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Purchase order (form) [AX 2012]

Updated: July 22, 2014

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Click Procurement and sourcing > Common > Purchase orders > All purchase orders. Double-click a purchase order. To create a new purchase order, on the Action Pane, on the Purchase order tab, in the New group, click Purchase order.

–or–

Click Accounts payable > Common > Purchase orders > All purchase orders. Double-click a purchase order. To create a new purchase order, on the Action Pane, on the Purchase order tab, in the New group, click Purchase order.

–or–

Click Project management and accounting > Common > Item tasks > Project purchase orders. Double-click a purchase order. To create a new purchase order, on the Action Pane, on the Purchase order tab, in the New group, click Purchase order.

Use this form to create and modify purchase orders.

The following tables provide descriptions for the controls in this form. 

The tabs and controls that were added to this form for the Transportation management and Warehouse management features in Microsoft Dynamics AX 2012 R3 are not described in this topic. For information about these features, see Transportation management and Warehouse management.

Action button

Description

Purchase order

Create a new purchase order.

From a sales order

Create a new purchase order that is based on sales orders.

Edit

Modify the details of the purchase order. When you click this button, the purchase order is switched from read-only mode to modify mode.

Request change

Request permission to change the purchase order.

NoteNote

This button is available only if change management is enabled for the purchase order.

Delete

Delete the selected purchase order.

NoteNote

You can delete a purchase order only if it has been confirmed.

Cancel

Cancel the purchase order. The quantity that has not yet arrived is deducted from the quantity that was ordered on the purchase order line. Quantities on purchase order lines that are partly matched by invoices are not deducted.

Header view

View header and header-related information on FastTabs.

Line view

View the header and line information together. You can expand the lines and line details tabs to see more information about lines.

From all

Select the lines that you want to copy to the order. You can select from all existing purchase orders, product receipts, and invoices.

From journal

Select the lines that you want to copy to the order. You can select from the purchase orders, product receipts, and invoices that were previously journalized from the current order.

Totals

View the totals for the purchase order. Totals include information such as the volume, discounts, sales tax, and subtotal amounts.

Attachments

View and open the documents that are attached to this purchase order. These documents include external documents.

Action button

Description

Credit note

Copy the purchase order lines from the invoices that are journalized to the current invoice account, and then convert the quantity signs.

NoteNote

If an invoice is matched against the purchase order, you cannot perform this action.

Maintain charges

Create, modify, or view the charges that are specified for the current purchase order.

NoteNote

The total value of the charges is displayed in the Totals form and is included when the invoice total is calculated.

Allocate charges

Allocate charges to purchase order lines.

All charges with a debit type item must be allocated to the purchase order lines before the purchase order can be confirmed. All charges that have a category type Fixed must be allocated to the purchase order lines before the purchase order can be confirmed.

Sales tax

View the sales tax that is calculated for this purchase order.

Multiline discount

Calculate the multiline discount for the purchase order. The trade agreements are searched, and multiline discounts are applied to the purchase order lines that qualify for multiline discounts.

Total discount

Calculate the total discount for the purchase order. The trade agreements are searched, and a total discount is applied to the purchase order if the purchase order qualifies for a total discount.

NoteNote

The result of the search overrides the percentages that have been manually applied for the total discount on the purchase order header.

Prepayment

Create or modify the prepayment definition for the purchase order.

You cannot create a prepayment for a purchase order if a standard vendor invoice has already been created.

NoteNote

This button is not available if the Use posting definitions check box is selected in the General ledger parameters form.

Remove prepayment

Remove the prepayment from the purchase order.

Purchase inquiry

Create a purchase inquiry to validate a purchase with the vendor, before the purchase order is confirmed.

Purchase order

Confirm and update purchase order confirmations, and print the purchase order.

Pro forma purchase order

Print a pro forma purchase order.

Confirm

Confirm the purchase order.

When you click this button, the subledger journal entry lines might not be immediately visible in the Voucher transactions form. If your legal entity uses batch or asynchronous transferring for subledger journal entries, there could be a delay.

NoteNote

By clicking this button, you can confirm the purchase order without additional user interaction. The purchase order is saved and confirmed, and it contains the last values that were saved by the user.

Finalize

Finalize the purchase order, and liquidate budget reservations and any encumbrance that is not yet relieved in the general ledger.

NoteNote

This action is the last action that you can perform on a purchase order. You can finalize a purchase order only if all lines have been either canceled or invoiced. After a purchase order has been finalized, you can no longer change the purchase order.

