Pane, click Sales order confirmation in the Generate group. 4. In the Quantity field, select the appropriate setting. 5. Click OK to generate the order confirmation. 6-57

58 Supply Chain Foundation in Microsoft Dynamics AX 2012 Confirm Sales Order Form - Print Options In the Print options field group, select the printing options for confirmation. Specify if you want to print the confirmation and use the print management system. The print management system works the same for the sales order as it does for purchase orders. Confirm Sales Order Form - Parameters The Parameters field group contains three check boxes that control what is to be posted and when. Quantity Posting Late selection FIGURE 6.22 CONFIRM SALES ORDER FORM Specify the settings from the following table in the Parameters field group. Setting Quantity Posting Late selection Description This parameter lets you specify the quantity that you want the order to update. The only option available for the Confirm sales order form is All. Select to post the confirmation. Clear this field to create a pro forma confirmation. Creating a pro forma confirmation is useful if you want to view and review the confirmation before you send it to the customer. Clear the parameter unless you intend to process the order at a later date through a batch. 6-58

59 Confirm Sales Order Form - Other Tab The Other tab has two field groups: Setup Summary update Chapter 6: Sales Orders In the Setup field group, start a credit check on the customer and set a deadline date to delimit the transaction. FIGURE 6.23 CONFIRM SALES ORDER FORM - OTHER TAB Procedure: Perform a Credit Check of a Sales Order To perform a credit check of a sales order, follow these steps: 1. Open Sales and marketing > Common > Sales orders > All sales orders. 2. Select the sales order which you want to confirm. 3. In the Sell tab of the Action Pane, click Confirmation in the Generate group. 4. Click the Other tab and specify the type of check that you want to run. The default setting for this field comes from the Credit limit type field in Accounts receivable > Setup > Accounts receivable parameters. Although, you can override the setting in the update. Check Credit Limit Options The following table shows the options that are available when you run the check credit limit check when you post a sales order. Credit limit type None Balance Description No credit limit check is performed unless a setting is selected in Accounts receivable > Setup > Accounts receivable parameters> Check credit limit for a sales order. If this is the case, a credit limit check is performed when you create the order. A credit limit check is performed against the balance for a customer. 6-59

60 Supply Chain Foundation in Microsoft Dynamics AX 2012 Credit limit type Balance+Packing slip Balance+All Description A credit limit check is performed against the balance for a customer and the value for any packing slip updated order. A credit limit is performed against the balance for a customer, the value of any packing slip updated orders, and any open orders. NOTE: If you run a credit limit check on the order and the credit limit is exceeded, a warning or an error is generated, with a warning that you can still continue with the update. Specify whether a warning or an error must be generated by clicking Accounts receivable > Setup > Accounts receivable parameters and selecting either Warning or Error. Confirm Sales Order Form - Summary Update Summary update in sales orders works similarly to summary update for purchase orders. In the following table, notice how summary updating works for sales orders for the various summary update settings. Setting None Invoice account Order Automatic summary Description No summary updates will be made. This means one order and one confirmation. Summary update will be made for the selected sales orders by their invoice account. Example You select four sales orders for update and of these four, two have one invoice account specified for them and the other two have another invoice account specified for them. If you perform an Invoice account summary update for the orders, two updates are created, one for each invoice account. A selected range of orders will be consolidated into one confirmation. If order is selected, you must also set the Order error tolerance on the same page. Summarize all selected orders according to the criteria that is set in the Summary update parameters form, but only if summary updating is specified in the Summary update form. If not, the order will be posted separately. 6-60

61 Chapter 6: Sales Orders Confirm Sales Order Form - Lower Panel The lower panel of the Posting confirmation form contains five tabs: Overview Setup Lines Line details Sales orders Confirm Sales Order Form - Overview Tab On the lower panel of the Confirm sales order form, you can review the details on the Overview tab to make sure that you are processing the correct sales order. The yellow caution triangle or tick, indicates if an order can be updated. Notice that this is a high level validation and only indicates if the order will post or not. Confirm Sales Order Form - Setup Tab On the Setup tab of the Confirm sales order form, you can enter the Date of confirmation if it differs from today's date. Confirm Sales Order Form - Lines and Line Details Tab When you select the Lines tab, you can review that the items and quantities are correct. Click the Inventory button to access functions such as picking and reservation from the update for the line. You can view additional details on each line by selecting the Line details tab. When you are satisfied that all sales orders, item criteria, and quantities are correct, click the OK button to generate the order confirmation. Generate a Sales Order Picking List The second step in updating sales orders is to generate the sales order picking list. When you run a picking list update, it is either voluntary or mandatory, depending on the item model attached to the item that you are selling. If the Picking requirement parameter is selected in Inventory and warehouse management > Setup > Inventory > Item model group, the sales order line must have the status of Picked before you can continue to packing slip update the line. 6-61

