Professional Documents
Culture Documents
Ax2009 Enus TL1 03
Ax2009 Enus TL1 03
Introduction
Purchase Orders and Purchase Order Posting discusses basic and advanced Purchase order functionality. The Working with Purchase Orders lesson explains how to create a Purchase order by using the Simple and Advanced views in the Purchase order form. Additionally, you will investigate the different Purchase order types. The course also examines parameter selections in Accounts payable and how these affect creating Purchase orders. The posting lessons describe how to post Purchase orders in four steps: Purchase order Receipts list Packing slip Purchase order invoice
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-1
3-2
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-3
Alternatively, you can right-click the Purchase order field and use the Filter by Field function to search for a particular Purchase order.
3-4
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-5
RMA Number
The Create Purchase order form displays the Return Materials Authorization (RMA) number when Returned order is selected in the Purchase type field. This number is provided by your supplier and is used for tracking a return item. The field is mandatory when the purchase type is Returned order.
NOTE: The RMA number is only visible on the Create purchase order form when the Purchase order type is Returned order.
Currency
The currency code attached to the vendor is copied automatically when the vendor is selected. The currency code is mandatory and you can change it when a Purchase order line has been entered. Example 1: Occasionally, a vendor will ask to be paid for an order in another currency, perhaps because they are purchasing the component items in a different currency. For example, the vendor usually bills in euro (EUR), but for a particular order, has requested that the invoice be paid in U.S. dollar (USD). Vendor ledger entries for this invoice will be in USD. However, the General ledger entries will be in the vendor's functional currency, which in this case is EUR. Example 2: You can only have one Currency for each Purchase order. Select the currency by clicking the square arrow in the Currency field. When the invoice for the current Purchase order is updated, the invoice balance is posted in the selected currency and company currency. The system compares the exchange rate at posting and payment, and then automatically posts the differences to the exchange rate gain and loss account.
BEST PRACTICE: In the parameters you can define a safety level for invoiced orders. Set the parameter to locked so that the user cannot change an invoiced order.
3-6
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
EXAMPLE: Select an item in the Items form and then click Setup > Language - Item description. Select a language and enter the translation text. Create a new Purchase order and in the Language field group select the language for which you created a translated text. Print, for example, a receipts list and the item's name is printed out by using the foreign language text.
Requisitioner: The user who requested the items, if the purchase order was created from a Purchase requisition. The field is blank if multiple users requested items that are included in the same purchase order.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-7
Item Number Enter the item number or select it by clicking the Item number field. Base data is copied to the purchase line together with the item number and information such as the item name, unit, from the Items form with vendor-specific prices and line discounts from the Price Agreements table. Purchase markups are retrieved from the Misc. Charges Code. Inventory Dimensions Enter the item dimensions of Configuration, Size, Color, and inventory dimensions. You can enter Site, Warehouse, Batch number, and Serial number in the inventory dimension fields for each purchase line. Quantity Enter the quantity of the item in its purchase unit. If the standard purchase quantity has been specified in the Default order setting or Site specific order setting, this quantity will be proposed automatically. The proposed quantity is rounded up to the nearest multiple of the Quantity field, if defined in the Default order settings or Site specific order settings. You can also specify a minimum and maximum purchase quantity in the Default order settings and Site specific order settings. If the quantity entered does not fall within the defined limits, you are warned before the quantity is approved.
3-8
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-9
3-10
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-11
The Setup button on the Purchase order line is where you can specify: An alternative delivery address for a specific warehouse. Learn more about this in the topic on Multiple Ship to Multiple Addresses. Miscellaneous charges and sales tax settings.
3-12
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
In addition to the functions that are also available on the header, you can also access the following by using the Functions button on the Purchase order line: Explode an item of type BOM into its component items. Use the Deliver remainder function to update back orders. For more information, see the table about the Functions button later in this lesson.
Functions Button
When you open the Functions button in the Purchase order header and the Purchase order lines, you will find the following functionality. Copy From All Copy From Journal Create Credit Note Create Based on Sales Order Create Release Order Deliver Remainder
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-13
3-14
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Deliver Remainder
The Deliver remainder function is available only on the Purchase order line. By selecting this function, the user is prompted with a dialog box within which he or she can request delivery of any of the open quantity on this Purchase order. The user can also click the Cancel quantity button from this dialog box. This sets the backorder quantity to zero and cancels the remaining order. This can help when a user is receiving a partly delivered Purchase order, or from a blanket order or subscription.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-15
Journal
The Purchase order type Journal is used as a draft. It does not affect stock quantities and does not generate any item transactions and the quantity on the order line will not be considered in the Master scheduler.