Distribute amounts

Create and modify the accounting distributions for the purchase order header.

View distributions

View the distribution of all transaction currency amounts on the purchase order.

Purchase order confirmations

View all purchase order confirmation journals that have been issued for this purchase order.

Action button

Description

Encumbrance summary

View the encumbered amounts for the purchase order. For more information, see Encumbrance summary (form).

NoteNote

This button is available only if the encumbrance process has been enabled. For more information, see Encumber purchase orders.

Line amounts

View line amounts for the purchase order. These amounts include the current amount that is ordered and any amounts that are received. You can also view the amounts that are invoiced, the amounts that must still be invoiced, and the amounts for which invoices are pending.

NoteNote

This control is available only if the Public Sector configuration key is selected.

Budget

Open a menu that contains the following items:

  • Perform budget checking – On a draft purchase order, reserve funds if the budget check indicates that budget funds are available.

  • Budget check errors or warnings – View the result of a budget check.

  • Project budget status - Review the effect of the purchase order on project budgets.

Intercompany sales order

View the intercompany sales order that is associated with the purchase order.

Original sales order

View the sales order that the purchase order was created from.

Packing slip journal

View the packing slip journal for the intercompany sales order that is associated with the selected purchase order.

Invoice journal

View the invoice journals for the intercompany sales order that is associated with the selected purchase order.

Letter of credit / import collection

Create and manage a letter of credit or a request for import collection for the purchase order.

NoteNote

This button is available only if you select the Enable import letter of credit, Enable export letter of credit, and Enable letter of guarantee check boxes on the Ledger tab in the General ledger parameters form.

Letter of guarantee

Create and manage a letter of guarantee for the purchase order.

NoteNote

This button is available only if you select the Enable import letter of credit, Enable export letter of credit, and Enable letter of guarantee check boxes on the Ledger tab in the General ledger parameters form.

Compare purchase order versions

Compare different versions of the purchase order.

View purchase order versions

View a list of approved versions of the purchase order.

Action button

Description

Posting receipts list

Update and post receipts.

Product receipt

Update and generate product receipts.

Intercompany picking list

View the picking list for the intercompany sales order that is associated with the selected purchase order.

Pro forma receipts list

Print pro forma receipts for the purchase order.

Pro forma product receipt

Print pro forma product receipts for the purchase order.

Non conformances

Create or update nonconformance records for items that do not comply with predefined standards for performance or quality.

Quality orders

View a list of quality orders. For more information, see Quality orders (form).

Receipts list journal

View a list of updated receipts.

Product receipt journal

View a list of updated product receipts.

Action button

Description

Invoice

Register the vendor invoice that was issued for this purchase order.

Pro forma invoice

Print a pro forma invoice for the purchase order.

Prepayment invoice

Create a prepayment invoice for this purchase order, or view a pending prepayment invoice for the purchase order. This button is available only if a prepayment was previously defined for this purchase order by clicking Prepayment on the Purchase tab on the Action Pane. The prepayment invoice can be applied later to a standard invoice to settle all or part of the total amount of the invoice.

NoteNote

This button is not available if the Use posting definitions check box is selected in the General ledger parameters form.

Payment schedule

View a payment schedule. You can also modify a payment schedule so that a series of smaller payments is planned.

NoteNote

You must select the payment schedule. You select the payment schedule in the Payment schedule field on the Price and discount FastTab of the header view.

Cash flow forecasts

View cash flow forecasts for the current account.

Open transactions

Settle a credit note with a vendor invoice.

NoteNote

You might want to settle a credit note if you have already received an invoice, but the items have been returned. By settling the credit note, you help to ensure that you do not accidentally pay the invoice. You also guarantee that the invoice amount is settled when the credit note is posted. For more information, see Settle open transactions - vendor (form).

Invoice

View all journalized vendor invoices.

Pending invoices

View a list of pending invoices for this purchase order.

Credit invoicing

Open the Credit invoicing form, where you can correct a project vendor invoice for a vendor account.

NoteNote

(ESP) This control is available only to legal entities whose primary address is in Spain.

Action button

Description

Cross docking

Open the Planned cross docking form, where you can create transfer orders that distribute the products on a purchase order from a warehouse to stores.

Print shelf labels

Open the Print shelf labels form, where you can print shelf labels for products that are included in a purchase order.

This control is available only if Retail in Microsoft Dynamics AX 2012 R3 is installed.

