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Introduction
Sales Orders reviews the process for creating and managing sales orders in Microsoft Dynamics AX 2012. Sales orders are used throughout the sales process to record information about the goods and services that a company is selling to various customers.
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The All sales orders list page contains two FactBoxes that display additional information about the selected sales order. Latest sales orders - displays a list of recent sales orders for the same customer as the sales order that is selected in the grid. The user can browse to a related sales order by clicking the Sales order link inside the FactBox. Related information - displays the number of open quotations, open sales orders, unpaid invoices, return orders, and open cases for the same customer as the sales order that is selected in the grid.
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The Sales order form has two views available: header view, line view, and edit in grid view.
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When you are in the header view of the Sales order form, the Header view button on the Action Pane will be highlighted to give you a visual indication of the current view. The header view is split into several tabs that are described in the following table. Tab General Setup Description View and edit information about the selected sales order. The shortcut to expand this FastTab is CTRL + 1. View and change the buyer group, order, pool, and language information for the selected sales order. The shortcut to expand this FastTab is CTRL + 2. View or select address information about the vendor for the selected sales order. The shortcut to expand this FastTab is CTRL + 3. Set up delivery information for the order. The shortcut to expand this FastTab is CTRL + 4. Enter price and discount information for the order. The shortcut to expand this FastTab is CTRL + 5.
Address
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In addition to the status on the header of the sales order, each line of the order can also have a status, as follows: Open order Received Invoiced Canceled
Because the status and document status are calculated separately, different combinations of statuses and document status can help additionally identify an orders status. For example, if an orders status is Open order and the document status is Invoice, you can conclude that the order is partly received and invoiced.
One-Time Customer
Use the One-time customer function when you are working with a customer who does not exist in the Customer form. Before you use this function, make sure that a number sequence is set up for one-time customers in Account receivable > Setup > Account receivable parameters > Number sequences.
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You cannot select the following sales order types manually, because they are created through the Return management feature or the Project management and accounting module. Returned Order Item Requirements
Sales Order
The sales order type of Sales order is used when the customer confirms that he or she wants the order. You can set the default type to be Sales order inside the Accounts Receivable Parameters form, depending on the client's business process.
Journal
Sales orders of the Journal type resemble purchase orders of the Journal type because they are also used as draft sales orders. Journals help when you bring data into the system that might not meet quality or other standards. This can occur with data loads or data that is entered by a new or temporary worker. A sales order of the Journal type does not affect stock quantities, and the quantity on the order line will not be considered in Master planning.
Subscription
The sales order type of Subscription is used for repeated sales of the same item or service to the same customer. When a packing slip is updated, Microsoft Dynamics AX 2012 generates a packing slip. When the invoice is updated, a new packing slip or invoice entry can be updated for the same sales line. The order never has an Invoiced status, only Open or Delivered.
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Returned Order
The sales order type of Returned order is used when you receive goods back from a customer. The Returned order type in Microsoft Dynamics AX 2012 cannot be selected manually. It is created through the Return orders form in Sales and marketing > Common > Return orders > All return orders. For more information about Customer returns, refer to Customer Returns in the Supply Chain Foundation in Microsoft Dynamics AX 2012 course.
Item Requirements
The sales order type of Item requirements is connected to the Microsoft Dynamics AX 2012 Project management and accounting module. When you create the item requirements in the Project management and accounting module, the system automatically creates a sales order of the type Item requirements.
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Reservation
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Mark order as void Prompt quantity field value when posting documents Period of validity
Enter the number of days that a Return Materials Authorization (RMA) for customers is valid. The estimated date of arrival is calculated based on the system date plus the number of days that you specify. Select this check box to require that a reason code be selected when payments are canceled. Select this check box to require that a reason code be selected before a return order can be posted. Select this check box to require that a reason code be selected when accounts receivable transactions are reversed.
Require reason code for payment cancellations Require reason code for return orders Require reason code for transaction reversals
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Updates Tab
Use the Updates tab on the Accounts receivable parameters form to enter or view parameters in the General, Picking list, Packing slip, Invoice, and batch sections. This includes rules for delivery acceptances and updating invoices and picking lists. Invoicing parameters will not be covered in this topic. For more information about generating invoices for sales orders, refer to the Financials I in Microsoft Dynamics AX 2012 course. To view or edit parameters for automatically updating order lines when you change the sales order header, click Update order lines. The options are described in the following table. Parameter Accept overdelivery Description Select this check box if customers are willing to receive more items through the packing slip update than the quantity that is ordered on the sales order line.
