80305A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2. Updated Procedures & Labs

Transcription

1 80305A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 Updated Procedures & Labs Microsoft Corporation Soheil Aghazadeh 1/1/2013

2 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 Last Revision: January 28 th 2013 This content is provided as-is. Information and views expressed in this workshop, including URL and other Internet Web site references, may change without notice. Unless otherwise noted, the examples depicted herein are provided for illustration only and are fictitious. No real association or connection is intended or should be inferred. This content does not provide you with any legal rights to any intellectual property in any Microsoft Corporation product. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this workshop may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means or for any purpose, without the express written permission of Microsoft Corporation. Copyright 2013 Microsoft Corporation. All rights reserved. Microsoft, Microsoft Dynamics, Microsoft PowerPoint, Microsoft SQL Server data management software and Microsoft Dynamics AX are trademarks of the Microsoft group of companies. All other trademarks are property of their respective owners. This content is designed for Microsoft Dynamics AX 2012 R2 2

3 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 CHAPTER 1: OVERVIEW No Procedures or Labs! CHAPTER 2: PRODUCT INFORMATION MANAGEMENT Procedure: Categorize Products Product categories can be assigned to products that are used for building procurement catalogs. This step is required before a product can be added to a procurement catalog. To assign product categories to a product, follow these steps: 1. Open Product information management > Common > Products > All products and product masters. 2. Select the desired product from the list to add product categories to, and then click Edit in the Maintain group of the Action Pane. 3. Click Product categories in the Setup group of the Action Pane, and the Product categories form will open. 4. Click New to create a new product category. 5. Select the Category hierarchy. 6. Select the Category. 7. Close the Product categories form. 3

4 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 Procedure: Define Attribute Types To create a new attribute type, follow these steps: 1. Open Product information management > Setup > Attributes > Attribute types. 2. On the Attribute types form, click New to add a new attribute type. 3. On the General tab, type a name for the attribute type and select the type of data that can be entered for attributes that are assigned to this data type inside the Type field. 4. Select a unit of measure for attribute type of Text. 5. To define a fixed list of values for the attribute type, select the Fixed list check box. Then select the Values tab and add the list of values. NOTE: The Fixed list check box only applies to text attribute types. 6. To define a range of valid values for the attribute type, select the Is bounded check box. Then, select the Range tab and enter the valid range of values. NOTE: The Value range check box only applies to Currency, DateTime, Decimal, and Integer attribute types. The Value range or Fixed List check boxes do not apply to attribute types of Reference and Boolean. 4

5 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 Procedure: Define Product Attributes To define attributes for a product, follow these steps: 1. Open Product information management > Setup > Attributes > Attributes. 2. On the Attributes form, click New to add a new attribute. 3. Enter the attribute name, description, and any help text that you want to display to the user for the attribute. 4. In the Attribute type field, select the attribute type that you want to assign to the attribute 5. Enter a value or range of values that are displayed by default when this attribute is associated with a product or a category in the Default value field. NOTE: Depending on the attribute type that you select, the Default value field might be displayed as a check box, a drop-down field, or it might have additional required data such as a unit of measure or currency. 6. Click Translate to enter the attribute name and help text in different languages. 7. Repeat steps 2 through 6 to add more attributes. Procedure: Assign Product Attribute Values to a Product After you create attribute types and product attributes, you must assign the product attributes to categories. For more information about how to assign product attributes to product categories, refer to the Catalogs chapter in the Procurement in Microsoft Dynamics AX 2012 course. Next you must assign the category to the product, and then you can define values for the product attributes. To assign a category and enter product attribute values, follow these steps: 1. Open Product information management > Common > Products > All products and product masters. 2. Select the desired product from the list to add product categories to, and then click Edit in the Maintain group of the Action Pane. 3. Click Product categories in the Setup group of the Action Pane, and the Product categories form will open. 4. Click New to create a new product category. 5. Select the Category hierarchy. 6. Select the Category. 7. Close the Product categories form. 8. Click Product attribute on the Action Pane. 5

6 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 9. Select the attribute from the list. 10. Enter or select a value for the attribute. 11. Repeat steps 9 and 10 for each attribute. 12. Close the Attribute values form. Procedure: Create a Product Master Scenario: Creating Product Masters and Predefined Variants Kevin, the Sales Manager, evaluated the latest sales forecast numbers for the new 60 inch LCD televisions and received various feedbacks. Kevin concluded that the LCD televisions should be available in multiple colors. Together with Emil, the Product Designer, and Tony, the Production Manager, they agree that the new colors will be black and silver. They also agree that the cost for the black and silver television will be the same. Emil wants to make sure that color is a mandatory product characteristic when the sales representative sells the product. Additionally, the color offering must be restricted to the agreed-upon list. To create a new product, follow these steps: 1. Open the Product information management > Common > Products > Product master list page. 2. Click New product in the Action Pane. 6

