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Introduction
Sales Orders and Sales Order Posting shows how to:
• Create a sales order by using the Simple and Advanced views in the
Sales order form.
• Work with sales orders.
• Identify the effect that sales order parameters in Accounts receivable
have on the creation of sales orders.
The course also discusses the more advanced sales order functionality in
Microsoft Dynamics® AX 2009, including the following topics:
• Subscriptions
• Blanket orders
When using the Advanced view, you can obtain a broad view of all sales orders,
perform multiple updates, and access advanced features such as trade agreement
and miscellaneous charges functionality.
The process of creating basic sales orders resembles that of creating basic
purchases orders, except that purchase orders are used to generate receipts of
items and sales orders are used for making item issues.
HINT: Use the CTRL+PGDN keys to move the pointer from the header to the lines. If
you use this option and there are no sales order lines in the lower pane, Microsoft
Dynamics AX 2009 automatically creates a new line in the lower pane.
• Journal
• Subscription
• Sales Order
• Blanket Order
You cannot select the following sales order types manually, as they are created
through the Return management feature or the Project module.
• Returned Order
• Item Requirements
Journal
Sales orders of the type Journal resemble purchase orders of type Journal because
they are also used as draft sales orders.
Journals help when you bring data into the system that may 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 type Journal neither affects stock quantities nor generates
item transactions, and the quantity on the order line will not be considered in
Master planning.
Subscription
The sales order type Subscription is used for repeated sales of the same goods or
services to the same customer. When a packing slip is updated, Microsoft
Dynamics AX 2009 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: Light and Design have a standing order to buy 100 CL-100-B-M lamps
from Contoso Entertainment Systems. The order taker creates a sales order of type
Subscription for Light and Design and creates a line for 100 pieces of CL-100-B-M.
Each month, the subscription is invoice-updated, and the goods are delivered to the
customer and the customer is billed for the standard quantity of 100 pieces. The sales
order remains at the status Open order but transactions are created for the sales order
line.
Sales Order
The sales order type Sales order is used when the customer confirms that he or
she wants the order. When you create a new order, set the type to use the Sales
order type inside the Parameters form, depending on the client's business
process.
Blanket Order
The sales order type Blanket order works the same as for a purchase order except
the order is made with a customer for whom you periodically generate release
sales orders.
Returned Order
The sales order type Returned order is used when you receive goods back from a
customer.
The Returned order type inside Microsoft Dynamics AX 2009 cannot be selected
manually; it is created through the Return orders form in Accounts
receivable > Return Order Details.
Item Requirements
The sales order type Item requirements is connected to the Microsoft Dynamics
AX 2009 Project module. When you create the item requirements in the Project
module, the system automatically creates a sales order of the type Item
requirements.
Scenario
The customer, Sparrow Wholesales, calls and orders ten pieces of item number
1701, Standard DVD player - black. As a sales clerk with Contoso Entertainment
Systems, you will create the sales order and print the Sales order confirmation for
the customer.
Challenge Yourself!
Create the Sales order, and post the Sales order confirmation to the screen.
Post the Sales order confirmation by using the Posting button in the Sales order
form.
Step by Step
Sales Parameters
In the Accounts receivable parameters, you can create default settings that are
used when you create sales orders.
• Select the default sales order type to use when you create a new sales
order. Specify any of the sales order types described in the topic
about sales order types, except Returned order and Item
Requirement.
• 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.
Scenario
You are a Microsoft Dynamics AX 2009 implementer and have been asked to
visit the sales team at Contoso Entertainment Systems to provide additional
training so the team can take better advantage of their system. When arriving on
site, you ask the team what they find time-consuming or cumbersome in their
daily procedures.
You learn that most of the new orders are for the Sales order sales type and the
orders arrive as faxes. Therefore, it will increase data entry efficiency if the
system defaulted to creating the Sales order Sales order type.
Challenge Yourself!
Set up the parameters to meet the requirements outlined in the scenario.
Step by Step
This is useful if, for example, to collect sales order lines to different delivery
locations in one sales order.
This address differs from the customer's main address specified in the
Customers form. Therefore, the order taker must update the sales order with the
new delivery address for the customer.
To do this, the order taker 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.