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Post packing slip in ledger Automatic reduction, packing slip Number of document in batch task Update order lines
Select this check box to post the stock value of physical inventory transactions to the ledger when you update a packing slip. Select this check box to reduce the quantity that is sent to the packing slip to the available on-hand quantity. Enter the maximum number of documents that must be processed in parallel in each batch task in the batch job. The batch job is run when you post sales orders. Use this button to open a form where you can specify how sales order lines are automatically updated when modifications are made on the sales order header. For each field, you can select one of the following values. Always - The order lines are updated automatically when the order header is updated. Never - The order lines are not updated when the order header is updated. Prompt - The user selects whether to update the order lines.
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The Split based on group lets you split the sales order confirmations, picking lists, packing slips, and invoices based on the Site or Delivery information check boxes. For example, if you select the Delivery information check box for confirmation, the sales confirmation will produce one confirmation for each sales order line delivery address when you post. If you clear the check box the confirmation will use the header address in the Sales order form as the delivery address when you generate the sales order confirmation.
Shipments Tab
Use the settings on the Shipments tab to specify whether to include shipping information on invoices or product receipts. You can also specify whether to create bills of lading and which information to include. Parameter Shipping specification Description Specify whether and when shipping specifications will be automatically entered. Shipping specifications include volume, net weight, cartons, gross weight, shipping zone, and shipping label print settings. You can enter shipping information when you make a packing slip update, invoice the order, or both. Select None if you want to enter all the shipping specifications manually.
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Specify whether and when to create a bill of lading when dispatching the shipment. You can create the bill of lading when the packing slip is updated, when the invoice is posted, or at both times. Select the language in which to print the bill of lading. Specify the name of the company that handles your transport of items. This information is transferred to the corresponding fields in the Bill of lading and Posting invoice forms. You can define the carrier names in the Carrier form. Specify who handles the transport of items used in the Bill of lading and Posting invoice forms. Specify who will pay for the freight. This information is transferred to the corresponding fields in the Bill of lading and Posting invoice form. Specify who loaded the items. Specify who counted the items.
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Prices Tab
Use the Prices tab to specify how to calculate the total discount if you define both line and multiline discounts for a sales order. You can also specify generic currency, smart rounding, and trade agreement evaluation options. The options are described in the following table. Parameter Find main charges Description Select this check box to automatically search and apply main charges when you create a sales order. If you have not defined automatic charges, clear this check box to increase performance. Select this check box to automatically search and apply line charges that are set up for the ordered item when you create a sales order line. If you have not defined automatic charges, clear this check box to increase performance. Select the method to determine how the combined discount is calculated if a line discount and a multiline discount are effective for a certain sales order line. Specify whether prices will be searched by using today's date or the delivery date.
Discount
Date type
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Exchange rate type Apply smart rounding after currency conversion Calculate total discount on posting
If you change price and discount conditions, prices and discounts could be recalculated and overwritten. You could also trigger a dialog box. The dialog box helps you decide whether to keep the current price or discount if the price is inherited from an external source. Add the types of external sources that should trigger this dialog box by selecting the check box.
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Each number sequence must have a specified number sequence code before a document of that type can be created. Accounts receivable > Setup > Accounts receivable parameters > Number Sequence tab
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4. If you are prompted, click Yes to copy address, delivery address, currency, invoice account number, and language to the sales order. 5. If you are prompted, click No to create the new sales order without copying previous customer purchase information. 6. In the Order type list, select the type of sales order to create. 7. Enter or change the information in the Create sales order form if it is necessary, and then click OK.
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Copy lines from another sales order by using the From all or From journal button in the Copy group of the Action Pane on the Sales order form.
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NOTE: If a line item is sales category based, then foreign trade information must be must manually entered for the order line.
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You can open the Copy from all form by clicking Copy from all in the Copy group of the Action Pane or in the Sales order lines tab of the Line view, and then clicking Sales order line and selecting an option for copying information.
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Challenge Yourself!
Create the Sales order from the Customer form with two sales lines.
Step by Step
1. Open Sales and marketing > Common > Customers > All customers. 2. Select Customer 1201. 3. Click the Sell tab in the Action Pane. 4. Click Sales order in the New group to create a new sales order. 5. In the Item number drop-down, select 1701. 6. Type 10 in the Quantity field. 7. Click Add line. 8. In the Sales category drop-down, select Services > Installation. 9. Type 1 in the Quantity field. 10. In the Unit drop-down, select Day. 11. In the Site drop-down , select 2. 12. Type "300" in the Unit price field. 13. Click Close.