7 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 3. Select Item in the Product type field. 4. Type a unique Product number, if the number sequence is not set up as auto-generating. 5. Optionally, type a description into the Product name field. 6. Optionally, type a search description into the Search name field. 7. Optionally, Select a Retail category to categorize this product when used in Retail. 8. Select a group that has color enabled from the Product dimension group field. 9. Make sure that the Configuration technology field is set to Predefined Variant. 10. Select CW product check box if this product is measured by weight. 11. Click OK. Procedure: Assign Product Dimensions To assign product dimensions, follow these steps: 1. Open the Product information management > Product master list page. 2. Highlight the product master you just created in the Create Product Master Procedure. 3. C lick Product dimensions in the Product Master group of the Action Pane. 4. Click New A new record will be created in the Colors Fast Tab. 5. In the Color field, choose an existing value or type the desired color abbreviation. 7

8 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 6. In the Name field, type a brief description of the color. 7. Repeat steps 3 through 5 for each color desired. 8. If it is necessary, repeat for size and configuration dimensions. 9. Click Close. TIP: To assign a different inventory cost to each product dimension combination, select the Use cost price by variant check box on the Manage cost Fast Tab of the Released product details form. The product should be released, in order to be available in the Released products list page. Procedure: Create Product Variants To create product variants for the colors, follow these steps: 1. Open the Product information management > Product master list page. 2. Highlight the product master that you just created in the "Create Product Master" procedure. 3. Click Product variants to open the Product variants form. 4. Click Variant suggestions to open the Variant suggestions form. 5. Click Select all. This selects all possible variants combinations. 6. Click OK and then click Close. Procedure: Release a Product to Multiple Legal Entities To release the products to USMF and DEMF legal entities, follow these steps: 1. Open the Product information management > Product > Product masters list page. 2. On the Product master list page, select the desired product master. 3. Click Release products. 8

9 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 4. In the Product variants grid, on the right side, click Select all. 5. Click the Select companies tab. 6. Select USMF and DEMF. 7. Click OK. 8. On the Product release session's batch form, Select Show infolog upon failure check box and click OK. 9

10 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 Lab Creating and Releasing Product Masters Scenario Emil, the Product Designer, has designed a new 3D LED television. The television is available in two colors and three sizes. Your task is to help Emil set up the product master; create all product variances, and then release only size 55 to USMF and DEMF companies. Use the following information to set up the product. Color Blk Slv Name Black Silver Size Name inches inches inches Step by Step To create a new product master, follow these steps: 1. Open Product information management > Products > All products and product masters. 2. On the All products and product masters list page, click Product. 3. In the Product type field, select Item, and then in the Product sub type field, select Product master. 4. If a number is not drawn automatically in the Product number field, type a unique product number (for example, "GTL-L2-1"). 5. In the Product name field, type "3D LED television". In the Search name field, type "3D TV". 6. In the Product dimension group field, select product dimension group SizeCol. 7. In the Configuration technology field, select Predefined variant. 8. Click OK to complete the process of creating a product master. To assign product dimensions, follow these steps: 1. On the All products and product masters list page, highlight the product master that you just created. 2. Click Product dimensions. 3. Click New. In the Sizes Fast Tab, a new record will be created. 4. In the Size field, type "46", and in the Name field, type"46 inches." 5. Repeat steps 3 and 4 for each size 55 and Click the Colors Fast Tab and then click New. A new record will be created. In the Color field, type "Blk" and in the Name field type "Black." 7. Repeat step 6 for the color Silver, and type "Slv". 8. Click Close. 10

11 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 To create product variants for the combinations of sizes and colors, follow these steps: 1. On the All products and product masters list page highlight the product master for the 3D LED television. 2. Click Product variants to open the Product variants form. 3. Click Variant suggestions to open the Variant suggestions form. 4. Click Select all. This selects all possible variants. 5. Click Create, and then click Close. To release the products to USMF and DEMF companies, follow these steps: 1. On the All products and product masters list page, highlight the product master for the 3D LED television. 2. Click Release products. 3. In the Product variants grid, on the right side, click Deselect all. 4. Select all variants with Size Click the Select companies tab. 6. Select Company IDs USMF and DEMF. 7. Click OK. 8. On the Product release session batch form, click OK. 11

