Microsoft Dynamics AX 2012 Implementation

Sales and Marketing Management

INTRODUCTION

This document is the deliverable of the Design Phase.

This document is completed during the Solution Phase of the project. The goal is to document all of solutions to be implemented. Once
completed, this document will help identify how functions are in system.
Each section in this document contains To-be business process, Business Process, Reports.
RESPONSIBILITY AND BUSINESS PROCESS

The responsibility and the business process shown in this document have been also demonstrated flowchart using symbols in order to
facilitate the understanding as the following table:
DEFINITION AND ACRONYMS

Acrony
Definition Note
m

FD Financial Dimension

SO Sales Order

DD Direct Delivery

PL Picking List

DN Delivery Note

INV Inventory

QC Quality Control

RO Return Order
TABLE OF CONTENTS

I. AX2012 FUNCTIONS................................................................................................................................ 6
1. SM.01 - CREATE NEW CUSTOMER..........................................................................................................................6
1.1. To-be process...................................................................................................................................................6
1.2. Business process..............................................................................................................................................7
2. SM.02 – PREPARE IMPORT TEMPLATE.................................................................................................................9
2.1. To-be process...................................................................................................................................................9
2.2. Business process..................................................................................................................................................9
3. SM.03 - SALES ORDER.......................................................................................................................................11
3.1. To-be business process.................................................................................................................................11
3.2. Business process............................................................................................................................................12
4. SM.04 - RETURN ORDER............................................................................................................................................15
4.1. To-be business process......................................................................................................................................15
4.2. Business process............................................................................................................................................15
 I. AX2012 FUNCTIONS
1. SM.01 - CREATE NEW CUSTOMER
Overview
This process used to create new customer to Sales Department. All the customer information, history, preferences, development
possibilities and business sector can be collect, store, analyze and update at this process.
Scope
A master data maintainer of sales department is responsible for:
 Create New Customer.
 Update Old Customer information.

1.1. To-be process

 1.2. Business process

Step PIC Process

SM.01.01 Sales staff Input:

Check Existed ● Manual Customer Information.
Customer ● Project Order: All the customer information from Task Lead, Sales Quotations,
Prospects Customer.
Process:
Path :
● Sales and Marketing > Common > Customer > All Customer >
● Accounts Receivable > Common > Customers > All Customers >
In All customers Windows search Customer Name to check Customer is Existed in system
or not.
Output:
The results of this step is :
● Existed: Open Customer and update new information.
● No: Click New > Customer to create New Customer.

SM.01.02 Sales staff Input:

Create New Manual Customer information of not existed customer information in System.
Customer
Process:
Path:
Sales and Marketing > Common > Customer > All Customer > New > Customer
Accounts Receivable > Common > Customers > All Customers > New > Customer
Enter the customer basic information:
● Customer Account.
● Record type.
● Name.
● Customer Group.
Address and contract information.
Select:
● Save and close to create New Customer with all the basic Information.
● Save and open > Customer to add more details information of New Customer.

● General: Enter or view additional information for New Customer.

● Address: Enter or view address information for New Customer
● Contract Information: Enter contact information especially Customer phone
number, fax, email address.
● Miscellaneous Details: View or add personal or organizational information about
the New /Selected Customer.
● Sales Demographics: Enter or view demographic information about the customer
for sales purposes, such as the line of business, information about company chains,
and the sales district
● Credit and collections: Select or view information about the credit given to the
selected customer and the collection rules for the customer.
● Sales Order Defaults: Enter or view information about sales orders, discounts, and
supplementary item groups for the New /Selected customer.
● Payment defaults: Enter or view information that is related to payments for the
New /Selected customer, such as terms of payment and cash discounts.
● Financial dimensions: View information about financial dimensions, such as the
default dimensions and where the dimensions are used in account structures and
advanced rule structures.
 Output:
New customer has been created.
End Process.