EXAMPLE: A Purchase order of the type Journal can be used when importing data by batch; in this manner, the Purchase order can be reviewed and evaluated without affecting inventory, on-order, or other numbers.
3-16
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Subscription
The Subscription type of Purchase order is used for repeated purchases of the same goods or services. When a packing slip is updated, Microsoft Dynamics AX 2009 generates a receipt. When the invoice is updated for the receipt, a new packing slip or invoice entry can be updated for the same purchase line immediately or at some future date. The order will never be at an Invoiced status only Open or Received.
EXAMPLE: An example of a recurring order is a monthly replenishment of screws. In this situation, a company purchases a quantity of screws every month with monthly deliveries and billings. When the order is invoiced, the order status is automatically set to open order, the quantity delivered is invoiced, and the delivery remainder is updated.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-17
Returned Order
The Returned order type is used when you return goods to the vendor. A Return Merchandise Authorization (RMA) number supplied by the vendor is required when you enter this kind of order.
EXAMPLE: Your supplier sent the incorrect size of screws. The purchaser contacts the vendor, requests an RMA, and uses the Purchase type Returned order to track the return. This purchase type can also be used to return damaged or otherwise defective goods to the supplier.
Blanket Order
The Blanket order type of Purchase order is used if there is a contract with the vendor for a bulk quantity and price and you want to order off that contract. Typically, a company uses blanket orders to receive better pricing conditions because the blanket order quantity is bigger than on single Purchase orders. Create a Release order to release, order, and invoice items against the Blanket order until the contract is fulfilled. Blanket orders do not affect stock quantities, do not generate item transactions, and are not included in Master scheduling. Release orders, issued from Blanket orders, do affect all these.
EXAMPLE: A company wants to purchase 2,000 pieces of item B. However, because of storage and capital limitations, the company wants the items delivered just in time for use in their production. In this situation, the company contacts the supplier and requests 20 pieces on Monday, 20 pieces on Wednesday, and on the following Monday, an additional 20 pieces. At this point 1940 pieces remain on the open Purchase order. Every time the company orders against this Purchase order, the remaining quantity is decreased until the all the 2,000 pieces have been delivered.
3-18
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-19
Challenge Yourself!
Create the Purchase orders according to the specifications from the scenario.
STOP HERE: The remaining steps, in Challenge Yourself Part 2, of this lab requires skills gained later in Purchase Order and Purchase Order Posting . The rest of the lab is therefore instructor-led. The reason for having the additional steps is to show a whole process flow from order creation to invoice updating. You may want to revisit this lab later when you have completed Purchase Orders and Purchase Order Posting, at which stage you can execute all the steps in the lab.
1. For the second Purchase order, create the release order for the first lot of 100 pieces. 2. For the third Purchase order, register and invoice update the order and ensure that the invoice is printed to screen. Note which address, apart from Contoso Entertainment Systems is located on the invoice. The invoice that is now created has the Ruby Electronics address on it as the billing address for the order.
3-20
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Step by Step
1. On the Navigation Pane, click Accounts payable > Purchase Order Details. 2. Press CTRL+N to create a new Purchase order. 3. Select Vendor 1103. 4. Click Yes in answer to the prompt about transferring vendor information. 5. Click OK. 6. Select Item 1507, and 20 will occupy the Quantity field. 7. Click in the Vendor account field. 8. Press CTRL+N to create a Purchase order. 9. Select Vendor 1203. 10. Click Yes in answer to the prompt about transferring vendor information. 11. Click OK. 12. Select Blanket order as the Purchase type, and then click OK. 13. Select Item 1701. 14. Type 500 in the Quantity field. 15. TAB off the Quantity field. 16. Click the Quantity tab. 17. Type 100 in the Receive now field. 18. Move to the header block and press CTRL+N to create a new Purchase order. 19. Select vendor 1201. 20. Click No in answer to the prompt about transferring vendor information. 21. Click the arrow in the Invoice account field. 22. Select vendor 1202. 23. Click Yes in answer to the prompt about transferring terms of payment information. 24. Select USD in the Currency field.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-21
You have now set up the three orders as instructed in the first part of the lab. In the next part of the lab, you will create a release order for the blanket order and invoice update the Purchase order for which the vendor and invoice address are different. 1. Click the Purchase order of type Blanket order and then click Functions > Create release order. 2. Click OK and a Purchase order is created for the first release quantity. 3. Click the third order you created. 4. Click Inventory > Registration and post the registration. 5. Click Posting > Invoice. 6. Select the Print invoice check box. 7. Click OK.