12 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 Procedure: Finalizing a Released Product for a Legal Entity Scenario: Finalizing a Released Product for a Legal Entity Emil, the Product Designer, must finalize the setup for the new widgets that he released in Contoso Entertainment USA (USMF). He wants to make sure that the widgets have all the mandatory setup for the product to be used in a transaction. When he is finished with the setup, Emil clicks Validate on the Released products form to make sure that the setup is correct. To manually finalize a product for a legal entity, follow these steps: 1. Open the legal entity account for which you will be finalizing products. 2. Open the Product information management > Released products list page, and then select the desired product master. 3. Click Edit to open the Released products details form. 4. Select the Item model group for the product. 5. In the Manage cost Fast Tab, select the Item group for the product. 6. Click the Dimension groups to open the Assign dimension groups drop-down dialog box. 7. Select the Storage dimension group for the product. 8. Select the Tracking dimension group for the product. 9. Click OK and then click Close. Procedure: Create a Product Template To create a personal or shared product template, follow these steps: 1. Open the Product information management > Released products list page. 2. On the Release products list page, select the product to be used as a template, and then click Edit in the Maintain group of the Action Pane. 3. In the New group of the Action Pane, click Template. Next, select the Create personal template option or Create shared template. 4. On the Create template dialog box, type a unique Name and a Description for the template. 5. Click OK to create the template. 6. Click Close to exit the Released product details form. Procedure: Apply a Product Template To apply a product template to one or more products, follow these steps: 1. Open the Product information management > Released products list page. 2. On the Release products list page, select each product for which to apply a template by selecting the check box on the grid next to each product. 3. In the Maintain group of the Action Pane, click Apply template. 4. In the Select a template for Items dialog box, select the check box to the right side of the desired template and then click OK. 12

13 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 Lab Create and Apply a Product Template to Multiple Products Scenario Emil, the Product Designer, has just finished creating four new mobile phone products. Each phone has many similar properties. Therefore, he has decided to use a template to copy the values from one mobile phone to the other three phones. Use the information that is provided to create a new personal template for product 5201: The Phone Company Mobile Phone L200. Next, apply the new personal template to the following items: 5202: The Phone Company Mobile Phone L : The Phone Company Mobile Phone M : The Phone Company Mobile Phone M250 Step by Step To release the products to USMF and DEMF companies, follow these steps: 1. On the All products and product masters list page, Type 520 in the filter box and search by product number. From the list page select the check box on the grid next to 5201, 5202, 5203 and Click Release products. 3. Click the Select companies tab. 4. Select Company IDs USMF and DEMF. 5. Click OK. 6. On the Product release session batch form, click OK. To manually finalize a product for a legal entity, follow these steps: 1. Open the legal entity account for which you will be finalizing products. 2. Open the Product information management > Released products list page, and then select the 5201 product master. 3. Click Edit to open the Released products details form. 4. Select FIFO in the Item model group for the product. 13

14 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 5. In the Manage cost Fast Tab, select Audio in the Item group for the product. 6. Click the Dimension groups to open the Assign dimension groups drop-down dialog box. 7. Select SiteWH in the Storage dimension group for the product. 8. Select None in the Tracking dimension group for the product. 9. Select No Check in the Approved Vendor Check Method field. 10. Click OK and then click Close. To create a new product template and apply it to several products, follow these steps: 1. Open the Product information management > Released products list page. 2. On the Release products list page, select item number 5201, and then click Edit in the Maintain group of the Action Pane. 3. In the New group of the Action Pane, click Template. Then click Create personal template. 4. On the Create template dialog box, enter a unique Name such as "Mobile" and a Description for the template such as "Mobile Template". 5. Click OK to create the template. 6. Click Close to exit the Released product details form. 7. On the Release products list page, select the check box on the grid next to Item numbers 5202, 5203, and In the Maintain group of the Action Pane, click Apply template. 9. In the Select a template for Items dialog box, select the check box to the right side of the template that was created in step 5 and then click OK. Procedure: Create a Costing Version To create a Costing version, follow these steps: 1. Open Inventory and warehouse management > Setup > Costing > Costing versions. 2. Click New to create a new line. 3. Select a Costing type. 4. Insert text in the Version field. 5. Insert text in the Name field. 6. Select Yes or No in the Block field (depending on if the version must be blocked for use or not). 7. Set Block activation to Yes. 8. Close the Costing versions setup form. 14

15 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 Procedure: Add Product in a Costing Version To add a product's costs in a Costing version, follow these steps: 1. Open Inventory and warehouse management > Periodic > Bills of materials > Costing versions. 2. Select a record in the Costing version maintenance form. 3. Click Price > Item price button. 4. If a line is not automatically added to choose an item from drop down, click New. 5. In the Item number drop-down select the Item number that you want to add to the costing version. 6. Select the Price type from the drop-down. 7. Type the Site and Price in to the correct fields. 8. Complete the other field as required by your business process on the Pending prices > Overview tab. 9. Close the Item price form. Procedure: Activate Cost Price from a Costing Version To activate cost prices from a Costing version setup form, follow these steps: 1. Open Inventory and warehouse management > Setup > Costing versions. 2. Select a record in the Costing version setup form. 3. Make sure that the Block field is set to No. Otherwise, it will be blocked for input. 4. Select No in the Block activation field to make sure activation can be performed. 5. Click the Activate button. 6. Select only the Cost price check box to activate the cost price only. 7. Click OK. 15