SM.01.03 Sales staff Input:

Customer Account Form Click Maintain > Edit to add more details information for Existed
Update
Customer.
Customer
Information
Process:
Compare and update new information to existed Customer.
- General: Enter or view additional information for New Customer.
- Address: Enter or view address information for New Customer
- Contract Information: Enter contact information especially Customer phone
number, fax, email address.
- Miscellaneous Details: View or add personal or organizational information about
the New /Selected Customer.
- Sales Demographics: Enter or view demographic information about the customer
for sales purposes, such as the line of business, information about company chains,
and the sales district
- Credit and collections: Select or view information about the credit given to the
selected customer and the collection rules for the customer.
- Sales Order Defaults: Enter or view information about sales orders, discounts, and
supplementary item groups for the New /Selected customer.
- Payment defaults: Enter or view information that is related to payments for the
New /Selected customer, such as terms of payment and cash discounts.
- Financial dimensions: View information about financial dimensions, such as the
default dimensions and where the dimensions used in account structures and
advanced rule structures.
Output:
Existed Customer Information has been updated.
 2. SM.02 – PREPARE IMPORT TEMPLATE
Overview
This process used to prepare import template for importing Sale Order. The import template include two Excel files (Sale Order Header
and Sale Order Line Details)
Scope
Prepare two import template documents for sale order import:
 Sale Order Header
 Sale Order Line Detail

2.1. To-be process

2.2. Business process

Step PIC Process

SM.02.01 Sale Input:

Prepare s ● Manual Sale Order Header Information.
Sale staff
Order Process:
Header Sale Order Header template

Column Description Example

Name

Currency The currency used for invoicing VND

SalesID Identification of the order S170102

CustAccount Customer account that generated the order C0076

InvoiceAccount The customer account to be invoiced C0076

ShippingDateRequ The day the selling company should ship the item in order to 22-Feb-17
ested meet the customer's requested receipt date

ReceiptDateReque The date that the customer asked to receive the order on 22-Feb-17
sted

InventSiteID Identify the site S02

InventLocationID Identify a warehouse HD02

LanguageID Language used in item names and for printing external journals en-us

DefaultDimension Dimension related to sale order, separated by “|” 002||||

 Output:
The results of this step is :
● A Sale Order import file that is ready for importing activity

SM.02.02 Sale Input:

Prepare s ● Manual Sale Order Line Details Information.
Sale staff
Order Process:
Line Sale Order Detail template
Details

Column Description Example

Name

Currency The currency used for invoicing VND

SalesID Identification of the order S170102

CustAccount Customer account that generated the order C0076

LineNum The sequence number of sale order lines 1

ItemId Item number in order lines 331445000

SalesQty Quantity ordered in the sales unit 100

SalesPrice Sales price of line per price unit 5000

LineAmount Sales amount of the line, including discount 500000

TaxGroup A group of sales tax codes for calculating taxes on a sale

TaxItemGroup Group of sales tax codes that can be calculated for an item

InventSiteId Identify the site S02

InventLocationId Identify a warehouse HD02

configId Descriptive name of specified item variant

InventColorId Descriptive name of material variant

inventBatchId Batch dimension assign to stock

DefaultDimension Dimension related to sale order, separated by “|” 002||||

CustGroup The group for customer related to the sale order 010

ShippingDateRequ The day the selling company should ship the item in order to 22-Feb-17
ested meet the customer's requested receipt date

SalesUnit The unit of the item is sold in SET

 Output:
The results of this step is :
● A Sale Order import file that is ready for importing activity

3. SM.03 - SALES ORDER

Overview
Use to create or edit sales orders for customers. Sales orders are create to register the sale of goods or services to customers, and to
track shipments to customers.
+ Internal Process: manual SO is created to record the internal transaction between Hai Duong headquarter and Ha Noi office. For
standard pump, Hai Duong is responsible for importing the standard pumps and deliver it to Ha Noi, and Ha Noi will sell them to
customer.
For customer pump, Hai Duong purchased some accessories and services of Ha Noi. Ha Noi will create a sales order to sell these things
to Hai Duong headquarter
Sale staff in HN receive an order from customer, but sale staff in HD will sign contract with customer.
+ For selling a standard pumps: Ha Noi directly sign contract with customer, and then create an internal purchase order to requests HD to
import standard pumps (because HN does not IMPORT function). Next, HD sell to HN with the same amount when HD imports (no profit).
HN will add their profit and deliver to customer.
+ For selling a custom pump: Hai Duong directly sign contract with customer and create a production order to produce customized
pumps. Also, HD issues internal PO to HN to order spare parts and services. HN add profit to this PO and deliver to HD. HD deliver the
whole package to customer.
Scope
Sale Department.