Print product labels

Open the Print product labels form, where you can print product labels for products that are included in a purchase order.

This control is available only if Retail in Microsoft Dynamics AX 2012 R3 is installed.

Action button

Description

Print management

Set up print management for the external documents that are associated with the purchase order.

Summary

Set up default purchase values for a summary update.

Trade agreement

Open a menu that contains the following items:

  • View trade agreements (Purchase)

  • View purchase prices

  • View line discount

  • View multiline discount

  • View total discount

  • Maintain trade agreements

Most of these options open forms that are read-only subsets of trade agreement details. However, by clicking Maintain trade agreements, you can create new trade agreements.

Activities

View, create, or modify an activity for the selected purchase order.

Open a menu that contains the following items:

  • View activities

  • New action

  • Schedule appointment

  • Record event

  • New task

Cases

Open a menu that contains the following items:

  • Create case – Create a case that is related to the purchase order.

  • Cases – View a case that was created for the purchase order.

Contact details

Create or update vendor contacts for the purchase order.

Supplementary items

View, modify, or create supplementary items for the purchase order.

References

View reference orders that are related to the purchase order. Reference orders include vendor references and intercompany orders.

Postings

View the latest updates that are on the order.

Line quantity

View quantities for the order lines.

Planned purchase orders

View and firm planned purchase orders.

Committed costs

View costs for the items that you have committed to, and that you are now obligated to purchase.

Purchase agreement

View purchase agreements that are associated with the purchase order.

This tab is displayed only in the line view of the form.

Field

Description

Delivery date

The delivery date that applies to the whole order and is printed on the purchase order. When you create purchase order lines, the delivery date is copied from the purchase order header to the lines.

NoteNote

Be sure to specify the correct delivery date on the lines, because the purchase order lines are used to plan requirements. The item is expected to be received into inventory on the date that is specified in this field.

Earliest confirmed delivery

The earliest delivery date that is confirmed on the purchase order lines.

Total discount %

Type the total discount as a percentage.

Contact ID

Select a contract number for the vendor.

This grid is displayed only in the line view of the form.

Button

Description

Purchase order line

Open a menu that contains the following items:

  • Delivery schedule – Create or modify the delivery schedule that is associated with the purchase order line.

  • Credit note – Create a credit note for the selected purchase order line.

  • From all – Copy purchase order lines from all existing purchase orders, product receipts, and invoices.

  • From journal – Copy purchase order lines only from the purchase orders, product receipts, and invoices that were previously posted from the current order.

  • From line – Copy order details only from purchase order lines, product receipt lines, and invoice lines.

  • BOM lines – Explode the Bill of Materials (BOM) lines that are associated with the purchase order line.

  • Supplementary items – Calculate charges for supplementary items.

  • Attachments – View the attachments for this purchase order.

  • Dimensions – Select which inventory dimensions, if any, are displayed on the order line.

Financials

Open a menu that contains the following items:

  • Distribute amounts – View or create distributions for the transaction amounts from purchase orders.

  • Transfer budget – Open the Create budget transfer form, where you can transfer a budget amount from one dimension value to another.

  • Perform budget checking – On a draft purchase order, reserve funds if the budget check indicates that budget funds are available.

  • Budget check errors or warnings – Open the Budget check errors or warnings inquiry form, where you can view the result of a budget check.

  • Maintain charges – Create, modify, or view charges that are specified for the current purchase order line.

  • Sales tax – Calculate sales tax.

  • Committed costs – View all the committed costs for the purchase order line.

  • Project budget status – Review the effect of the purchase order on project budgets.

Inventory

Open a menu that contains the following items:

  • Output orders – View or create output orders for the item on the order line.

  • Reservation – Reserve on-hand inventory for the order line.

  • Marking – Mark lots in inventory for the order line.

  • On-hand – View information about the on-hand quantity of the item on the order line.

  • Lot – View information about the lot that is associated with the item on the order line.

  • Transactions – View inventory transactions that are associated with the item on the order line.

  • Intercompany on-hand – View the intercompany on-hand quantities for the item on the order line.

  • Transactions – View intercompany inventory transactions.

  • Reservation – Remove the link to the intercompany purchase order line.

  • Dimensions – Select the inventory dimensions that you want to be displayed on the purchase order line.

Product and supply

Open a menu that contains the following items:

  • Configure line – Configure an item that is a product configuration model.