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Scenario: Specify and Save an Alternative Delivery Address for a Sales Order Header
The order processor is informed that, because of a temporary relocation of a customer, the sales order must be sent to another delivery address. This address differs from the customer's main address that is specified in the Customers form. Therefore, the order processor must update the sales order with the customers new delivery address. To do this, the order processor updates the delivery address on the Sales order header, and then copies the new address to the Alternative delivery address for the customer for later use.
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Delivery Schedule
In Microsoft Dynamics AX 2012, delivery schedules are used on the sales order and sales quotation. This lets the user split an order line into multiple deliveries.
Delivery Schedules
The delivery schedule consists of an order line with multiple deliveries that are manifested as delivery schedule lines. Each delivery schedule line is displayed in the sales order below the order line with multiple deliveries. An icon distinguishes between the order line with multiple deliveries and the delivery schedule lines. The order line with multiple deliveries serves as a template for the delivery schedule lines. This means that when the delivery schedule lines are created, the values are copied from the order line with multiple deliveries to the delivery schedule lines. For example, prices and conditions from trade agreements will be applied to the order line with multiple deliveries and copied to the delivery schedule lines. The quantity of the order line with multiple deliveries and the sum of the quantity of the delivery schedule lines will always be synchronized. After a delivery schedule line is created, most of the attributes of the delivery line can be edited as on a typical order line. Only delivery schedule lines will be displayed on the sales order confirmation or picking lists, not the order line with multiple deliveries. NOTE: You can delete a delivery schedule from the Delivery schedule form. If you delete the order line, the delivery schedule will also be deleted.
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NOTE: If you select the ATP, CTP or ATP + Issue margin in the Delivery date control parameter, it will work with the Available-to-promise (ATP) time fence and ATP incl. planned orders parameters for the ATP feature.
Available-to-Promise
The available-to-promise (ATP) parameter is available in the Delivery date control field in the Accounts receivable parameters and on the Default order settings form on the item setup. Available-to-promise (ATP) logic applies to stocked items, and automatically results in the assignment of a delivery date to a sales order line item. ATP logic assumes that item replenishment is driven by demand procurement and production. Therefore, delivery promises can be based on scheduled receipts within the horizon that is defined by the ATP time fence. The optional consideration of planned orders as scheduled receipts would be applicable when most planned orders are used to create actual supply orders. The ATP time fence for an item typically represents its cumulative lead time, although it sometimes represents the lead time to produce a manufactured item from stocked components. The promised delivery date will be automatically placed at the end of the time horizon that is defined by the ATP time fence when there are insufficient scheduled receipts. The ATP logic can also consider past-due demand and supply. These dates should be updated to the current date or a future date to correctly coordinate supply chain activities, either by manually changing the date or by automatic changes based on the calculated futures date. When the dates are not updated, the optional ATP policies should be used to consider the past-due dates. For example, past due demand and supplies might be considered for the past three days to cover those situations in which you have not yet updated the dates. You can learn more about available-to-promise (ATP) in the Microsoft Dynamics AX 2012 Discrete Manufacturing series.
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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.
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NOTE: Make sure that fallback warehouses are associated with the sites. The fallback warehouse is used to calculate the transport time if a site but no warehouse is specified on the sales order line.
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Fallback Warehouse
The Transport form is controlled based on warehouse and not site. This means that if only the site is specified on the sales order line, the Transport form does not receive the necessary input to calculate and find the correct transport time. The Fallback warehouse for site form is where you can specify a fallback warehouse for a site. This means that if only the site is specified on a sales order line, the necessary information for the Transport form is pulled from the fallback warehouse for that specific site instead. Therefore, the Transport form still calculates the transport time based on the individual warehouse settings. NOTE: The fallback warehouse settings also apply if transport has only been set up for Warehouse A on a site and Warehouse B is selected on the sales order line.
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Transport Calendar
A transport calendar can be attached to a Mode of delivery by opening the transport calendar from the Modes of delivery form in Accounts receivable > Setup > Distribution. The transport calendar lets you operate with two levels of detail: Mode of delivery Warehouse specific
The transport calendar is a working time calendar and allows for three statuses of the working times, as shown in the following table. Status Open Closed Closed for pickup Description The mode of delivery is open for pickup and delivery. The mode of delivery is closed for pickup and delivery. This means that the carrier can operate on an open day but does not make pickups from warehouses on that day. This is an important feature because many carriers operate seven days a week but might only pick up items to be delivered on certain days of the week.