3-22
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Purchase Type
Select any one of the Purchase order types as the proposed default type when you create a Purchase order. You can override the setting at order creation. The Purchase type parameter setting is useful if you normally use a particular Purchase order type in the Purchase order process. For example, if your company always starts the Purchase order process with an order of type Journal before continuing to make a confirmed Purchase order, you will specify Journal in this field.
Cleared
EXAMPLE: Select the Prompt when specifying vendor and invoice account parameter so that master data can be confirmed for each order. For example, as the purchaser enters the vendor number, he or she can confirm that the address in the system for that vendor is current.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-23
EXAMPLE: You may not want to display Purchase order prices for your vendor so that you do not hinder the possibility that the vendor will come back to you with a price offer lower than that printed on the Purchase order update.
3-24
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Challenge Yourself!
Set up the parameters to meet the requirements as outlined in the scenario.
Step by Step
1. From the Navigation pane, click Accounts payable > Setup > Parameters. 2. On the General tab, select Returned order as the Purchase type. 3. On the General tab, clear the Prompt when specifying vendor and invoice account check box. 4. On the General tab, clear the Purchase order/price amount check box.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-25
3-26
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
1. 2. 3. 4. 5.
HINT: If you only use the alternative address one time, it may be quicker to enter the address manually on the line.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-27
3-28
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Challenge Yourself!
Set up the Accounts payable parameters to split purchase order documents based on delivery information. Create a Purchase order with vendor 1203 for 2,000 pieces of item number 1701. Create the Purchase order with two lines so that 1,000 pieces each of the item are delivered to the alternative delivery address for warehouse 21, select any alternative address. For warehouse 22 you must enter an address manually on the Purchase order line.
Step by Step
1. Open Accounts payable > Setup > Parameters > Summary update tab. 2. Select the Purchase order check box, and close the Parameters form. 3. Open Accounts payable > Purchase Order Details, and then create a new Purchase order with vendor 1203. 4. Create two Purchase order lines for 1,000 pieces of 1701, each a different warehouse specified for them, that is 21 and 22. 5. On the line with warehouse 21, specify an alternative address for the line by clicking Setup > Alt. address. 6. On the Warehouse tab, select an address line from the available addresses in the lower pane and then click Copy addr. to order.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-29
3-30
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
This lesson discusses the complete cycle of the Purchase order, explaining each step and its effect on other modules, such as Inventory management and General ledger. Notice that what is covered here is the most basic and simple cycle. More advanced functionality is available by using the Microsoft Dynamics AX 2009 Warehouse Management System (WMS) module, for example, for receiving and shipping orders. Profiles for posting to the general ledger can be set up for: One item An item group All items at the same time
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-31
BEYOND THE BASICS: When you use the Warehouse management functionality, the processing of Purchase order changes and the registering of item arrivals and receipts are performed in the Inventory management module journals. Refer to the Microsoft Dynamics AX 2009 Warehouse Management course for more information.
3-32
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-33
Quantity
The Quantity field allows users to decide which quantity to post. The following table explains the options available in this field. Parameter Option Receive now Description Use when you are updating a partial quantity. The quantity must be entered on the order line on the Quantity tab. When the Purchase order is updated, the Receive now quantity on the Purchase order line is used as a proposed quantity. NOTE: You can also override this quantity in the Posting Purchase order form, and all other posting update forms by clicking the Lines tab and entering a quantity in the Update field. Select this option and the total Purchase order quantities are proposed in the posting lines. Use when you packing slip or invoice update a Purchase order. Only those items on the order that have been registered are updated. This is useful for posting only those items on the order that have been updated to the packing slip. The balance of the order will not be invoiced.
All Registered
Packing Slip
3-34
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Late Selection
Clear the Late selection check box unless you plan to process the order at a later date or time by using a batch process. This is the only point in the Purchase order posting process that you have this option.