The Address selection form closes and the address specified is copied into the
sales order. When you save the order header, a dialog box appears that asks if
you want to update the sales order lines that had the same address as the header
before the update with the new address that was used to update the sales order
header.
The customer informs the order taker that they need a packing slip for each
delivery address.
The order taker updates the Delivery address on each sales order line, and when
the items are ready for delivery, the order taker 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 of the retail outlets.
Make a temporary record of the delivery address by copying the address from the
sales order or sales lines to the respective tab in the Address selection form. If
you later decide to move the address from the sales order or sales line to the
customer's address book, click the Address tab on the Address selection form
and then click Move and the address becomes one of the customer addresses.
When copying a delivery address, you can also specify a customer receipt
calendar specifically for this address, because the customer receipt times at this
address can be different from opening times at the default customer address.
The Enhanced delivery date control supports the user in his or her daily work and
makes it simpler to give realistic delivery dates. The order taker enters sales
orders and Microsoft Dynamics AX 2009 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 taker 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.
Enabling the Delivery Date Control feature ensures that delivery date control is
set by default each time you create a sales order header.
You can set up delivery date control on each item, in the Default order setting
form, and this will default to the sales order lines, even if the Delivery date
control parameter setting is set to 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.
Enable the delivery date control function for Transfer orders in Accounts
receivable > Parameters.
NOTE: If you select ATP 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.
The system calculates the ATP quantity based on the “cumulative ATP with
look-ahead” method. The main advantage to this method of calculating ATP is
that it can handle instances when the sum of issues between receipts is bigger
than the latest receipt, that is, when it is necessary to use a quantity from an
earlier receipt to meet a requirement. By including all of the issues until the
cumulative quantity to receive is bigger than the cumulative quantity to issue, the
ATP quantity in an earlier period considers the need to use some of that quantity
in a later period.
Microsoft Dynamics AX 2009 calculates the ATP using the following formula:
ATP = ATP for the previous period + the receipts for the current period - the
issues for the current period - the net issue quantity for each future period until
the period when the sum of receipts for all future periods, up to and including the
future period, is greater than the sum of issues, up to and including the future
period.
You can learn more about available-to-promise (ATP) in the Microsoft Dynamics
AX 2009 Production series.
The factors that are considered when calculating the earliest possible delivery
date are:
• Order deadlines
• Transport time
• Transport calendars
• Customer receipt calendars
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 sales order
lead time in Accounts receivable > Setup > 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 warns you and asks you to find
another available date for delivery.
The system-proposed ship and receipt dates can be overridden if you click the
Disable dlv. date control button. In this case, the system accepts the dates
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.
Order Deadlines
Order deadlines determine the cutoff time after which orders are shipped one day
later. Set the order deadlines by clicking Accounts receivable > Setup >
Parameters and select the order deadlines in the Order deadlines field group.
EXAMPLE: The Order deadline is set for 12:00 on Wednesday and the sales order is
entered at 12:30 on Wednesday. Therefore, the earliest requested shipping date is
Thursday, the following day, presuming this is an open day.
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
management > Setup > Distribution > Transport.
NOTE: If multisite is activated, ensure that fallback warehouses are associated with the
sites. The fallback warehouse is used to calculate the transport time if a site but no
warehouse has been specified on the sales order line.
Fallback Warehouse
The Transport form is controlled based on warehouse and not site, even if
multisite is enabled. 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.
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.
To set up fallback warehouses, open the Fallback warehouse for site form from
Inventory management > Setup > Distribution > Fallback warehouse for
site.
NOTE: On the Company information form, a default fallback warehouse has been
specified for the company. So even if a fallback warehouse has not been specified for a
certain site, there is always the company default fallback warehouse that will take
effect, if necessary. However, this is only used for orders created through the Enterprise
portal, AIF, or Intercompany to ensure that the order can be received.
Transport Calendar
Open the Transport calendar from the Modes of delivery form in Accounts
receivable > Setup > Distribution. The calendar contains three statuses of the
Working times, as shown in the following table.
Status Description
Open The mode of delivery is open for pickup and delivery.
Closed The mode of delivery is closed for pickup and delivery.
Closed for pickup 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 may only pick up items to
be delivered on certain days of the week.