  • Non conformances – Maintain nonconformances that are associated with the item on the order line. Nonconformances are created for items that do not comply with predefined standards for performance or quality.

  • Quality orders – Maintain quality orders that are associated with the item on the order line. Quality orders identify tests, test results, and the test quantity for an item.

  • Net requirements – View the net requirements that are calculated for the selected order line.

  • Explosion – View the explosion of requirements for the selected order line.

  • Multilevel pegging – View the upstream and downstream transactions for the selected order line.

Update line

Open a menu that contains the following items:

  • Renumber – Renumber the current order line.

  • Deliver remainder – Update the remaining purchase quantity on the purchase order line.

  • Finalize – Finalize the selected purchase order line.

  • Registration – Register items that have been received for the order line.

  • Pick – Pick inventory items. You can pick inventory items only if you have entered a negative quantity on the purchase order line.

  • Create link – Link a purchase agreement to the selected purchase order line.

  • Attached – View attached purchase agreements.

  • Remove link – Remove the link to a purchase agreement.

Field

Description

Type

The type of order line. A purchase order line can have one delivery or multiple deliveries. The types of order lines are indicated by various icons.

Budget check results

The result of the budget check. A red X indicates that the budget check failed. A yellow triangle indicates that the budget check passed, but there were warnings. A green check mark indicates that the budget check passed. This field is blank if budget checks are not performed.

The budget checking function is available if both the following conditions are met:

  • Budget control is turned on.

  • Purchase orders and Enable budget control for line item on entry are selected in the Select source documents area of the Budget control configuration form.

The results of a budget check are affected by the following factors:

  • Budget control settings for projects

  • Over-budget permissions

  • Other parameters and settings for budget control

For more information, see About budget control.

Line number

The line number of the order line. The line number identifies the position of the order line in the list of order lines.

Product name

The item description that is retrieved from the Released products form.

Procurement category

The procurement category from the procurement category hierarchy. If lines have product numbers that are defined internally, the category is derived from the setup in the product catalog. If lines do not have product numbers, the category is selected on the line.

Commitment

The identification number of the commitment that is referred to by this purchase order line, together with the line number of the commitment line.

NoteNote

This control is available only if the following conditions are met:

  • The Public Sector configuration key is selected.

  • The French regulatory configuration subkey is selected.

  • In Microsoft Dynamics AX 2012 R3 Cumulative Update 8, the Commitments (France) regulatory document type is selected in the Budget parameters form.

  • In cumulative update 7 for Microsoft Dynamics AX 2012, the Use French public sector accounting rules check box is selected in the Budget parameters form.

In versions of Microsoft Dynamics AX 2012 prior to cumulative update 7, only the Public Sector configuration key must be selected, but the primary address of the legal entity must be in France.

Configuration

Select an item configuration to specify an item that has specific attributes.

NoteNote

You cannot change the item configuration if you have updated order transactions, such as registrations, product receipts, and invoice updates.

Size

The size of the item.

Color

The color of the item.

Site

The site where you want to receive the products that are ordered.

Warehouse

The warehouse in which you want to store the products that are received.

Batch number

The batch number of the line.

Serial number

The serial number of the line.

Quantity

The quantity of the item, in the purchase unit.

Unit

The purchase unit of the item. The purchase unit is the unit in which the item is purchased. The unit measurement cannot be changed if the purchase order is used in one or more transactions.

Unit price

The purchase price per price unit. For more information, see About unit prices.

NoteNote

If you enter the net amount manually, the unit price is blank. Therefore, the default unit price for the corresponding invoice is also blank.

Discount

The amount of the line discount per price unit.

Discount percent

The line discount percent.

Net amount

The line amount. This amount includes the discount.

NoteNote

If you enter the net amount manually, the unit price is blank. Therefore, the default unit price for the corresponding invoice is also blank.

Quality order status

The status of the quality order that is associated with the purchase order. The following statuses are used:

  • Open quality order

  • Closed quality order

Receive now

The quantity for which you want to post the purchase, in the inventory unit. This quantity is proposed when you use the Receive now quantity parameter to post the purchase. The value is calculated by multiplying the value in the Receive now field by any conversion factor. You define the conversion factor in the Unit conversion dialog box. For more information, see Receive now.

Vendor retention term

Select terms for withholding part or all of a payment from a vendor for a project. You retain the payment amount until the conditions in the vendor retention terms are met. You can select a different retention term for each line.

This tab is displayed only in the line view of the form.