3.1. To-be business process

 3.2. Business process

Steps PIC Descriptions

SM03.01.a Sales staff Input

Create/ Update Get news from customer order or follow order already exists.
Sales Order
Process
Create/ update a Sales order as follow:
Path: Sales and marketing\ Common\ Sales orders\All sales orders.
Sales Order Header : Define following information
 Select Customer
 Enter or change the information as : address, delivery address, currency, invoice
account number, language in the Create sales order form if it is necessary
Sales Order Line : Define following information
 Item number
 Site, Warehouse,Location (if any)
 Quantiy
 Unit of measurement
 Price
Output
Sales Orders created & updated fully Information Order  Status SO: Open order.

SM03.01.b Sales staff Input

Import Sale Import Sale Order data into Ax system
Order
Process
Import Sale Order as follow:
Note: Users need import template to import data into AX, import template will be provided by
consultants and guided in Section 2.2 below.
Path: /Data import export framework/Area page/Processing group/Sale Orders
In Processing Group choose Sale Order > Click Get staging data to get date from files into AX
A notification will appear, Users must remember the Job ID or note into the description
The Staging data execution table will appear, users choose the link of the imported file
After choosing the file path, click run > then click OK
After getting staging data, click Copy data to target
Choose the Job ID the same as the job ID of getting staging data
Click Run when a new table appear
If the Infolog above appear, then the import is successfully.
Output
Sales Orders created & updated fully Information Order  Status SO: Open order
SM03.02 Engineering staff Input
Sales Order A Sales Order created & has status : Open Order
Confirmation
Process
Path: Sales and marketing\Common\Sales orders\All sales orders.
 Select the sales order to confirm the sales order.
 Click confirmation to confirm Sales order
Output
Sales order confimed & Print SO confirmation send to customer.

Warehouse staff Input

SM.03.03
SO is approved and confirmed.
Post picking
list Process
Sales staff will register to move the goods out the inventory by posting a picking list and send
it to the warehouse staff for issuing the goods outside the inventory.
To Print Picking list as follows:
Path: Sales and marketing\Periodic\Sales update\Picking list.
 Select SO number or customer account
 In the Quantity field, select ordered quantity.
 Select the Print Picking list check box to print the picking list.
Output
A Picking list is printed.

Warehouse staff Input

SM.03.04
Item is posted report as finished
Post/Update
Process
packing
Post Packing slip/list and send to Losgistic staff to check
list/Delivery
note Path: Sales and marketing\Periodic\Sales update\Packing slip.
 Select SO number or customer account
 In the Quantity field, select Picked.
 Select the Print Packing slip check box to print the packing slip.
Output
Print a Packing slip update information on inventory on hand & has vouchers transactions.
Sales order or Project sales order has status “Delivery”.

SM.03.05
Logistic staff Input
Check packing
A packing slip has not posted yet
list/Delivery
note Process
Check information on such packinh slip: items information, quantity, unit price, etc.
Output
A packing slip has been checked.
SM.03.06
Accounting staff Input
Post sales
order invoice A packing slip has been checked.
Process
Post sale order invoice
Output
An invoice is generated
 4. SM.04 - RETURN ORDER
Overview: This function is used to create return order for following cases:
+ Customers who return items that they have purchased.
+ Get mistakes on Invoiced Sale Order. Need to reverse sale order

4.1. To-be business process

4.2. Business process

Steps PIC Descriptions

SM04.01 Sales staff Input

Create a Return Create return sale order
Sales Order
Process
Path: Sales and marketing\ Common\ Sales orders\All sales orders.
Processing similar step to create a sale order header as step SM03.01a

SM04.02 Sales staff Input

Credit Note Credit note the invoiced sale order
Process
Path: Sales and marketing\ Common\ Sales orders\All sales orders.
Click Sales order line >> Credit note
Select the Sales order to return
After that, users can choose to return the whole Sale Order, or specific lines and partial
quantity of each line.
Then click Ok to transfer the returned line to the Return Sale Order. The return line now has
negative quantity
The following step is Sale Order Confirmation and Sale Order Packing Slip as guided in part
SM.03