EXAMPLE: Late selection helps when a company wants to perform the printing of the purchase orders at a specific time in the day. They will create a regular batch job that runs all Purchase orders and prints or emails them at one time.
The number of original/copies to be printed. Notice that the destination and the number of copies/originals may be specified asynchronously.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-35
Purchase Order
NOTE: An icon with a blue arrow indicates that the original or copy record is inherited from the module level or account level of the hierarchy. This is the print management information that is used for the vendor, unless you make changes at the account or transaction level.
5. Review the original or copy record information. If changes are needed, you can override an inherited record, copy an inherited record, create a new record, or create a new conditional setting. 6. To override, right-click an original or copy record and select Override. The icon changes to display a red X to indicate that the record is now an override record. 7. To copy, right-click an original or copy record and select Copy. A copy is displayed in the list. You must give the copy a new name. 8. To create a new original or copy record, right-click a document in the list and select New. A new record is displayed in the list.
3-36
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
The Check credit limit parameter does not come into effect until the first physical updates occur at Packing slip update. Therefore, this is documented in the section on Packing slip updates.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-37
Description A selected range of orders are consolidated into one Purchase order update. When you select Order, another field, Purchase order appears. In this field, you select on which order the orders must be summarized. Notice that for orders to be summarized in this manner, they must fulfill the condition of by using the same currency and invoice account. If Order is selected, you must also set the Order error tolerance on the same form. Select this option to summarize multiple orders according to the criteria that is specified in the Summary update parameters. Specify in the order setup that a summary update must occur when the order is updated. Otherwise, the orders are posted separately.
Automatic summary
Automatic Summary
Before you can summary update Purchase orders by using Automatic summary, you must: Enable automatic summary updating for Purchase orders/vendors. Specify the parameters that determine how the automatic summary is performed, for example, by contact person, warehouse or other criteria.
3-38
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-39
3-40
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
FIGURE 3.8 POSTING PURCHASE ORDER FORM - LOWER PANEL - LINES TAB
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-41
3-42
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-43
3-44
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Specify settings in the Print options field group. The Print management option works the same as for Purchase order updating.
FIGURE 3.11 POSTING PACKING SLIP FORM - UPPER PANEL - OTHER TAB
Of these options, Balance + All most likely offers the best obligations.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-45
If you are posting a credit note, select the Credit remaining quantity check box to keep the remaining quantity on order. If the check box is cleared, the remaining quantity is set to zero.
These tabs are used to view the details of the purchase orders and lines that will be posted.
Tab Descriptions
Overview Tab In the Overview tab you can review the details of the Purchase order to ensure that you are processing the correct Purchase order. When you perform a packing slip update, enter the vendor's packing slip number on this tab in the Packing slip field. Setup Tab On the Setup tab, enter dates in the Packing slip date and the Document date fields if it differs from today's date. Lines Tab Select the Lines tab to ensure that the items and quantities to be posted are correct. You can also specify whether a Purchase order line must be closed for additional updates by using the Close parameter. You can only close a line if the under delivery percentage for the line allows for closing.
3-46
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-47
3-48
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Specify the summary update setting for purchase invoices. The Summary update function is especially useful, from a sales administration point of view, because it enables you to summarize orders in the system according to the way that you invoiced those orders.
EXAMPLE: A vendor sends you one invoice a month to cover for the multiple deliveries and purchase orders. By using the summary update functionality, you can update all Purchase orders at the same time instead of processing them individually.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-49
EXAMPLE: In some companies, approval limits are put on certain employees or employee roles; purchases more than 5,000.00 USD, for example. Therefore, invoices more than 5,000.00 USD will have to be approved by another employee who, based on business practices, becomes the approver. The approver's initials are included in this field.
Method of Payment: Use this to specify the method of payment for the vendor payment proposal. Payment Specification: Use this to specify payment handling for the current method of payment. Payment ID: The payment identification used for the payment of invoices. Bank Account: Specify the bank account to which the vendor wants you to send the payment for the order. The bank account ID is usually specified on the invoice that the vendor sends to your company.
3-50
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
EXAMPLE: The purchaser has negotiated a special payment date for 100 pieces of an item with a vendor at the end of the next month. As this differs from the standard terms of payment of Current month+ 15 days that Contoso Entertainment Systems has with the vendor, the new due date must be entered in this field.