62 Supply Chain Foundation in Microsoft Dynamics AX 2012 Picking List Generation and Parameters The ability to use the Picking requirement function depends on if you use the Warehouse management (WMS) functionality. When WMS is not used, the picking process depends on the setting in the Picking route status field in Accounts receivable > Setup > Accounts receivable parameters. Procedure: Quick Generation of a Picking List To quickly generate a picking list, follow these steps: 1. Open Sales and marketing > Common > Sales orders > All sales order. 2. Select the sales order to generate the packing slip. 3. In the Pick and pack tab of the Action Pane, click Picking list in the Generate group. The Post picking list form opens. 4. In the Quantity field, select the All option. 5. Click OK to post the picking list. Posting Picking List Form - Quantity Field In the Quantity field, specify the quantity with which you want the order updated. How update quantities works resembles the Quantity settings in the purchase order updates, except that sales order quantities deal with the issue of items instead of their receipt. Posting Picking List Form - Parameters Tab The posting and printing options for posting and printing a picking list are almost the same as the options for posting and printing a confirmation. Additionally, on the Parameters tab, you can select or clear the Reduce quantity check box. Selection status of Reduce quantity Selected Clear Effect You can select the Reduce quantity check box to reduce the quantity to be picked to the available on-hand quantity of the item. This resolves the problem of picking lists being printed for order lines where quantities of the item are not in stock. Instead, a picking list is only generated for available quantities of the item. The pick list will be created for the whole requested quantity, not only the available on-hand inventory. 6-62

63 Posting Picking List Form - Other Tab Chapter 6: Sales Orders In addition to the settings that are available on the Confirmation update, on the Other tab of the Posting picking list, you will find a Reservation parameter. Status of Reservation parameter Selected Clear Effect When you run a Picking list update, items are automatically reserved. When you run the Picking list update, items will not be reserved. This status has implications for which quantities of items can be picked for other sales order lines. Process a Picking List Registration When the Picking route status field is set to Activated in Accounts receivable > Setup > Account receivable Parameters on the Updates tab, you can perform a Picking list registration after you post the Picking list to register the physical pick of the sales order and have a tighter control of where the sales order is in the order process. Procedure: Perform a Picking List Registration To perform a Picking list registration, follow these steps: 1. Open Sales and marketing > Common > Sales orders > All Sales orders. 2. Select a sales order for which a picking list is generated. 3. In the Pick and pack tab of the Action Pane, click Picking list registration in the Generate group. The Picking list registration form opens. 4. Select the Select check box on the sales order line that you want to register the pick for. 5. Update the Pick quantity field, if you are not registering the complete quantity of the sales order line. 6. Click Updates and then select Update selected or Update all 7. Close the Picking list registration form. Now you are ready to go to the next step in the sales order posting flow. This is generating the Packing slip. Sales Order Picking in the Distribution and Trade in Microsoft Dynamics AX 2012 course explains more about picking list registration. 6-63

64 Supply Chain Foundation in Microsoft Dynamics AX 2012 Generate a Sales Order Packing Slip When the item is ready to ship to the customer, you will post a packing slip. When you have posted the packing slip, the system recognizes that the sales order demand is satisfied and reduces the physical on-hand inventory, if you have not performed the Picking list registration. If Picking list registration is performed, it is at that time that the system will reduce the physical on-hand inventory. Procedure: Quick Generation of a Sales Order Packing Slip To generate a sales order packing slip, follow these steps: 1. Open Sales and marketing > Common > Sales orders > All sales order. 2. Select the sales order to generate the packing slip. 3. In the Pick and pack tab of the Action Pane, click Packing slip in the Generate group. The Packing slip posting form opens. 4. In the Posting packing slip form, in the Quantity field, select the All option. 5. Select the Print packing slip check box to print the packing slip. 6. Click OK on the Posting dialog box. If the quantities on the packing slip update equal the ordered quantities, the value in the sales order Status field changes to Delivered. If there is a back order on one or more items, the sales order status remains as Open order. Packing Slip Posting Form - Parameters Tab The settings on the Parameters tab for the packing slip update are primarily the same as the options for the Confirmation update with some exceptions that are listed in the following table. Field Quantity Reduce quantity Description When you select the Picked option from the list, any quantities on the sales order lines that are picked become the proposed quantity for packing slip updating. You can select this parameter to reduce the quantity to be packing slip updated to the quantity available on hand. This works the same as the Reduce quantity parameter in the picking list update, except that the parameter applies to quantities for packing slip update. 6-64