16 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 Procedure: Specify Prices Manually in the Released Products Form To specify prices manually for a product, follow these steps: 1. Open Product information management > Common > Released products. 2. Select the product for which to enter prices and then click Edit in the Action Pane. 3. Click the Purchase Fast Tab and enter the value in the price field for the base purchase price. 4. Click the Sell Fast Tab and enter the value in the price field for the base sales price. 5. Click the Manage cost Fast Tab and enter the value in the price field for the base cost price. NOTE: If you select the Fixed receipt price field on the Setup tab in the Item model groups form, product receipts are always made at the price that is specified in the Price field under the Base cost price heading and item issues are made at the current inventory value. Fixed receipt price cannot be selected when you use the Standard cost Costing method. Procedure: Update Price Automatically in the Released Products Form As mentioned earlier, you can also set Microsoft Dynamics AX 2012 to automatically update prices. To update prices automatically, follow these steps: 1. Open Product information management > Common > Released products. 2. Select the product for which to enter prices and then click Edit in the Action Pane. 3. Click the Purchase Fast Tab. 4. Select or clear the Latest purchase price check box. By selecting this check box, you can update the purchase order price in the Released products form with the latest purchase order price excluding discount and miscellaneous charges. 5. In the Manage cost Fast Tab, select or clear the Latest Cost price field to always update for the last receipt from the inventory journal or from a production report-as-finished where a BOM line is returned to inventory. If you leave this check box blank, production costs will only be updated manually. 6. In the Sell Fast Tab, select how sales price must be updated. Procedure: Set Up Units of Measure To set up units of measure for the company, follow these steps: 1. Open Organization administration > Setup > Units > Units. 2. Select an existing unit or create a new unit. 3. To create a new unit, click New to create a new unit of measure. 4. Type a unit name and description. 5. Specify the number of decimals in the Decimal precision for the stock-keeping unit to display. You can now continue to specify a unit conversion formula for the unit. 16

17 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 Procedure: Specify a Unit of Conversion for the Unit To set up a unit of conversion for the unit, follow these steps: 1. Open Organization administration > Setup > Units > Units. 2. Select the unit from which you want to make the unit conversion. 3. Click Unit conversion. 4. Click New to create a new unit conversion. Create the unit conversion line by using the unit form from which you opened the form. 5. Specify the factor by which the unit must be multiplied to equal the To unit. For example, if there are five pieces in a pack and the Unit conversions form is opened from pieces, type "5" in the Factor field. 6. In the To unit field, specify the unit to which you want to convert. 7. Specify any additional quantity if you have to specify an additional quantity of the unit on conversion. For example, you create a conversion for one cable roll of Power Cable/ 3 to 200 meters. You specify one meter in the Additional field because, when you receive one cable roll, you actually receive 201 meters of sheet metal but one meter in total is scrapped. This is because, when you cut the metal into one meter pieces, 0.5 centimeters is scrapped. 8. Click the Example tab to check that the conversion is set up correctly. NOTE: You can specify the conversion with a specific product if it is necessary. This means that the unit conversion is only valid for the selected product. Product specificity is important because, for example, a pack of one type of product might contain five pieces whereas a pack of another type of product might contain ten pieces. Therefore, the unit Pack can be used for different quantities of pieces, dependent on the product. 17

18 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 Additional Notes: 18

19 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 CHAPTER 3: INVENTORY MANAGEMENT SETUP Procedure: Applying the Item Model Group to a Product To apply the item model group to a product, follow these steps: 1. Open Product information management > Common > Released products. 2. Select a product and then click Edit in the Maintain group of the Action Pane. 3. In the General Fast Tab, click the Item model group drop-down and select the item model group. 4. Close the Released product details form. 19

20 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 Lab Create an Item Model Group and Apply It to a Released Product Contoso Entertainment Systems - Company USMF Scenario You are asked to create an Item model group for an item 0140, Boys T-Shirt that your company will sell within the month. The restrictions for this item model group are as follows: You can only sell quantities of the item that are fully financially updated. Make sure that physical updates (packing slip updates) for the sales order are posted in the ledger. Items must be registered on receipt and picked on issue. Accept all other default settings for the item model group. After the item model group is created it must be applied to item Challenge Yourself! Create the item model group T-Shirts. It must have the following features: You can only sell quantities of the item that are fully financially updated. Make sure that physical updates (packing slip updates) for the sales order are posted in the ledger. Items must be registered on receipt and picked on issue. Accept the default settings for the item model group Apply the T-Shirts item model group to product 0140, Boys T-Shirt. Step by Step To release the products to USMF Company, follow these steps: 1. On the All products and product masters list page, Type 0140 in the filter box and search by product number. From the list page select the check box on the grid next to Click Release products. 3. Click the Select companies tab. 4. Select Company ID USMF. 5. Click OK. 6. On the Product release session batch form, click OK. To create an item model group, follow these steps: 1. Open Inventory and warehouse management > Setup > Inventory > Item model groups. 2. Click New, to create a new item model group. 3. Type "T-Shirts" in the Item model group field and the Name field. 4. Click the Inventory model Fast Tab. 5. Make sure that FIFO is selected as the Inventory model field. 6. Clear the Financial negative inventory check box on the Setup Fast Tab. 7. Make sure that the Post physical inventory and Post Financial inventory check boxes are selected. 20