The transport calendar lets you operate with two levels of detail:
• Mode of delivery
• Warehouse specific
When you specify a transport calendar for a mode of delivery, the calendar
applies for all warehouses for a particular mode of delivery.
When you create a transport calendar that is warehouse specific, you create a
relation between a mode of delivery and the specific warehouse.
EXAMPLE: The carrier VAN has a transport calendar attached to it called “Std. no
Friday pickup for the warehouse GW.” This means that when a delivery is to be made
by the carrier VAN from warehouse GW, the VAN can pick up from warehouse GW on
any day except Friday.
If you create a sales order with warehouse GW specified on the sales order line and
with the carrier VAN specified with a requested shipping date on a Friday, then the
requested shipping date is moved to the next day when the carrier VAN is open for
pickup.
NOTE: You can set up a receipt calendar for all delivery addresses for a customer.
Scenario
As the sales manager for Contoso Entertainment Systems, you are responsible for
setting up the new Delivery date control functionality and transport times with
regard to an existing customer, Whole Wholesales. The customer's ZIP code is
01199.
Challenge Yourself!
Set up the transport times to the customer for different modes of delivery
according to the specifications set in the lab description.
Step by Step
7. Create a new line, and specify UPS Ground and a transport time of
three days.
8. Create a new line, and specifiy UPS Next Day Air and a transport
time of one day.
• 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.
• Take action to 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.
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 dialog box in the figure shows the
following:
Parameter Description
Mode of delivery 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 with
regard to available ship dates and available receipt dates.
Site Change the site.
Warehouse Change the warehouse and the number of transport days
to be less or more. This enables you to fulfill/not fulfill
the requested ship/receipt date.
Lead time In the sales order header, the lead time comes from the
default sales lead time specified on the Accounts
Receivable > Parameters form. In the sales order lines,
the lead time comes from sales lead time for the item or
trade agreements that exist for the item.
Transport days 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.
My time Shows the order entry deadline at the shipping location
converted to your time zone.
Shipping location Shows the order entry deadline at the shipping location in
time the time zone of the shipping location. If multisite is
activated, the time is shown in the site time zone,
otherwise it is shown in the company time zone.
Available ship Available ship date from the shipping point.
date
Available receipt Available receipt date at the receiving point.
date
This is useful if you can deliver the order on the requested date.
However, if the selected ship or receipt date falls on a closed day and you still
want to transfer the date to the sales order, click the Disable dlv. date control
button. This function disables the delivery date control and lets you ignore the
system calculated date and accept a non-available date.
Scenario
You are the order taker at the Contoso Entertainment Systems. Whale
Wholesales calls and orders one piece of item number 1701, Standard DVD
Player - Black, to arrive Today's date + one week. The sales order must be
dispatched from warehouse 21.
You hear that one of Contoso Entertainment Systems sales representatives will
be visiting Whale Wholesales that day and can personally deliver the order. The
delivery can therefore be made today.
Challenge Yourself!
1. Create the sales order according to the specification in the first part
of the scenario.
2. Take the appropriate action on the delivery so that the delivery date
control is ignored and the delivery date at the customer is for today.
Step by Step
1. Open Accounts receivable > Sales Order Details and then press
CTRL+N to create a new Sales order.
2. Select customer account 1301
3. Ensure Delivery date control = Sales lead time, and then click OK.
4. Type “1701” in the Item number field.
5. Ensure that the warehouse 21 is specified on the line.
6. Click the Delivery tab and set the Requested receipt date to
Today's date + one week, and then press CTRL+S to save the record.
7. Bring the Requested receipt date forward to Today on the order line.
8. To override the Available dates control, click Disable dlv. date
control.
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, it is possible to allow for certain important customers to have later order
entry deadlines than all 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.
Susan 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. Second, she assigns the order
entry deadline groups to customers in the Customers form. Third, she sets up the
order entry deadline for the group.
If the company consists of several sites, the order entry deadlines, the order entry
deadline groups, and time zones can be set up for each site. If the 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.
Site A Site B
California Florida
Pacific Standard Time (PST) Eastern Standard Time (EST)
Susan, the order processor, is located in Utah where the time zone is Mountain
Standard Time (MST).
This means that as long as she 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.
The following table shows the order entry deadlines for site A and B converted to
MST time.