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Supply Overview
The purpose of the Supply overview form in Microsoft Dynamics AX 2012 is to provide an overview of the available supply beyond the default supply option and to enable the user to view and compare the alternatives for supplying items that the customer requires at the time that he or she specified. Other locations include the following: Sites other than the one making the delivery Vendors that are rarely used Alternative ways of producing the item
To satisfy a customer's demand for an item, the item can frequently be sourced in many ways, for example: Creating a production order at the site from which the order will be shipped to the customer Using available items in inventory or on existing production orders or purchased orders Creating a new purchase order by transferring from other warehouses
For some items, all those options are available; for others items, only a subset can be used.
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Challenge Yourself!
Set up the transport times to the customer for different modes of delivery according to the specifications in the lab description.
Step by Step
1. Open Inventory and warehouse management > Setup > Distribution > Transport. 2. Click New. 3. In the Overview grid, select 21 in the Shipping Warehouse field. 4. Type "USA" in the Country/region field. 5. In the Overview grid, type "01199" in the ZIP/Postal code field. 6. In the lowest pane, create a new line by clicking Add, and then select 50 in the Mode of delivery field and a transport time of five days. Select the Default check box. 7. Click Add, and then select 11 for the Mode of delivery field and a transport time of three days. 8. Click Add, and then select 01 for the Mode of delivery field and a transport time of one day. 9. Close the Transport Form.
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In the Available ship and receipt dates form, you can perform the following: View the dates on which you can/cannot ship a sales order in the upper part of the form and the reason why the date is unavailable. For example, the shipping date falls on a closed date in the transport calendar. Resolve the problem. For example, change the mode of delivery for the order.
The most important prerequisite for using the Available dates functionality is that the Delivery date control parameter is selected.
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Site Warehouse
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My time Shipping location time Available ship date Available receipt date
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Site A and B have defined the following order entry deadlines. Order entry deadlines Monday Tuesday Wednesday Thursday Friday PST 13:00 13:00 13:00 13:00 13:00 Order entry deadlines Monday Tuesday Wednesday Thursday Friday EST 14:00 14:00 14:00 14:00 14:00
Susan, the Order Processor, is located in Utah where the time zone is Mountain Standard Time (MST). This means that, if Susan creates orders with site A before 14:00 MST and with site B before 12:00 MST, she meets the order entry deadlines for both sites.
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Site A and B have defined the following order entry deadlines. Order entry deadlines Monday Tuesday Wednesday Thursday Friday PST and EST 13:00 13:00 13:00 13:00 13:00
Susan, the Order Processor is located in Utah where the time zone is Mountain Standard Time (MST). This means that, if Susan creates orders with site A before 14:00 MST and with site B before 11:00 MST, she meets the order entry deadlines for both sites. The following table shows the order entry deadlines for site A and B converted to MST time. Site A (PST) 13:00 Site A (MST) 14:00 Site B (EST) 13:00 Site B (MST) 11:00
NOTE: If daylight saving time adjustment is in effect, the order entry deadlines are adjusted accordingly.
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2. In the Site field, specify if you want order entry deadlines to apply to a specific site or to all sites. 3. Select a site in the Select field if you have selected Specific in the Site field. 4. In the Order entry deadline group field, specify if you want order entry deadlines to apply to a specific order entry deadline group or to all order entry deadline groups. 5. Select an order entry deadline group in the Select field if you have selected Specific in the Order entry deadline group field. 6. Type order entry deadline times in each day of the week fields. NOTE: If an error icon appears next to the line, the order entry deadline combination is not activated.
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2. Click New to create a new Order entry deadline group. 3. Type a group name in the Order entry deadline group field and type a description of the group in the Description field.
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All sites
The selected combinations will be available in the Order entry deadlines form.
Direct Delivery
Microsoft Dynamics AX 2012 supports direct delivery to customers. With direct delivery, sales orders are delivered directly from the vendor to the customer without physically entering your company's inventory. The direct delivery functionality in Microsoft Dynamics AX 2012 has the following advantages over the traditional non-direct delivery distribution supply chain: Reduced time from when you create sales orders to the delivery to the customer. No inventory carrying or labor costs because the items never physically enter inventory. Reduced transportation costs because the items go directly from the vendor to the customer. Reduced administration time and less chance of order entry error because purchase orders are directly created from the sales order and there is a single point to update delivery/receipt of orders.