21 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 8. Select the Registration requirements check box. 9. Select the Picking requirements check box. 10. Click Close to close the Item model groups form. To apply the item model group to a released product, follow these steps: 1. Open Product information management > Common > Released products. 2. Select Item number 0140 and then click Edit in the Maintain group of the Action Pane. 3. In the General Fast Tab, click the Item model group drop-down and select T-Shirts. 4. Click Close to close the Released product details form. Procedure: Create a Site To create a new site, follow these steps: 1. Open Inventory and warehouse management > Setup > Inventory breakdown > Sites. 2. Click New, to create a new entry. 3. In the Site field type a unique identifier and enter a description for the Name field. 4. On the General Fast Tab, select a time zone in the Time zone field. If you do not specify a time zone, the time zone that is defined in the Company information form is used as the default. 5. Close the Sites form. 21

22 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 When you have created a site, you can only delete it if: The site is not referenced from warehouses, production resources, or other master data. There is no open on-hand inventory that is associated with the site. If either of these conditions is true, the program displays an error message, and you cannot delete the site. Procedure: Create a Warehouse To create a new warehouse, follow these steps: 1. Open Inventory and warehouse management > Setup > Inventory breakdown > Warehouses. 2. Click New, to create a new warehouse. When you create a warehouse, specify a warehouse type. The types as follows: Default - a main warehouse. Quarantine - attach warehouses of the Quarantine type to regular warehouses of the Default type. When you purchase items that are quarantine-controlled to a warehouse, they are automatically put in the warehouse of the Quarantine type that is attached to the receiving warehouse. When you finish the quarantine warehouse, the items are then transferred to the specified receipt warehouse. Transit - use for transfer orders and the delivery date control function. Transit warehouses are the system-technical intermediary warehouses between the From and To warehouses, or warehouse and delivery location with the delivery date control functionality. 3. In the Warehouse field, type a unique warehouse identifier. 4. In the Name field, type the warehouse name. 5. Select the site in the Site field. 6. Select the warehouse type inside the Type field. 7. Select a Quarantine warehouse, if you want to use quarantine management. 8. Select a Transit warehouse that is used for transfer orders. 9. Close the Warehouses form. HINT: You can specify transport times for the selected warehouse by clicking the Transport button. Transport times are used in the delivery date calculation when you use the delivery date control with transfer orders. For more information about transfer orders, refer to Transfer Orders in the Distribution and Trade in Microsoft Dynamics AX 2012 course. 22

23 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 Procedure: Set Up a Warehouse on a Product To set up a warehouse on a product, follow these steps: 1. Open Product information management > Common > Released products. 2. Select a product. 3. Click the Manage inventory tab in the Action Pane, and then click Site specific order settings in the Order setting group. 4. Select the site for which you are setting up the product. 5. In the Purchase warehouse, Inventory warehouse, and Sales warehouse fields, select the warehouse to be proposed as default for the purchase, storage, or sale of the product. 6. Select the Mandatory warehouse check boxes on the Purchase order, Inventory, and Sales order tabs. Then only inventory transactions at the warehouse that are specified in the Warehouse field are accepted. For more information about default order settings, refer to the Product Information Management module. NOTE: If you do not specify a warehouse on the product, you can specify the warehouse from which the products are to be sold or purchased on the sales and purchase order header and on the individual lines. The warehouse that is specified in the header applies to all lines, unless otherwise individually specified, either on the product or manually on an order line. 23

24 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 Additional Notes: 24

25 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 CHAPTER 4: PURCHASE ORDERS Procedure: Create a Purchase Order To create a new purchase order, follow these steps: 1. Open Procurement and sourcing > Common > Purchase orders > All purchase orders. 2. Click Purchase order in the New group of the Action Pane to create a new purchase order. 3. In the Create purchase order form, select a vendor. 4. If you are prompted, click Yes to copy address, delivery address, currency, invoice account number, and language to the purchase order. 5. In the Purchase type list, select the type of purchase order to create. 6. Enter or change the information in the Create purchase order form if it is necessary, and then click OK. Procedure: Add a Line to a Purchase Order To add a line to purchase order, follow these steps: 1. From the Purchase order form, click the Line view button in the Show group of the Action Pane. 2. Click Add line in the Purchase order lines tab. 3. Select the Item number or Procurement category. 4. If it is required, enter the Size, Color, Configuration, and other product dimensions related to the inventory. 5. Type the quantity to be purchased in the Quantity field. 6. Select the unit of measurement to purchase the quantity that is specified in the Unit field. 7. Enter the Unit price for the line. 8. Optionally, enter discount information and repeat steps 2 through 8 for each additional line. 25

