Sales order types in AX 2012

In this topic, we will see various sales order types present in AX 2012. When you create a sales order in AX 2012, you must select type of order that it is. You can select one of the type from the following:

1. Journal

2. Subscription

3. Sales order

Following Sales order types cannot be selected manually and they are created through return management or through the project management and accounting module.

4. Returned order

5. Item requirement

Default setting for sales order type:

You can setup a default value for the sales order type in AX so that when you create a new sales order, system would automatically take that default value in the new order.

Path:

Account receivable parameter -->General --> Sales --> Default values --> Order type

Sales order types

1. Journal: It is use as "Draft". When you want to create a order but do not want to process it then you can assign order type as "Journal".  All the postings (Confirmation, Picking list, packing slip, invoice) are disabled in this case and can be enabled after changing the order type from journal to Sales order /Subscription. As we cannot process the order, it doesn't impact the inventory stock and does not generate any inventory transactions. 

2. Subscription: It is use for recurring orders. It is used when it is require to sell same item/service to the same customer repeatedly over a period of time. In this case, when the sales order is invoiced, the order status again set to Open order.

In the subscription sales order, order status can never be invoiced and can only be open or delivered.

Transactions are recorded in the system after every packing slip and invoice postings.

3. Sales order: It is a normal order created when customer actually place the order for goods. It can be processed from creation to invoiced. After posting the invoice for the order (Full delivery), status of the order changes to "Invoiced". Order once invoiced cannot be use again and we cannot make any changes in it.

4. Returned order: It is created when customer returns the goods which are sold due to some specific reason ( Like damage goods, Late delivery etc.).

For more details, Refer: Return order in AX 2012

5. Item requirement: It will get created automatically when you make a sale of items through project module. Picking list, Picking list registration and packing slip will get posted through project module only.

Path: Project management and accounting --> Common --> Item tasks --> Item requirements

a. Click on New to create new line in the item requirement form.

b. Select Project ID of the project for which these items are required.

c. Select item number, site, warehouse, quantity and other details.

d. Once all the details are entered, click on Inquiries -->Sales order

e. You can see sales order is created with the order type as "Item Requirement".

Note: All the items pertaining to same project will come in the single sales order.

f. Click on posting to post the Picking list, Picking list registration and Packing slip for the sales order.

Note: In this case, we cannot perform the posting through sales order and it can only happens through project management and accounting module.

Hope!! Everyone would get clear understanding of Sales order types in AX 2012

Please post if any queries and do let me know if any suggestions for improvement.

See you soon with the new topic :-)

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Abhijeet Hele |  Dynamics AX Enthusiast | My Profile | 

The information provided on this site represents my own opinion/view and does not represent the opinion/view of my employer or Microsoft.

Inventory Counting Journal in AX 2012 R3

Inventory counting journal is used to adjust the item's on hand inventory as per the actual physical stock available in the warehouse.
It displays current On-hand quantity available in the system for the particular item and lets you enter the actual physical count for the same item in the journal's Counted field.

Based on the actual physical stock available in the warehouse and the On-hand inventory recorded in the system, system makes the necessary adjustment to reconcile their difference.

If the On-hand inventory is more than the actual physical inventory, inventory issue and inventory loss accounts get updated with the inventory cost as the system considers it as "Sold" transactions.

If the On-hand inventory is less than actual physical inventory, inventory receipt and inventory profit accounts get updated with the inventory cost as the system considers it as "Purchased" transaction.

Process to created and post inventory counting journal

1. Go to Inventory management --> Journals --> Item counting --> Counting

2. Click on New / Press Ctrl+N --> New dimension form will open with only storage and tracking dimension enabled. (Product dimensions are disabled in this form).

3. Based on the storage and tracking dimensions combination selected over here, AX provides On-hand inventory count in the journal for the particular item.

For example:
If warehouse is not selected as a default dimension then in the journal, as soon as we select dimension "Site", system displays On-hand quantity of the item before even selecting the warehouse.

If warehouse and other dimensions are selected then AX displays On-hand quantity, once those combinations are selected for the item in the journal.