Tab

Field

Description

General

Procurement category

The procurement category from the procurement category hierarchy. If lines have product numbers that are defined internally, the category is derived from the setup in the product catalog. If lines do not have product numbers, the category is selected on the line.

Product name

The item description that is retrieved from the Released product details.

Text

The description of the item. The description is copied from the Product name field in the Released product details form. You can change this description and display it in different languages. The item description is used on reports and in inquiries.

Purchase requisition

The identifier of the purchase requisition that the purchase order line was created from.

Commitment

The identification number of the commitment that is referred to by this purchase order line, together with the line number of the commitment.

NoteNote

This control is available only if the following conditions are met:

  • The Public Sector configuration key is selected.

  • The French regulatory configuration subkey is selected.

  • In Microsoft Dynamics AX 2012 R3 Cumulative Update 8, the Commitments (France) regulatory document type is selected in the Budget parameters form.

  • In cumulative update 7 for Microsoft Dynamics AX 2012, the Use French public sector accounting rules check box is selected in the Budget parameters form.

In versions of Microsoft Dynamics AX 2012 prior to cumulative update 7, only the Public Sector configuration key must be selected, but the primary address of the legal entity must be in France.

External

Enter the vendor's item number for the inventory item. For more information, see External item ID on purchase order lines.

Customer requisition

The customer requisition number.

Customer reference

The customer's reference. The customer uses this reference to track the purchase order internally.

Origin

The origin of the purchase order. The following values are used:

  • Source – The purchase order is the original order.

  • Derived – The purchase order is a generated order.

NoteNote

This field is blank if the purchase order is not an intercompany order.

Finalized

A selected check box indicates that the order line has been finalized.

NoteNote

Only lines that have been fully received and invoiced can be finalized.

Line status

The status of the line. The line status indicates how far the purchase order line has progressed in its life cycle.

State

The workflow state that the purchase order line is currently in. For more information, see Using workflows.

Stopped

Select the check box to prevent the current purchase order line from being posted.

Complete

Select the check box to indicate that the line must be received as a whole, and that partial deliveries are not accepted.

Quality order status

The status of the quality order that is related to the order line.

Setup

Lot ID

The number that is issued to the lot item. When you create a purchase order line, a lot number for the item issue is generated in the inventory. The system uses this lot number to reserve and mark the lot.

NoteNote

A lot number is not generated if the purchase order is of the Journal type, because no inventory transactions are made.

Matching policy

Select the invoice matching policy for the selected line. The following options are available:

  • Three-way matching – The price information on the purchase order is matched to the price information on the invoice. Additionally, the quantity information on the selected product receipts is matched to the quantity information on the invoice.

  • Two-way matching – The price information on the purchase order is matched to the price information on the invoice.

  • Not required – No price or quantity matching is performed.

For a line that is identified by the combination of a procurement category and a description, the default entry is determined as follows:

  1. The matching policy that is specified for the purchasing policy that is associated with the category. If no matching policy is specified, or if the matching policy is Company policy, go to the next item.

  2. The matching policy that is specified for the vendor in the Matching policy form. If no matching policy is specified, or if the matching policy is Company policy, go to the next item.

  3. The matching policy that is specified for the legal entity in the Line matching policy field in the Accounts payable parameters form.

The default entry is determined in the same way, regardless of whether the purchase order is created from a purchase agreement, intercompany order, purchase requisition, direct delivery, or sales order, or by firming planned orders.

For more information, see Matching policy (form).

Return action

The return action. You must select a return action when you create a purchase order of the Returned order type.

Return actions are defined in the Return action form.

Scrap

Select the check box to indicate that you want to scrap the item and send it back to the vendor.

Item sales tax group

The sales tax group that the item belongs to. The item's tax group is copied from the item's base data to the purchase order line. When invoices for the purchase are updated, tax-related transactions are generated. For more information about how to set up tax groups for items, see Item sales tax groups (form). For information about how to set up tax codes and rates, see Sales tax codes (form).

Sales tax group

The sales tax group that the vendor belongs to. The vendor's tax group is copied to the purchase order and, from there, to the purchase order line. When invoices for the purchase are updated, tax-related transactions are generated. For more information, see Item sales tax groups (form) and Sales tax codes (form).

Ledger account

Enter an account number to override the default account from the item's posting profile. You can only override the account for expenses.

1099 amount

The amount of tax on the line that is reported in the 1099 form. To create a form for the purchase, select the Report 1099 check box for the vendor in the Vendors form.