26 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 Procedure: Enter Purchase Order Header Details Detailed information can be entered or viewed for a purchase order by using the Header view on the Purchase order form. To enter details about a purchase order, follow these steps: 1. Click Procurement and sourcing > Common > Purchase orders > All purchase orders. 2. Select the desired purchase order and then click Edit in the Maintain group of the Action Pane to open the purchase order, or click Purchase order in the New group to create a new purchase order. 3. Click Header view in the Show group of the Purchase order form. 4. Click in each tab and enter the required information. NOTE: For more information about the Header view of the Purchase order form, refer to Working in the Header View, or refer to the Help for this form. Procedure: Enter Purchase Order Line Details Detailed information can be entered or viewed for a purchase order line in the Line details tab when you use the Line view on the Purchase order form. To enter details about a purchase order line, follow these steps: 1. Click Procurement and sourcing > Common > Purchase orders > All purchase orders. 2. Select the desired purchase order and then click Edit in the Maintain group of the Action Pane, or create a new purchase order. 3. Click Line view in the Show group of the Purchase order form. 4. Select the desired line in the Purchase order lines tab or create a new line. 5. Click the Lines details tab. 26

27 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 6. Click in each tab and enter the required information. For example, to change the delivery address on a line, follow these steps: Click the Address tab. Use the Delivery address drop-down list to select an available delivery address for this vendor. Click the Global address book icon to select a different address from the global address book. Click the Add icon to create a new address. Procedure: Adding a Delivery Schedule to a Purchase Order Line Scenario: Creating a Purchase Order with a Delivery Schedule Alicia, the Purchasing Agent, needs 200 pieces of an item each month for the next five months. Because of the trade agreements with the vendor, she obtains a better price if she orders at least 1000 pieces. She enters a purchase order for 1000 items and uses the delivery schedule to schedule deliveries of 200 pieces for the next five months. Detailed information can be entered or viewed for a purchase order line in the Line details tab when you use the Line view on the Purchase order form. To enter details about a purchase order line, follow these steps: 1. Open Procurement and sourcing > Common > Purchase orders > All purchase orders. 2. Select the desired purchase order and then click Edit in the Maintain group of the Action Pane, or create a new purchase order. 3. Click Line view in the Show group of the Purchase order form. 4. Select the desired line in the Purchase order lines Fast Tab or create a new line. The quantity for the line must be greater than one. 5. Click Purchase order line > Delivery schedule. 6. Click New in the Delivery Schedule form, to create a new line for the schedule, enter the Quantity and Delivery date. Repeat this step for each delivery. 7. Notice that the Delivery schedule field group will show you the total of all the lines and the remaining quantity. 8. Click OK in the Delivery schedule form. 27

28 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 Procedure: Add Charges to a Purchase Order To add charges to the header of a purchase order, follow these steps: 1. Open Procurement and sourcing > Common > Purchase orders > All purchase orders. 2. Select the purchase order for which to define charges. 3. Click Edit in the Maintain group of the Action Pane. 4. Click the Purchase tab on the Action Pane and then click Maintain charges. 5. In the Charges transactions form, select the code for the charge in the Charges code field. 6. The description is loaded automatically based on the definition of the charge in the Charges code form. 7. Optionally, you can edit the text in the Description field. 8. Specify how to calculate the charge in the Category field (Fixed, Pcs., Percent, Intercompany Percent, and External) and enter a value in the Charges value field. 9. Optionally, specify a sales tax group in the Sales tax group field. 10. Close the Charges transactions form. 28

29 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 Procedure: Add Charges to a Purchase Order Line To add charges to the line of a purchase order, follow these steps: 1. Open Procurement and sourcing > Common > Purchase orders > All purchase orders. 2. Select the purchase order for which to define charges. 3. Click Edit in the Maintain group of the Action Pane. 4. Select the desired line from the Purchase order lines tab. 5. Click Financials > Maintain charges to open the Charges transactions form. 6. Select the code for the charge in the Charges code field. 7. Optionally, you can edit the text in the Description field. 8. Specify how to calculate the charge in the Category field (Fixed, Pcs., Percent, Intercompany Percent, and External) and enter a value in the Charges value field. 9. Optionally, specify a sales tax group in the Sales tax group field. 10. Close the Charges transactions form. Procedure: Confirm a Purchase Order To confirm a purchase order, follow these steps: 1. Open Procurement and sourcing > Common > Purchase orders > All purchase orders. 2. Select the desired purchase order and then click the Purchase tab. 3. Click Confirm. NOTE: The purchase order confirmation will print according to the print options that are selected in the Confirm purchase order form. If print management is being used, the confirmation will print according to the print management settings. IMPORTANT: When the purchase confirmation is generated, if the purchase order encumbrance process is enabled, the system will post the purchase order encumbrances. Procedure: Generate and Print a Purchase Order The Confirm purchase order form is used to set up options for confirming and printing a purchase order. The form can also be used to confirm more than one purchase order at the same time. To generate and print a purchase order confirmation, follow these steps: 1. Open Procurement and sourcing > Common > Purchase orders > All purchase orders. 2. Select the desired purchase order and then click the Purchase tab. 3. Click Purchase order in the Generate group of the Action Pane. 29