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By using this synchronized updating process, you make sure that packing slip updates of purchase orders are reflected in the update of the attached sales order.
Sales orders with lines of the direct delivery and nondirect delivery types
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References Button
The References button opens the References form. This displays all related purchase orders.
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Challenge Yourself!
1. Create the sales order as specified in Day 1 of the scenario. 2. Update the delivery address as specified in Day 2 of the scenario. 3. Update the purchase order according to the delivery that is specified on Day 6, and then post the Purchase order packing slip.
For the update on Day 6, follow these steps: o o o o o In the purchase order line, in the Receive now field, specify the quantity to be received. Click Confirm on the Purchase tab of the Action Pane. Click Product Receipt in the Generate group of the Receive tab on the Action Pane. In the Quantity list, select Receive now and enter the Product receipt. Click OK, and close the purchase order.
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NOTE: For more information about generating invoices for sales orders, refer to the Financials I in Microsoft Dynamics AX 2012 course. The ability to use all order postings depends on the specific needs of a company. NOTE: In Microsoft Dynamics AX 2012, you also have the option to use the Proforma documents from the Sales order. This means that the Posting check box will be inactivated by default, and pro-forma papers can be printed.
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Specify the settings from the following table in the Parameters field group. Setting Quantity Description This parameter lets you specify the quantity that you want the order to update. The only option available for the Confirm sales order form is All. Select to post the confirmation. Clear this field to create a pro forma confirmation. Creating a pro forma confirmation is useful if you want to view and review the confirmation before you send it to the customer. Clear the parameter unless you intend to process the order at a later date through a batch.
Posting
Late selection
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In the Setup field group, start a credit check on the customer and set a deadline date to delimit the transaction.
Balance
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NOTE: If you run a credit limit check on the order and the credit limit is exceeded, a warning or an error is generated, with a warning that you can still continue with the update. Specify whether a warning or an error must be generated by clicking Accounts receivable > Setup > Accounts receivable parameters and selecting either Warning or Error.
Order
Automatic summary
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Clear
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When you run a Picking list update, items are automatically reserved. When you run the Picking list update, items will not be reserved. This status has implications for which quantities of items can be picked for other sales order lines.
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Reduce quantity
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4. Select the packing slip that you want to cancel and then click Cancel. 5. Click OK in the dialog box. 6. Close the infolog. 7. Close the Packing slip journal form.
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NOTE: A will-call is a situation where customers buy an item beforehand and then pick it up themselves. The Sales pickup form is used to handle this type of request. Request and manage tracking numbers by generating them in the shipping carrier software and then copying them into Microsoft Dynamics AX 2012. Print labels with the carrier software by using address information from Microsoft Dynamics AX 2012.
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Summary
Learning about sales orders and sales order processing helps you create basic sales orders in Microsoft Dynamics AX 2012. Additionally, the more advanced sales features help you: Create and work with sales orders Copy sales order functionality Improve customer service levels by setting up the delivery date control system to calculate the earliest delivery date to customers Create delivery schedules that let you have multiple deliveries from one sales order Create deliveries directly from vendors to customers, reducing delivery time and order administration Use the Supply overview form for an overview of supply across sites. Improve the integration between Microsoft Dynamics AX 2012 and shipping carrier software
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Solutions
Test Your Knowledge
1. Which Activate order entry deadline combination do you select if you want order entry deadlines to apply to a specific site and all order groups? ( ) Site, Order group ( ) Site, All order groups () All Site, All order groups ( ) All site, order group 2. True or False: Trade agreements will not be applied to order lines with multiple deliveries. ( ) True () False 3. The Split based on parameters option lets you split a packing slip based on which of the following? (Select all that apply) ( ) Warehouse () Site ( ) Contact () Delivery information 4. A customer does not receive deliveries on Fridays. Where can you specify this so that you do not deliver to him or her on Fridays? () In the Sales order form on the Receipt calendar field ( ) In the Customer form on the Receipt calendar field ( ) You have to manually enter it into the order in the Receipt date field ( ) You cannot specify delivery dates 5. In the Sales order form, which view should you use to edit information on a sales order line? ( ) Header View () Line View ( ) Edit in Grid View 6. Which order types can you select when you manually create a sales order in the Sales order form? (Select all that apply) () Sales Order () Subscription () Journal ( ) Return Order
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