dynamicsaxtraining: Create purchase order

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Источник: http://www.dynamicsaxtraining.com/dy...purchase-order
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In this Axapta training lesson we will create purchase order, discuss main fields and understand how User can control purchase order process in Axapta.

We will use following information from “Setup initial data” training lesson:

• Company purchase 5,000 0.5 Red Bottles and 3,000 Standard Black Cans
• Company vendor is “Big bottle” company

Create purchase order

Go to Accounts payable -> Purchase order details. The Purchase order form will be shown. Form view has two types: Simple and Advanced. We will use “Advanced” form view. If you have “Simple” view then click Advanced button.

Purchase order form


On the form header create new record (Ctrl + N). The Create purchase order form will be shown.

On this form we should select vendor. In our case we select “Big bottle” vendor. All vendor information will be transferred to the purchase order: vendor name, vendor contact person, delivery type (this field isn’t shown on this form).

Create purchase order form


Expand Delivery address group. This group contains information about company address. We can change this address if for example receiving warehouse has different address. Company information is set up here: Basic -> Setup -> Company information.

In Administration group I want to say you about Orderer field. This field contains information about employee that creates this purchase order. Axapta automatically fill in this field. Correspondence between company Employee and Axapta User is set up here: Administration -> Users -> (the User form will be shown) -> User relations button -> (the User relations form will be shown) -> General tab -> Internal user field.

After click Ok button the new purchase order will be created.

Purchase order header


Purchase order form display new purchase order in the header. Order has “Open order” status. All fields for purchase order header have been filled with default values. One field that I must notice is the Posting profile field. This field is placed on the Setup tab under Posting field group. Posting profile answer the questions: what general ledger accounts will be used to reflect vendor transactions. When company purchase items (i.e. during last step – post Invoice) following general ledger transaction created:

Ledger transaction


What exactly general ledger account will be used instead Inventory? Item group answers this question (Inventory management -> Setup -> Item group).

What exactly general ledger account will be used instead of Account payable? Vendor posting profile answers this question.

Posting profile is filled to Purchase order from Account Payable Parameters. Posting profile is set up here: Account Payable -> Setup -> Parameters -> Ledger and Sales tax tab -> Posting profile field.

We return to posting profile later when purchase order will be invoice updated. (This field used only when purchase order is Invoice updated).

Create purchase order line

Let’s create purchase order line:

1. On the line area create new record (click Ctrl +N)
2. In the Item field select “Bottle” item
3. Select “0.5” in the Size field
4. Select “Red” in the Color field
5. Select “2” in the Site field
6. Select “22” in the Warehouse field
7. Fill in “5,000” to the Quantity field
8. Save the record (Ctrl+S)

Purchase price is set up automatically. We have set up “Bottle” purchase price to 5$ in this training lesson.
Purchase order line should have following view:

Purchase line


I want to explain one field from purchase line. Go to Setup tab and find Lot ID field. Lot ID is unique identifier for items that belong to current line. With the aid of Lot ID we can find what happens with line items inside company. This field is used to find inventory transactions belong to line items.

Now create second purchase order line themselves.

I just show you my screenshot:

Purchase order lines


Inventory transactions

How we can control what happens with items inside company? For this purpose inventory transactions exist. The main inventory transaction fields are item id, item dimensions, qty and item status. Item status are divided to Receipt and Issue statuses. Receipt statuses are used when item receipt in warehouse. Issue statuses are used when item issue from warehouse. We purchase items so more interesting in Receipt statuses.

Axapta has following Receipt statuses:

• Quotation receipt – Item has this status when Purchase manager create Quotation. Quotation is just manager suggestions to buy some item from vendor. When Purchase manager call and agree details with vendor then purchase order created
• Ordered – Item has this status when purchase order is created
• Arrived – Item has this status when Item arrived in warehouse (to inbound dock)
• Registered – Item has this status when Item put away in warehouse (to bulk or pick location)
• Received – Item has this status when purchase manager post packing slip (Packing slip document guarantee that company receive items)
• Purchased – Item has this status when purchase manager post invoice (Invoice document guarantee that company must pay to vendor)

In our case we create purchase order. So Item in purchase order lines must have inventory transactions with “Ordered” status.

Inventory transaction can be accessed from purchase line area. Click Inventory button -> Transactions. The Transactions form will be shown.

Inventory Transactions button


How we can control item qty in warehouse, i.e. item on-hand? Item on-hand is the sum of all item transactions. To get item on-hand click Inventory -> On-hand button. The On-hand form will be shown. Notice that on-hand quantities are showed per item statuses.

Purchase line with Bottle item has following on-hand quantities:

On-hand form


Training lesson summary

In this training lesson we have studied:

• how create purchase order,
• main purchase order fields – Delivery address, Orderer, Posting profile, Lot ID
• how control item statuses inside company.

We have purchase order and can control item statuses, so receiving process can be started and result checked! Let’s begin…

Technorati Tags: inventory transaction, Lot ID, Receipt status, Vendor posting profile



Источник: http://www.dynamicsaxtraining.com/dy...purchase-order