30 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 4. Click Select to change the query and select more than one purchase order. Click OK to accept the query and return to the Confirm purchase order form. 5. Select the Print purchase order check box to print the confirmation. 6. Optionally, select the Use print management destination check box to use the print management settings that are defined on the vendor or on the Form setup form. 7. Click Printer setup > Purchase order to select the output. 8. Select the Send to option, select the specifications, and then click OK. 9. Click OK to process and print the confirmation. TIP: You can process purchase order confirmation in mass by using the batch processer. Access the periodic job from Procurement and sourcing > Periodic > Purchase orders > Confirm purchase orders. Make sure that you select the Late selection check box to re-execute the selection query every time that the batch job runs. Click Batch to define the recurrence and alert options. Procedure: Pro Forma Purchase Orders The pro forma purchase order confirmation lets you simulate the purchase order confirmation without updating the status of the purchase order. In addition, if purchase order encumbrance process is enabled, the pro forma purchase order confirmation will not create the purchase order encumbrances. To process a pro forma purchase order confirmation, follow these steps: 1. Open Procurement and sourcing > Common > Purchase orders > All purchase orders. 2. Select the desired purchase order and then click the Purchase tab. 3. Click Pro forma purchase order in the Generate group of the Action Pane. 30

31 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 4. Select the Print purchase order check box and then click Printer setup > Purchase order to select the output option. 5. Click OK. The purchase order confirmation will print with "Pro forma purchase order" printed in the upper section of the document. Procedure: Finalize a Purchase Order When the purchase order encumbrance process is enabled, or if you are using budget checking on purchase orders, you might have to reverse encumbrances or relieve the reservation of budget funds when a purchase order is canceled or on back order and the products are not going to be received. When you finalize a purchase order and purchase order lines, the system liquidates remaining quantities and amounts that are budgeted and encumbered. To finalize a purchase order, follow these steps: 1. Open Procurement and sourcing > Common > Purchase orders > All purchase orders. 2. Select the desired purchase order and then click the Purchase tab. 3. Click Finalize in the Generate group of the Action Pane. To finalize a purchase order line, follow these steps: 1. Open Procurement and sourcing > Common > Purchase orders > All purchase orders. 2. Select the desired purchase order and then click the Purchase order lines tab. 3. Select the desired purchase order line. 4. Click Update line > Finalize. NOTE: An encumbrance is a reservation of budget funds that are set aside on the balance sheet to make sure that actual expenditures do not exceed the available budget. If encumbrance processing is enabled, encumbrances are created for a purchase order when the purchase order is confirmed. 31

32 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 Lab Create Purchase Orders Contoso Entertainments System - Company USMF Scenario You are a new purchasing agent at USMF Entertainment Systems. You are in training all day, and the trainer has left you with the following purchase order to create. One Purchase order for Tailspin Parts to be delivered on today's date with following information: 20 pieces of item number 5201 to be delivered to Warehouse 13. One piece of item number 5202 to be delivered to the Quality Testing Center. This is located at 123 S. Main Street, New York, NY Challenge Yourself! Create the purchase orders according to the specifications from the scenario and make sure that you confirm the purchase order. Need a Little Help? Step by Step Use Vendor US-102 Tailspin Parts Update the delivery address on the Header view Add two lines to the purchase order Create a new address for the Quality Testing Center which is located at 123 S. Main Street, New York, NY To create a purchase order, follow these steps: 1. Open Procurement and sourcing > Common > Purchase orders > All purchase orders. 2. Click Purchase order in the New group of the Action Pane. 3. Select US-102: Tailspin Parts for the Vendor account. 4. Click Yes to transfer vendor information. 5. Click OK to create the order. 6. Click Header view in the Show group of the Action Pane. 7. Click the Delivery tab. 8. Type today's date into the Delivery date field. 9. Click Line view in the Show group of the Action Pane. 10. Click Add line. 11. Select Item number Make sure the Site is set to 1 and Warehouse is Choose Black for the Color field. 14. Type "20" into the Quantity field and then press the Tab key 15. Click Add line. 16. Select Item number Make sure the Site is set to 1 and Warehouse is