Site A Site B
California Florida
Pacific Standard Time (PST) Eastern Standard Time (EST)
Susan, the order processor is located in Utah where the time zone is Mountain
Standard Time (MST).
This means that as long as 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.
NOTE: If daylight savings time adjustment is in effect, the order entry deadlines are
adjusted accordingly.
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.
First, create order entry deadline groups and then associate the order entry
deadline groups that have sites or customers.
The selected combinations will be available in the Order entry deadlines form.
Example
A sales order and a sales order line for item B-R14 is created for a customer. The
date is December 6, 2007. You set up one transport day to the customer receipt
address. Additionally, the following requested ship and receipt dates are specified
on the sales order line:
Because December 12, 2007 is before or equal to the confirmed ship date
provided on the sales order line, nothing is changed to the requested ship and
receipt dates:
NOTE: As soon as the confirmed ship date is provided, no changes are made to the
requested ship dates. Then all changes and calculations are made to the confirmed
dates only. This is so that users can keep track of what the customer originally
requested.
Because December 13, 2007 is after the confirmed ship date on the sales order
line, the delivery date control feature opens the Available ship and receipt dates
form.
NOTE: The lead time displayed in the Available ship and receipt dates form is the
specific sales order lead time for site A.
Direct Delivery
Microsoft Dynamics AX 2009 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.
• Reduced time from when you create sales orders to the delivery to
the customer.
• No inventory carrying or labor costs as the items never physically
enter inventory.
• Reduced transportation costs since 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.
However, the vendor for these items resides in the same town as the customer.
Therefore, the order taker decides to create a direct delivery from the vendor to
the customer to save unnecessary freight costs and shorten the delivery time.
All posting updates concerned with delivery of items to the customer, except
Confirmation, are performed from the purchase order. This ensures that packing
slip updates for the purchase order and its attached sales order are synchronized.
• Order takers updating the purchase order's packing slip order but not
the sales order packing slip.
• Delays between updating the purchase order and sales order.
• 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 ensure that packing slip
updates of purchase orders are reflected in the update of the attached sales order.
Update Note
Purchase order posting updates for Perform these as for a standard
Purchase order and Receipt list purchase order; these updates do not
updates affect the status of an attached sales
order.
Picking list updates With direct deliveries, no picking list
is created since the items sold to the
customer never physically enter your
inventory and are therefore never
picked.
Sales orders with lines of both the Posting options are available to
types direct delivery and non-direct perform updates for the order lines of
delivery the type non-direct delivery. However,
posting options are unavailable for
lines of type direct delivery.
Scenario
A day later, the customer calls to say that they want their item delivered to
another address.
The order taker 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.
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 type direct delivery 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.
Scenario
The order taker receives notification that five items have been delivered to the
customer, and then partly updates the purchase order packing slip. The sales
order is correspondingly updated.
When the customer receives the five items, they call Contoso Entertainment
Systems and say that they want the remaining quantities for all items delivered to
a new address at 123 Petunia Street, London.
The order taker updates the purchase order header with the new delivery address
and is prompted if the attached purchase order lines, which also had the previous
address specified on them, are also to be updated with the new address. Because
all the remaining items must be delivered to the address, the order taker clicks
Yes to all. The attached sales order line is updated.
Eventually, the purchase order is fully updated and the customer is invoiced from
the sales order.
Scenario
Day 1: Forest Wholesales calls and orders 1,200 pieces of item number 1507.
The order taker at Contoso Entertainment Systems sees 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 Main warehouse, Gate 3.
Day 6: You receive notification from the vendor that 500 of the 1,200 pieces of
1507 have been delivered so you post the Purchase order packing slip.
Day 7: Forest Wholesales calls and requests that you add a sales order line for
ten pieces of item number 1509.
Challenge Yourself!
Step by Step
1. Create a sales order for customer 1101 for 1,200 pieces of item
number 1507.
2. Click Functions > Create direct delivery. The line is automatically
created that has the preferred vendor. Select the Include check box
and the direct delivery purchase order is created, when you click
OK.
3. Update the sales order header with the new address.
4. Click Inquires > Purchase order and select the Address tab to see
the updated address on the Purchase order.
5. In the Receive now field of the purchase order line, update with 500
pieces.
6. Click Posting > Packing slip and select Receive now. Type a
Packing slip number and then click OK.