Fixed Rate: Select this field to indicate that a fixed exchange rate must be used. Exchange Rate: Specify an exchange rate for the invoice currency. This is editable only if you are by using a Fixed exchange rate instead of the system exchange rate.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-51
Procedure: Post and Print a Purchase Order Invoice Based on Packing Slips and Date
This procedure assumes that at least one packing slip has been posted for the Purchase order. The Purchase order invoice is based on these packing slips and reflects the quantities from them. The financial information for the invoice is based on the information that is entered when you post the invoice. 1. Click Accounts payable > Purchase Order Details. 2. Select one or more Purchase orders that have had packing slips posted for them. 3. Click Posting > Invoice. 4. In the Quantity field, select Packing slip. 5. Select the Posting check box. 6. Make selections in the Print options field group as needed. 7. On the Overview tab of the lower pane, select an invoice line and examine the Packing slip field. If an asterisk (*) is shown, multiple packing slips have been posted for this Purchase order. 8. Click the Select packing slip button, and review the list of packing slips in the upper pane Overview tab. By default, all posted packing slips for the Purchase order are included on the invoice. If the invoice you received from your vendor does not include some packing slips, clear the Include check box for those packing slips. 9. Click OK to close the Select packing slip form. 10. In the Invoice field on the Overview tab, enter the identifier of the invoice that you received from your vendor. 11. Click the Packing slip tab and verify that the values in the Purchase quantity and Quantity fields are correct. 12. Repeat steps 7 through 12 for additional Purchase orders, if it is necessary. 13. Click OK. The Purchase order invoices are posted and printed. 14. In the Purchase order form, you can view the status of the Purchase orders in the upper Overview tab. (Click Advanced to view the upper pane grid, if it is necessary.) In the lower Lines tab, select a line and then click the Quantity tab to view quantity information.
3-52
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-53
Challenge Yourself!
1. Setup the parameters to support automatic summary update on the accounts payable parameters and the vendors. 2. Create the five purchase orders. 3. Purchase order update the five Purchase orders that you have created so that the Purchase order reports summarize the order by vendor.
Step by Step
1. Click Accounts payable > Setup Parameters Summary update tab. 2. In the Default values for summary update field, click Automatic summary. 3. In the Order acceptance tolerance field, ensure that Accept is selected and then close the form.
3-54
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
15. Tab off the field. 16. Repeat steps 9 through 15 for the remaining Purchase orders, by using the Vendor account 2002 for two of them. 17. Press SHIFT and then click the Purchase orders you just created, and then click Posting > Purchase order. 18. On the Parameters tab, in the Quantity field, select All. 19. Select the Posting check box. 20. Select the Print purchase order check box. 21. Click OK. 22. Close the report form. Two reports are generated, one for each invoice account.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-55
3-56
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Price Tolerance
Price tolerance information can be set up for all items, for item price tolerance groups, or for individual items.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-57
3-58
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
The default company price tolerance is zero percent and is applied to all items and all accounts (All, All). You cannot delete the default company price tolerance record.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-59
Account relation
Notes This percentage applies to the Battery item from all vendors. This percentage applies to vendors who are assigned to the ten percent group, and All items.
All
Group
10 percent
10%
3-60
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
On the Overview tab, the columns shown in the following table are associated with the Invoice matching feature. Column Packing slip Description The packing slip that is associated with the invoice. If multiple packing slips are associated, an asterisk (*) is displayed. If selected, indicates that the invoice can be saved but not posted. For example, if there is a problem with the invoice, you might put it on hold while you contact the vendor and resolve the problem. When this check box is selected, the status of the invoice changes to Pending. NOTE: If the invoice has no line items, it is not saved, even if this check box is selected. Status The status of the purchase invoice. New: The invoice document has been created. Pending: The invoice document has been saved or put on hold but not posted.
On hold
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-61
Description Displays a check mark if the variance between the invoice net unit price and the Purchase order net unit price is within allowed tolerances for lines on the invoice, and if the invoice quantity and the packing slip quantity is equal for all lines on the invoice. Displays a warning icon if matching discrepancies exist; that is, if the price variance exceeds the allowed tolerance, or if the invoice quantity and packing slip quantity are different for one or more lines on the invoice. To view detailed information, click Matching details. This field is available only if the Use invoice matching for this company check box is selected in the Accounts payable parameters form.