4. Click OK.











5. Select Journal name for which you are running the counting.
6. Journal number will come automatically as the number sequence is mandatory to set to "continuous".
7. Description will come from journal names form but can be editable.

Note: You can also click on "Create new" to create new journal and go to journal lines automatically.

8. Click on Lines to go to Journal lines.

9. Click on New / Press Ctrl + N to create new line to add item.

10. There are another ways for creating lines in the counting journal. Click on Create and select one out of three methods for creating lines in the journal.

11. Here based on the requirement, Select appropriate method to add lines in the journal.

A. On Hand
a. Click on Create --> On hand --> Form will open for selecting appropriate criteria to filter the On-hand inventory items in the counting journal lines.

b. Click OK --> Based on the criteria selected, system filters the items having On-hand inventory available in the system.

B. Items
a. Click on Create --> Items --> Form will open for selecting the criteria to get the items in the counting journal lines. The items displayed over here are irrespective of its availability in the inventory.

b. Click OK --> Based on the criteria selected, system filters the items in the counting journal. Items with On-hand and without On-hand will display in the journal.

C. Expired batches
a. Go to Create --> Expired batches --> Form will open for selection of specific criteria for filtering the item. Expiration date needs to be given so that batches fall within expiration date range will appear in the journal.

b. Click Ok --> It lists all the expired items in the journal as per the criteria selected.

12. Once items come in the counting journal lines with their On-hand inventory, Add actual physical count of those particular items in the "Counted" field.

13. Difference between On-hand quantity in the system and the actual physical counted quantity is calculated automatically and appears in the quantity field.

14. Worker who has counted the particular item stored at specific location, can be assigned at the journal line level against that item. It helps to know who is responsible for counting particular set of item and can be used for future reference purpose. This field is optional can be skip.

15. We can add additional lines in the journal as per the requirement.

Validate
16. Click on Validate to check if all mandatory fields are entered.

17. Click on Post button to post the counting journal to adjust the On-hand quantity as per the actual physical quantity.

Please post if any queries or suggestions to made regarding this topic !!!

Happy Daxing.

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Abhijeet Hele |  Dynamics AX Enthusiast | My Profile | 

The information provided on this site represents my own opinion/view and does not represent the opinion/view of my employer or Microsoft.

Inventory Transaction statuses for Purchase order in AX 2012

In the last post, we had seen "Sales order inventory transaction statuses" in AX. In continuation to that, in this post, we will see how the inventory transaction status updates during purchase order cycle in AX 2012.

As it is a purchase order, the Receipt field in the inventory transaction form will get updated with various statuses of inventory.

Receipt statuses are as follows:

a. Quotation receipt

b. Ordered

c. Registered

d. Arrived

e. Received

f. Purchased

Path to view the inventory transaction status

a. Go to Procurement and sourcing / Account Payable --> Common--> Purchase orders --> All Purchase orders --> Select desired purchase order -->Edit  --> Select desired line --> Click on Inventory -->Transactions.

b. Go to Product information management -->Common --> Released products --> Select desired product --> On the action pane, go to Manage inventory tab --> In the view group, click on Transactions.

Inventory (Receipt) transaction status 

1. Quotation receipt: When the request for quotation is sent to vendor and in return quotation is received from vendor, the receipt status goes to  "Quotation receipt" state.

Go to Inventory --> Transactions

2. Ordered: When purchase order is created for items which are not available/ less available in the inventory. the inventory transaction status changes to "Ordered".

 Go to Inventory --> Transactions

Note: 

Purchase order confirmation

After the Purchase order confirmation, the inventory transaction status remains same as purchase order confirmation doesn't affect the inventory by any means.

After the purchase order confirmation, the status will remain "Ordered".

Receipt list

After the purchase order receipt list, the inventory transaction status will remain "Ordered".  The purchase order receipt list will not affect the inventory and only provides the list to verify the quantity that is expected to receive against the quantity that is received.

3. Registered: When items are registred in the inventory, the  inventory transaction status changes to "Registered".

a. Go to purchase order --> Select desired line --> Click on Update line --> Registration

b. Click on Auto-create --> Post all.

c. Go to Purchase order line-->  Click on Inventory --> Transactions

d. You can see above, the inventory transactions status changes to "Registered".