7. Close the Purchase order, and press CTRL+S in the Sales order
form.
8. Click the Quantity tab to ensure the 500 pieces have been delivered.
9. Create a new line for the sales order of 10 pieces of item number
1508, and create a purchase order of the type Direct delivery from
the line.
Notice that in the Create direct delivery form, you can only select
the new line for 1508 for creation because the line for 1507 has
already been created.
For the new sales order line for item number 1508, a new purchase
order of direct delivery type is created. You can see this on the
References tab of the Sales order.
When you post a packing slip or invoice, you post to the general ledger and sub-
ledgers. Profiles for posting to the general ledger can be set up for:
• One item
• An item group
• All items at the same time
• Customer (table, group, all)
• Sales tax
• Miscellaneous charges
You can learn about the hierarchy of Sales order posting and how the system
searches through the profiles, in the Sales Order Posting Hierarchy topic.
The following lessons introduce updating sales orders through the five posting
statuses that are available in Microsoft Dynamics AX 2009. These are the
postings options:
• Confirmation
• Picking list
• Picking list registration
• Packing slip
• Invoice
The ability to use all order postings depends on the specific needs of a company.
NOTE: In Microsoft Dynamics AX 2009, you also have the option to use the Pro-forma
button in the Sales order form to go directly to the posting forms for all posting updates.
This means that the Posting check box will be inactivated by default, and pro-forma
papers can be printed.
This step does not change the status of the order and does not create any
inventory transactions. The Document status is updated to Confirmed and the
system creates a Confirmation journal.
• Quantity
• Posting
• Late selection
Quantity Description
Deliver now Use this option when partly updating a sales order delivery
quantity. On the Quantity tab in the Deliver now field, enter
the quantity to be updated. When the sales order is updated,
the quantity on the sales order line in the Deliver now field is
pulled into the posting as a proposed quantity.
All When this function is used, the total sales order quantities are
proposed in the posting lines.
Picked With a Confirmation update, the complete quantity is the
proposed quantity when Picked is selected.
Packing slip With a Confirmation update, this has the same effect as
selecting the All setting.
Setting Description
Posting 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.
Late selection Clear the parameter unless you intend to process the order
at a later date through a batch.
• Setup
• Summary update
In the Setup field group, start a credit check on the customer and set a deadline
date to delimit the transaction.
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 you can still continue with the update.
Specify whether a warning or an error must be generated by clicking Accounts
receivable > Setup > Parameters and selecting either Warning or Error.
Setting Description
None No summary updates will be made. This means one order
and one confirmation.
Invoice account Summary update selected sales orders by their invoice
account.
• Overview
• Setup
• Lines
• Line details
• Sales orders
For example, if you select Deliver now in the Quantity field, but have not
specified a quantity in the Deliver now field in the sales order, the yellow
caution triangle displays because there is no quantity to update.
Notice that this is a high level validation and only indicates if the order will post
or not.
EXAMPLE: The Date of confirmation can help if inventory requires a manual check
or when an order processor has to check with another supplier before confirming the
order.
You can view additional details on each line by selecting the Line details tab.
When you are satisfied that all sales order, item criteria, and quantities are
correct, click the OK button to post the order confirmation.
When you run a picking list update, it is either voluntary or mandatory depending
on the inventory model attached to the item you are selling. If the Picking
requirement parameter is selected in Inventory management > Setup >
Inventory > Inventory model group, the transactions for a line must have the
status Picked before you can continue to packing slip update the line.
The settings in the Picking route status field are explained in the following
table.
Setting Effect
Activated You must run both a Picking list update and then register what
you have actually picked in the Picking list registration update.
In this situation, the status for the transaction only reaches
Picked after you have also registered the pick. After this, the
packing slip can be updated.
Completed Select Completed if the inventory transactions should be
updated to Picked when you perform the Picking list update.
Now you are ready to go to the next step in the sales order posting flow, which is
posting the Packing slip.
You will learn more about Picking list registration in the Sales Order Picking
course in the Microsoft Dynamics AX 2009 Trade and Logistics 1 series.
If Picking list registration is performed, it is at that time that the system will
reduce the physical on hand inventory.
If the quantities posted 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 Open order.