3-62
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
NOTE: Microsoft Dynamics AX 2009 does not match packing slips automatically unless Packing slip is selected in the Quantity field on the Posting invoice form.
The form displays all the lines items to the current invoice and from here you can match packing slips to the invoice you are working with. 1. In the Match packing slips to invoice form, select the Match check box for the packing slips to match with the invoice line items. 2. Or, click the Match all lines or Match all packing slips buttons to match all packing slips to the invoice. 3. Click OK to save the changes and return to the Posting invoice form.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-63
3-64
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
8.
9. 10. 11.
NOTE: If the Post invoice match discrepancies field in the Accounts payable parameters form is set to Allow with warning, these fields are not available and you must skip step 7.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-65
NOTE: If the Receiving requirements check box is selected for the item's inventory model group, and if the packing slip quantity is less than the invoice quantity, the invoice cannot be posted even if it is approved.
3-66
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Microsoft Dynamics AX 2009 lets you set up general posting rules for all items, accounts, and sales tax codes. You can define primary posting in Accounts payable Parameters for receipt and discounts.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-67
You can specify a Vendor group in the Account relation field and add it to the posting hierarchy. Based on your type of business , you must decide which accounts must be set up.
3-68
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
This is a receipt scenario. When you packing slip update the Purchase order the packing slip account is debited and the packing slip offset account is credited. When the Purchase order is invoiced the last posting is reversed and the inventory receipt account is debited and the accounts payable is credited.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-69
3-70
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
BEST PRACTICE: Clear the Post financial inventory and Post physical inventory parameters for a Service item type to use the Consumption account.
Any tax is debited in the Tax code account and item purchases, including tax, are credited to the Vendor summary account according to the setup in the supplier's Posting profile.
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-71
Summary
Purchase Orders and Purchase Order Posting reviewed how to use the basic Purchase order functionality and how to perform posting updates to Purchase orders through all the posting updates. The following areas were covered: Creating Purchase orders. Setting up parameter settings for Purchase orders. Using the Multiple ship to function for Purchase orders. Using the Accounts payable invoice matching function for Purchase orders. Applying Purchase order updates and the various posting options when you update the Purchase order. Using Ledger integration and the different account types that you can post to when you perform posting.
Learning about Purchase orders and Purchase order posting helps you create basic Purchase orders in Microsoft Dynamics AX 2009. Additionally, learning about the more advanced purchase features helps to: Set up multiple receipt addresses for orders. Perform Purchase order invoice matching and solving discrepancies when they occur. Control what is posted and when. Optimize the number of updates you have to perform.
Additionally, learning about how posting integrates to the ledger helps you determine how item transactions are posted, the account types that are used and how the specific setup of accounts affects how the business records revenue and costs.
3-72
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
2. Sales order and Purchase order posting is set up based on what hierarchy?
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-73
6. What must you select in the Quantity field of the Posting invoice form to match packing slips automatically in Microsoft Dynamics AX 2009? ( ) All ( ) Receive now ( ) Registered ( ) Packing slip
3-74
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-75
2.
3.
3-76
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
Solutions
Test Your Knowledge
1. In which module(s) are Sales and Purchase order posting profiles set up? MODEL ANSWER - Inventory management 2. Sales order and Purchase order posting is set up based on what hierarchy? MODEL ANSWER - Item, Table Item group, Group All items, All 3. What is the purpose of the Sales and Purchase Posting profiles? MODEL ANSWER - These determine how the system handles ledger posting when an inventory transaction is posted. 4. Name five of the accounts you can set up in Purchase order posting profile setup. MODEL ANSWER - Packing Slip, Packing Slip Offset, Receipt, Consumption, Discount, Standard cost profit, Standard loss, Standard cost price offset, Charge, Stock Variation, Packing Slip Purchase, Packing Slip Purchase Offset, Packing Slip Tax 5. What does it mean to Packing slip update a Purchase Order? MODEL ANSWER - Inventory is received and physically updated. 6. What must you select in the Quantity field of the Posting invoice form to match packing slips automatically in Microsoft Dynamics AX 2009? ( ) All ( ) Receive now ( ) Registered () Packing slip
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement
3-77
3-78
Microsoft Official Training Materials for Microsoft Dynamics Your use of this content is subject to your current services agreement