33 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 17. Choose Black for the Color field. 18. Type "1" into the Quantity field and then press the Tab key. 19. If prompted, click No, to accept the quantity of 1 entered. 16. Click the Line details tab. 17. Click the Address tab. 18. Click the Add a new address icon. 19. Type "Quality Testing Center" into the Name or description field of the New address form. 20. Select USA in the Country/Region field. 21. Type "10006" into the ZIP/Postal code field. 22. Type "123 S. Main Street" into the Street field. 23. Click OK. 24. Click the Delivery address drop-down list and select the Quality Testing Center address that you just created. 25. Click the Purchase tab on the Action Pane, and then click Confirm. 26. If the confirmation prints to your screen, review and close the forms. Procedure: Generate a Receipts List Scenario For the past six weeks, all the shipments that Contoso Entertainment Systems has received from one of their suppliers are incorrect: either items are missing, or additional items are added. To address this situation, the receiving staff has decided to print a receipts list for all purchases from this supplier and compare the shipment to the list before accepting the shipment. To generate a receipts list, follow these steps: 1. Open Procurement and Sourcing > Common > Purchase orders > All purchase orders. 2. Select the purchase order to generate the documents. 3. In the Receive tab on the Action Pane, click Receipts list in the Generate group. 4. In the Quantity field, select Ordered quantity. 5. Select the Print receipts list check box to print the receipts list. 6. Click OK on the Posting receipts list form. 7. If you selected the Print receipts list check box, a receipt list that contains all the ordered items to be received is printed. 33

34 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 NOTE: The purchase order must be confirmed before the Receipts list can be generated. Procedure: Generate a Product Receipt The next step in updating purchase orders is to receive the item or services, and then enter the receipt list into the system. This creates a physical inventory transaction and makes the items available if they are stocked products. For stocked and not stocked products, if the Post to general ledger parameter in the Accounts payable parameters form is selected the product receipt will update the sub ledger. Record this transaction in the system by generating the product receipt. To generate a product receipt, follow these steps: 1. Open Procurement and Sourcing > Common > Purchase orders > All purchase orders. 2. Select the purchase order to generate the documents. 3. In the Receive tab on the Action Pane, click Product receipt in the Generate group. 4. In the Quantity field, select Ordered quantity. 5. Make sure that the Posting check box is selected to update the sub ledger. 6. Select the Print product receipts check box to print the product receipt. 7. Type the product receipt number in the Product receipt field. 8. Click OK on the Posting product receipts form. 9. If you selected the Print Product receipts check box, a product receipt that contains all the ordered items that were received is printed. 34

35 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 35

36 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 Procedure: Generate a Partial Product Receipt To generate a partial product receipt, follow these steps: 1. Open Procurement and Sourcing > Common > Purchase orders > All purchase orders. 2. Select the purchase order to generate the documents. 3. In the Receive tab on the Action Pane, click Product receipt in the Generate group. 4. In the Quantity field, select Ordered quantity. 5. Make sure that the Posting check box is selected to update the sub ledger. 6. Select the Print product receipts check box to print the product receipt. 7. Type the product receipt number in the Product receipt field. 8. Click the Lines tab. 9. Enter the quantity being received in to the Quantity field for each line. 10. Click OK on the Posting product receipts form. 11. If you selected the Print Product receipts check box, a product receipt that contains all the ordered items that were received is printed. Procedure: Cancel a Product Receipt The Product receipt journals form displays all generated product receipts. From this form, you can to correct or cancel the product receipt, if the product receipt was generated incorrectly or by accident. Canceling the product receipt reverses all product receipt posting and removed the product from inventory. NOTE: A Product receipt cannot be canceled or corrected if the purchase order is invoiced. To cancel a product receipt, follow these steps: 1. Open the Open Procurement and Sourcing > Common > Purchase orders > All purchase orders. 2. Select the purchase order for which to cancel the product receipt. 3. In the Receive tab on the Action Pane, click Product receipt in the Journals group. 4. Select the product receipt you want to cancel and then click Cancel. 36

37 A- Supply Chain Foundation Appendix for Microsoft Dynamics AX 2012 R2 5. Click OK in the dialog form. 6. Close the infolog. 7. Close the Product receipt journal form. Procedure: Correct a Product Receipt To correct a product receipt, follow these steps: 1. Open the Open Procurement and Sourcing > Common > Purchase orders > All purchase orders. 2. Select the purchase order, for which to cancel the product receipt. 3. In the Receive tab on the Action Pane, click Product receipt in the Journals group. 4. Select the product receipt you want to cancel and then click Correct. 5. In the Product receipt correction form, make any necessary corrections or changes to the product receipt. 6. Click OK. 7. Close the Product receipt journal form. Procedure: View Changes Between Product Receipt Versions All changes on each product receipts version is traced. You can view all changes to a given product receipt on the Compare product receipt versions form. To access this form, open the Product receipt journal from the Purchase order form or Procurement and sourcing > Inquiries > Journals > Product receipt. Click History to open the Product receipt history form to show the multiple versions and then click Compare versions. From the Compare product receipt versions form, you can view and compare the differences of each product receipt version. 37