Field Description
Quantity When you select the Picked option from the list, any
quantities on the sales order lines that have been picked
become the proposed quantity for packing slip updating.
Reduce quantity 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.
Field Description
Credit correction You can indicate whether a particular update is a
correction to a transaction. Select the Credit
correction check box to post the ledger transactions
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 type Returned
order 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.
The options for Bill of lading in the Accounts receivable parameters are shown in
the following table.
Other bill of lading settings default from Accounts receivable > Setup >
Parameters > Bill of lading field group to the Bill of lading tab on the Posting
packing slip form.
The Freighted by settings from the Bill of lading tab is transferred to the sales
order packing slip. The other settings from the tab are transferred to the Bill of
lading form and Bill of lading report.
There is an additional button for Shipment information. When you click the
Shipments button in the Posting packing slip form, you can enter shipment
specifications such as volume, weight, number of pieces, and the number of
shipping documents required.
EXAMPLE: If the item was dispatched yesterday but the sales order packing slip
update was performed the day after, the packing slip will be updated with yesterday's
date, that is, the date the item was physically dispatched from the company. This
situation may occur where the physical dispatch of items and packing slip updates
occur asynchronously because the two processes are performed in separate
departments.
If the quantities posted on the invoice update are equal to the ordered quantities,
the value in the Status field changes to Invoiced.
HINT: In Accounts receivable > Setup > Parameters > Updates tab, select Delete
order line invoiced in total and Delete order after invoicing to delete the sales orders
or order lines from the Sales order form when they are fully invoiced.
Field Description
Quantity Select the Packing slip option and any quantities on the
sales order lines that have been packing slip updated
will be included for posting.
Reduce quantity Select this parameter to reduce the quantity to be
invoice updated to the quantity that is physically
available.
Summary update Use the function to minimize administration of
invoices to the same customer. Remember that you
must set up summary update for each document on the
customer.
Field Description
Invoice date Enter a value in this field if it differs from today's date.
Due date Specify a due date for payment if the date differs from the
payment date calculated according to the terms of payment
for the customer.
Bank account Specify a bank account if the customer has instructed you
to use a specific bank account instead of the regular one
that you use with that customer.
Scenario
• One Sales order for 50 pieces of item number 1701, sold to Whale
Wholesales (Customer number 1301)
• One Sales order for seven pieces of item number 1702, sold to Forest
Wholesales (Customer number 1101)
• One Sales order for three pieces of item number 1508, sold to Sunset
Wholesales (Customer number 1102)
• Invoice account for all three customers: 1101
Challenge Yourself!
Step by Step
6. Select the Automatic summary check box for Invoice and then
close the form.
7. Repeat steps 5 through 7 for Customer numbers 1101 and 1102.
8. Click Accounts receivable > Sales Order Details.
9. Press CTRL+N to create a new sales order.
10. Click Customer number 1301.
11. Click No in response to the prompt.
12. Click the Invoice account arrow, and then click 1101.
13. Click Yes to the prompt.
14. In the Currency field, type USD.
15. In the Mode of delivery field, select Truck.
16. In the Language field, type EN-US.
17. Click OK.
18. Click the arrow in the Item number field and then select 1701.
19. Tab to the Quantity field and type 50.
20. Tab off the field.
21. Click in the header of the Sales order form.
22. Press CTRL+N to create a new sales order.
23. Click Customer number 1101.
24. Click Yes in response to the prompt.
25. Click OK.
26. Click the arrow in the Item number field and then select 1702.
27. Tab to the Quantity field and type 7.
28. Tab off the field.
29. Click in the header of the Sales order form.
30. Press CTRL+N to create a new sales order.
31. Select Customer number 1102.
32. Click No in response to the prompt.
33. Click the Invoice account arrow and then select 1101.
34. Click Yes to the prompt.
35. In the Currency field, type USD.
36. In the Mode of delivery field, select Truck.
37. In the Language field, type EN-US.
38. Click OK.
39. Click the arrow in the Item number field and then select 1508.
40. Tab to the Quantity field and type 3.
41. Click the Sales order header of the first sales order that you created.
42. Click Inventory > Pick.
43. Select the Auto-create check box, and then click Post all.
44. Close the Pick form.
45. Repeat steps 42 through 44 for the second and third sales orders.
46. Click the Overview pane and SHIFT, and then click the three sales
orders you just created.