65 Packing Slip Posting Form - Other Tab Chapter 6: Sales Orders The settings on the Others tab for the packing slip update are primarily the same as the options for the Confirmation update, with some exceptions that are listed in the following table. Field Credit correction Credit remaining quantity Description You can indicate whether a particular update is a correction to a transaction. Select the Credit correction check box to post the ledger transactions that are equal to the debit note ledger transactions, except for the sign. If the transactions are not equal, the debit note postings are mirrored when you post the credit note. This is used for sales orders with the Returned order type or for credit notes. Credit correction is used to track and account for a return order, if there are incorrect or damaged goods being received. Select this check box to display, for example, a credit note as a debit in your voucher transactions. You can select this if your customer wants returned quantities to be updated to open order line quantities (back orders). If your customer does not want a new delivery of the returned items, do not select this option. Example You create a sales order with a customer for ten pieces of an item and invoice-update the order. Two days later, the customer calls to complain that two of the ten items are defective. You perform the following tasks: 1. Credit the customer's account by entering -2 in the Deliver now field. 2. Click Packing slip, and in the Quantity field, select Deliver now. 3. On the Other tab, select the Credit remaining quantity check box. When you packing slip update the negative quantity, the remaining quantity remains open for delivery at a later date. You can see this in the order header's Status field because the order status is updated to Open order. If the Credit remaining quantity field was clear, the order status remains at Delivered and there is no back order quantity to deliver. This functionality works in similar way for invoice updating, except that when the parameter is clear, the status remains at Invoiced and not Delivered 6-65

66 Supply Chain Foundation in Microsoft Dynamics AX 2012 Posting Packing Slip Form - Lower Panel The settings in the lower panel of the Posting packing slip form resemble other sales order updates. However, on the Setup tab, you can enter the Packing slip date if this differs from today's date. Procedure: Generate a Partial Packing Slip To generate a partial packing slip, follow these steps: 1. Open Sales and marketing > Common > Sales orders > All sales order. 2. Select the sales order to generate the packing slip. 3. In the Pick and pack tab of the Action Pane, click Packing slip in the Generate group. The Packing slip posting form opens. 4. In the Posting packing slip form, in the Quantity field, select the All option. 5. Select the Print packing slip check box to print the packing slip. 6. Click the Lines tab. 7. Enter the quantity being received into the Quantity field for each line. 8. Click OK on the Posting dialog box. 9. If you selected the Print packing slip check box, a packing slip that contains all the ordered items that were sent to the customer are printed. Procedure: Cancel a Packing Slip The Packing slip journals form displays all generated packing slips. From this form, you can correct or cancel the packing slip, if the packing slip was generated incorrectly or by accident. Canceling the packing slip reverses all packing slip posting and returns the product to inventory, if it is a stocked product. NOTE: A packing slip cannot be canceled or corrected if the sales order is invoiced. 6-66

67 Chapter 6: Sales Orders 1. Open Sales and marketing > Common > Sales orders > All sales order. 2. Select the sales order for which to cancel the packing slip. 3. In the Pick and pack tab on the Action Pane, click Packing slip in the Journals group. FIGURE 6.24 PACKING SLIP JOURNAL FORM 4. Select the packing slip that you want to cancel and then click Cancel. 5. Click OK in the dialog box. 6. Close the infolog. 7. Close the Packing slip journal form. Procedure: Correct a Packing Slip To correct a packing slip, follow these steps: 1. Open Sales and marketing > Common > Sales orders > All sales order. 2. Select the sales order, for which to cancel the packing slip. 3. In the Pick and pack tab on the Action Pane, click Packing slip in the Journals group. 6-67

68 Supply Chain Foundation in Microsoft Dynamics AX Select the packing slip that you want to correct and then click Correct. 5. In the Correct packing slip form, make any necessary corrections or changes to the packing slip. FIGURE 6.25 CORRECT PACKING SLIP FORM 6. Click OK. 7. Close the Packing slip journal form. View Changes between Packing Slip Versions All changes on each packing slip version are traced. You can view all changes to a given packing slip on the Compare packing slip versions form. To access this form, follow these steps: 1. Open Packing slip journal from the Sales order form, or open Sales and marketing > Inquiries > Journals > Packing slip. 2. Click History to open the Packing slip history form to show the multiple versions. 3. Click Compare versions. From the Compare packing slip versions form, you can view and compare the differences of each packing slip version. 6-68