4. Received: When the purchase order is updated on a product receipt i.e. when items are received, the inventory transactions status for the item goes to "Received" state.

Go to Purchase order line --> Click on Inventory --> Transactions to view the status.

5. Purchased: Once the vendor sends the invoice and we sign it as a mark of acceptance and guarantee of payment for delivered items, we post the Purchase order invoice in AX. 

When invoice is posted for the purchase order, the inventory transactions status changes to "Purchased".

Go to Purchase order line --> Click on Inventory --> Transactions to view the status.

In this way, Inventory (Receipt) transactions status updates while processing the purchase order in AX 2012.

Please do let me know if any queries or suggestions to be made pertaining to this topic.

Happy Daxing :-)

------------------------------------------------------------------------------------------------------------------------------------

Abhijeet Hele |  Dynamics AX Enthusiast | My Profile | 

The information provided on this site represents my own opinion/view and does not represent the opinion/view of my employer or Microsoft.

Inventory transaction statuses for Sales order in AX 2012

Inventory transactions consist of all the issue and receipt transactions associated with the selected product and product master.

When we process the order (sales, purchase etc.), inventory transaction status (Issue status and Receipt status) changes in each stage of the cycle.

Inventory transactions status reflects the actual state of particular quantity of inventory of a particular product i.e. whether it is On order, Ordered, Picked, Registered, Deducted, Received, Sold, Purchased etc.

Here in this topic, we will see the inventory transactions status at various stages of a sales order cycle.

As it is a sales order, issue field in the inventory transaction form will get updated with the various statuses of the inventory.

Issue statuses are as follow:

1. Quotation issue

2. On order

3. Reserved ordered (The item is not available and is reserved from a purchase order)

4. Reserved physical (The item is available and is reserved for a sales order)

5. Picked

6. Deducted

7. Sold

Navigation path (to view the inventory transactions)

a. Go to Sales and marketing / Account receivable --> Common--> Sales orders --> All Sales orders --> Select desired sales order -->Edit --> go to Sales order lines --> Select desired line --> Click on Inventory --> Transactions.

b. Go to Product information management -->Common --> Released products --> Select desired product --> On the action pane, go to Manage inventory tab --> In the view group, click on Transactions.

Inventory (Issue) transactions status

A. At sales quotation

Once the Quotation is created and sent to the customer for approval, the transaction status goes to "Quotation issue" state.

Go to inventory--> Transactions

Note: Status will remain the same till the time sales quotation will not convert to sales order.

B. After creating a sales order

Once the quotation converts to a sales order, the inventory transaction status for a particular quantity of item goes to "On order" state.

Go to inventory --> Transactions

Note: Even if we directly create a sales order without using the sales quotation, the inventory transaction status goes to "On order" state only.

C. After the Sales order confirmation

After the confirmation of a sales order, the transaction status remains in "On order" state as confirmation doesn't affect the inventory by any means.

D. After posting the picking list

After posting the picking list, the inventory transaction status goes to "Reserved physical". The quantity of item gets reserved in the warehouse to get it picked for a sales order.

Note: Quantity needs to be available for the item in the warehouse in order to reserve them for the order. If the "Partial quantity" is available then the same quantity is only reserved for the order and remaining quantity will remain "On order".

E. After picking list registration

Once the item gets picked from the warehouse, the picking list will get updated with the picked quantity hence the inventory transactions status goes to "Picked " state.

F. After posting the packing slip

Once the packing slip gets posted, the inventory transactions status goes to "Deducted" state as the item gets delivered to the customer so inventory gets reduced for the item in the warehouse.

G. After posting the sales order invoice

Once the invoice is generated for a sales order, the inventory transaction status goes to "Sold" state. The same invoice is then send to the customer for payment.

Note:

Reserved ordered: If the item is not on hand then we can reserve the item from a purchase order so once the item is received from a vendor, it can only be used to deliver it to the customer.

We can also create a purchase order from a sales order in case of non-availability of the item.

In both the cases, the inventory transactions status goes to "Reserved ordered". 

In this way, Inventory (Issue) transactions status changes in each stage of sales order cycle.

  

Happy Daxing :-)