47. Click Posting > Invoice.
48. In the Quantity field, click the arrow, and then click ALL.
49. Select the Posting check box and the Print invoice check box.
50. Click OK.
To use the Invoice based on packing slip feature you must select the Deduction
requirements parameter on the item's Inventory model group. When this is
selected, item deductions must be physically updated before they can be
financially updated.
You must post a packing slip before the corresponding Sales order invoice can be
posted. If there is a difference between the deducted quantity on the packing slip
and the negative invoiced quantity on the invoice, an icon is shown in the
Packing slip quantity match column in the Posting invoice form.
When you post the invoice, the Invoice remainder quantity for each item is
updated with the total of the delivered quantities from the selected packing slips.
If both the Invoice remainder quantity and the Deliver remainder quantity for
all items on the sales order are zero, the status of the sales order changes to
Invoiced. If the Invoice remainder quantity is not zero, the status of the sales
order is unchanged and additional invoices can be entered for it. Inventory
transactions are updated with the invoice number, and the status in the sales order
Line status field changes to Invoiced.
To post and print a sales order invoice based on packing slips, follow these steps.
NOTE: This procedure can also be completed from the Invoice sales update periodic
job. This procedure assumes that at least one packing slip has been posted for the sales
orders that are invoiced using the periodic job. The financial information for the
invoices is based on the information that is entered when you enter and post the
invoices.
Assume that you have three sales orders and three packing slips, as shown in the
following table. All packing slips have the same invoice account and currency
code.
If you select Packing slip in the Summary update for field, the invoices are
summarized as shown in the following table.
If you do not summarize the invoices (select None in the Summary update for
field), the invoices are based on the sales order documents, as shown in the
following table.
1. Click Accounts receivable > Periodic > Sales update > Invoice.
2. In the Quantity field, select Packing slip.
3. Click Select and modify the query, if necessary. For example, you
might select a range of dates for the Ship date field.
4. Click OK to close the Sales update form.
5. Select the Posting check box.
6. Make selections in the Print options field group, as needed.
7. On the Other tab, in the Summary update for field, select Packing
slip.
Inventory management > Setup > Posting > Posting > Sales order tab.
Microsoft Dynamics AX 2009 lets you set up general posting rules and
miscellaneous charges for:
• All items
• All accounts
• All sales-tax codes
You can define primary posting in Accounts receivable > Setup >
Parameters > Ledger and sales tax tab. Select whether the primary sales,
consumption, or discount posting occurs for the item or customer.
The way inventory posting is set up depends on how you want inventory posting
to be represented in your financial reporting.
To post packing slip related transactions for an item, ensure that the Post
physical inventory parameter is set up for the item's inventory model group. To
verify this, follow these steps:
Additionally, ensure that the Post packing slip in ledger parameter is also
selected. To do this:
NOTE: Companies may decide to work with packing slip posting in the financial
inventory because, in theory, the goods are out of their inventory as soon as they have
the status Deducted. This means that you can obtain a more accurate picture of
inventory value as you consider items that have been delivered out of your company and
also orders for which you have invoiced. The same applies for purchase orders and
receipts where received items are considered part of your financial inventory although
they have not yet been fully financially updated.
NOTE:Items that use the Inventory model Standard cost will have the Post physical
inventory parameter enabled by default.
For posting to occur when invoice updating a sales order for items, the Post
financial inventory parameter must be selected in the item's inventory model.
NOTE: If the item is of the type Service, you do not want to post item consumption
because you do not keep items in stock; they are not consumed financially or physically.
Therefore, the inventory model group attached to the item must have the Post financial
inventory and Post physical inventory parameters cleared.
In addition to the inventory posting, the sales revenue and customer summary
accounts receive postings during invoice updating. The customer account is
updated in the sub-ledger when the sale is posted, and you set up the posting
profile for this in Accounts receivable > Setup > Posting profiles.
• Line discounts
• Multiline discounts
• Total discounts
If a Discount account is used, the item's inventory value is the price before
discounts.
The Packing slip tax account is used to post estimated tax, at the time of packing
slip update, to the General ledger. Typically, at this point in the ordering cycle,
taxes are only estimated and can be tracked in this special account until
confirmed.