69 Chapter 6: Sales Orders Shipping Carrier Interface Companies use many shipping carriers to deliver their products to customers. The Shipment carrier interface provides integration with the shipping carrier's software to help eliminate manual entry and improve tracking visibility. Integration with Shipping Carriers Integration automatically moves information that is received from the shipping carriers, such as freight charges and tracking numbers, into Microsoft Dynamics AX 2012 sales orders and invoices. A user can perform the following tasks: Calculate freight charges and add them to invoices as miscellaneous charges Facilitate a will-call request by using the Sales pickup form NOTE: A will-call is a situation where customers buy an item beforehand and then pick it up themselves. The Sales pickup form is used to handle this type of request. Request and manage tracking numbers by generating them in the shipping carrier software and then copying them into Microsoft Dynamics AX Print labels with the carrier software by using address information from Microsoft Dynamics AX

70 Supply Chain Foundation in Microsoft Dynamics AX 2012 The shipping carrier interface is accessed through Inventory and warehouse management > Setup > Shipping carrier > Carrier interface. FIGURE 6.26 CARRIER INTERFACE FORM Scenario: Shipping Carrier Interface Sammy, the person responsible for shipping and receiving, generates a packing slip. The information on that packing slip is stored in a way that enables the carrier software to read it. Sammy uses the carrier software to pull the packing slip information from Microsoft Dynamics AX 2012, and then prints labels and requests a pickup from the selected carrier for the package. Arnie, the Accounts Receivable Administrator, invoices the sales order and Microsoft Dynamics AX 2012 updates the order with shipping charges and packing slip information before the invoice is created. 6-70

71 Chapter 6: Sales Orders Summary Learning about sales orders and sales order processing helps you create basic sales orders in Microsoft Dynamics AX Additionally, the more advanced sales features help you: Create and work with sales orders Copy sales order functionality Improve customer service levels by setting up the delivery date control system to calculate the earliest delivery date to customers Create delivery schedules that let you have multiple deliveries from one sales order Create deliveries directly from vendors to customers, reducing delivery time and order administration Use the Supply overview form for an overview of supply across sites. Improve the integration between Microsoft Dynamics AX 2012 and shipping carrier software 6-71

72 Supply Chain Foundation in Microsoft Dynamics AX 2012 Test Your Knowledge 1. Which Activate order entry deadline combination do you select if you want order entry deadlines to apply to a specific site and all order groups? ( ) Site, Order group ( ) Site, All order groups ( ) All Site, All order groups ( ) All site, order group 2. True or False: Trade agreements will not be applied to order lines with multiple deliveries. ( ) True ( ) False 3. The Split based on parameters option lets you split a packing slip based on which of the following? (Select all that apply) ( ) Warehouse ( ) Site ( ) Contact ( ) Delivery information 4. A customer does not receive deliveries on Fridays. Where can you specify this so that you do not deliver to him or her on Fridays? ( ) In the Sales order form on the Receipt calendar field ( ) In the Customer form on the Receipt calendar field ( ) You have to manually enter it into the order in the Receipt date field ( ) You cannot specify delivery dates 5. In the Sales order form, which view should you use to edit information on a sales order line? ( ) Header View ( ) Line View ( ) Edit in Grid View 6. Which order types can you select when you manually create a sales order in the Sales order form? (Select all that apply) ( ) Sales Order ( ) Subscription ( ) Journal ( ) Return Order 6-72

73 Chapter 6: Sales Orders Quick Interaction: Lessons Learned Take a moment and write down three key points you have learned from this chapter

74 Supply Chain Foundation in Microsoft Dynamics AX 2012 Solutions Test Your Knowledge 1. Which Activate order entry deadline combination do you select if you want order entry deadlines to apply to a specific site and all order groups? ( ) Site, Order group ( ) Site, All order groups ( ) All Site, All order groups ( ) All site, order group 2. True or False: Trade agreements will not be applied to order lines with multiple deliveries. ( ) True ( ) False 3. The Split based on parameters option lets you split a packing slip based on which of the following? (Select all that apply) ( ) Warehouse ( ) Site ( ) Contact ( ) Delivery information 4. A customer does not receive deliveries on Fridays. Where can you specify this so that you do not deliver to him or her on Fridays? ( ) In the Sales order form on the Receipt calendar field ( ) In the Customer form on the Receipt calendar field ( ) You have to manually enter it into the order in the Receipt date field ( ) You cannot specify delivery dates 5. In the Sales order form, which view should you use to edit information on a sales order line? ( ) Header View ( ) Line View ( ) Edit in Grid View 6. Which order types can you select when you manually create a sales order in the Sales order form? (Select all that apply) ( ) Sales Order ( ) Subscription ( ) Journal ( ) Return Order 6-74