This helps if there is significant tax to consider and where there may be a lengthy
period between packing slip update and confirmation of the tax amount.
Multisite
Multisite covers features that incorporate functionality to cater for a company
with multiple sites. The features offered in Multisite include:
Consider, for example, a sales order is created that has three sales order lines.
The sales order lines are all created for the same item that has Vendor Y assigned
as the preferred vendor.
The three sales order lines each have a different site attached:
When a customer is creating a purchase order directly from the sales order, the
Create purchase order form opens with the following lines:
NOTE: When a customer creates a direct delivery from the sales order, the
functionality is the same as with the create purchase order feature.
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, only a subset can be
used.
The Supply overview form is opened from the Inquiries button from sales order
lines, in the Sales Orders form.
Example
A customer needs 100 items by the end of next month. Because the customer is
not in a hurry, he or she chooses to have the items sent from site B where the
items are shipped by van. Therefore, the transport time is longer than at Site A,
where the items are shipped by helicopter and therefore with a shorter transport
time.
These site specific sales prices are controlled from the Trade agreements, where a
site can also be used as a price differentiator. Whether applying the site specific
prices or not, users can set up Site on the Inventory dimensions > General tab
where the two check boxes For purchase prices and For sales prices can be
selected and cleared.
The setup parameters for splitting postings is specified in Accounts receivable >
Setup > Parameters > Summary update.
Under the Split based on site information field group on the Summary update
tab, the following check boxes are listed:
• Confirmation
• Picking list
• Packing slip
• Invoice
The first four check boxes are inactive. This means that these cannot be changed.
For Confirmation, the check box is cleared. This means that the posting
documents will not be split for each site. For Picking list and Packing slip, the
check boxes are selected, specifying that the posting documents for those two
must always be split for each site. The Invoice check box is active and can be
selected, depending on if the invoice must be posted for each site or for all sites.
NOTE: On the Summary tab of the Accounts receivable parameters, there is also the
possibility to specify that split posting must be based on the delivery information.
Moreover, with this feature it is now also possible to select multiple orders in the
Sales order form or Purchase order form. Each has lines with different site
dimensions specified. If, for example, multiple sales orders have been selected,
you can click Posting > Picking list and the Post picking list form will display a
picking list for as many sites represented on the order lines for all the sales orders
selected.
NOTE: A will-call is a situation where a customer buys an item ahead of time and then
picks it up themselves. The Sales pickup form is used to handle this type of request.
Sammy uses the carrier software to pull the packing slip information from
Microsoft Dynamics AX 2009, 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 2009 updates the order with shipping charges and
packing slip information before the invoice is created.
Summary
Sales Orders and Sales Order Posting reviewed how to set up and use the basic
sales order functionality and perform posting updates.
Learning about sales orders and sales order posting helps you create basic sales
orders in Microsoft Dynamics AX 2009. Additionally, the more advanced sales
features help you to:
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 sites, All order groups
( ) All sites, Order group
2. A customer does not receive deliveries on the first Friday of every month.
Where do you specify this so that a delivery is not scheduled for the
customer on this day?
3. Your company uses many different modes of delivery. However, you want
one specific mode of delivery to be inserted on all sales order lines on order
line creation. How do you set this up in the Transport time system?
4. What are the Sales order Packing slip revenue and Packing slip revenue
offset accounts used for? What happens when the invoice is posted?
1.
2.
3.
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 sites, All order groups
( ) All sites, Order group
2. A customer does not receive deliveries on the first Friday of every month.
Where do you specify this so that a delivery is not scheduled for the
customer on this day?
3. Your company uses many different modes of delivery. However, you want
one specific mode of delivery to be inserted on all sales order lines on order
line creation. How do you set this up in the Transport time system?
MODEL ANSWER - Selecting the Default check box for the mode of
delivery in Inventory management > Setup > Distribution > Transport for the
warehouse/warehouse relation.
4. What are the Sales order Packing slip revenue and Packing slip revenue
offset accounts used for? What happens when the invoice is posted?
MODEL ANSWER - The two packing slip transactions are reversed. The
cost of the item(s) is released from the Inventory account. The offset for the
MODEL ANSWER - Item - Table Item group - Group All items – All