For invoices, the value in this field is a negative number. For more information, see (USA) About year-end 1099 reporting.

NoteNote

(USA) This control is available only to legal entities whose primary address is in the United States.

State/province

Specify the state or province for the delivery.

NoteNote

(USA) This control is available only to legal entities whose primary address is in the United States.

1099 state amount

The amount that is reported in the 1099 form, in the default company currency.

NoteNote

(USA) This control is available only to legal entities whose primary address is in the United States.

1099 box

The code for the section heading of the 1099 form that you want to use for the current purchase order line. You must set up the code as information about the vendor in the 1099 box field in the Vendors form. The information is then copied for each new purchase order line.

NoteNote

(USA) This control is available only to legal entities whose primary address is in the United States. If you select the Public Sector 1099G or Public Sector 1099S configuration key, options for 1099-G or 1099-S are displayed in this list. If you select G-2 or S-2, use the 1099 tab to enter additional details. For more information, see (USA) About year-end 1099 reporting.

G-10a state

The two-letter postal abbreviation of the state for which state income taxes are being withheld.

NoteNote

(USA) This control is available only to legal entities whose primary address is in the United States, and if the Public Sector 1099G configuration key is selected.

G-10b state identification number

The identification number of the state department, division, or office reported in box 10a on form 1099-G.

NoteNote

(USA) This control is available only to legal entities whose primary address is in the United States, and if the Public Sector 1099G configuration key is selected.

G-11 state income tax withheld

The amount of state tax that was withheld from the payment, as reported in box 1 on form 1099-G.

NoteNote

(USA) This control is available only to legal entities whose primary address is in the United States, and if the Public Sector 1099G configuration key is selected.

Create date and time

The date and time that the purchase order line was created.

Address

Delivery name

The name that is associated with the delivery address.

Delivery address

The address that the vendor delivers the products to.

Address

View the formatted information for the selected address. This is the address that will appear on a printed document. The original address record may contain information that is not included in this view, depending on the specific country/region format.

Attention information

Additional information for the delivery address, such as the office location. This field is used if a user requested the items by using a purchase requisition. The information is copied from the requester information for the user.

Requester

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 on the same purchase order.

Product

Configuration

Select an item configuration to specify an item that has specific attributes.

NoteNote

You cannot change the item configuration when you update order transactions, such as registrations, product receipts, and invoice updates.

Size

The size of the item.

Color

The color of the item.

Batch number

The batch number of the item.

Serial number

The serial number of the item.

Site

Select or view the storage site. If you set up a default site for the vendor, the site is transferred to the purchase order header when a new purchase from the vendor is created.

Warehouse

Select or view the storage warehouse. If you set up a default warehouse for the vendor, the warehouse is transferred to the purchase order header when a new purchase from the vendor is created. For more information, see Identify the warehouse.

Location

The location inside a warehouse. If you select Edit lines and Explode lines in the upper pane of the Shipment or Receive form, you can change the location number for the transfer order line.

Pallet ID

The unique identifier for the pallet. This ID is also called the Serial Shipping Container Code.

Reference type

The item reference number of the associated inventory lot. For each purchase order line, sales order line, and production order line, an inventory lot number and a corresponding reference type are generated. The lot number and reference type identify the lot as an item receipt, which is also called a purchase, a production, or an item issue that is a sale or a production line.

Reference number

The number on the sales order line or production order line that the current purchase order line is covering or has covered.

Reference lot

The inventory lot number of the associated purchase order line or production order line. For each purchase order line, sales line, and production order line, an inventory lot number and a corresponding reference type are generated. The lot number and reference type identify the lot as an item receipt for a purchase and a production, or as an item issue for a sale and a production line.

Number

The identifier of the master schedule that generated the purchase order line.

Master plan

The identifier of the planned order that generated the purchase order line.

Delivery

Delivery date

The delivery date for the purchase order line.

Confirmed delivery date

The delivery date that the vendor has confirmed.

Overdelivery

Specify the maximum overdelivery for the order, as a percentage. If this percentage is exceeded when the invoice or product receipt is updated, you receive a message, and the update ends.

You can set the Accept overdelivery parameter on the Updates tab in the Procurement and sourcing parameters form.

Underdelivery

Specify the maximum underdelivery for the order, as a percentage. If this percentage is exceeded when the invoice or product receipt is updated, you receive a message, and the update ends.

You can set the Accept underdelivery parameter on the Updates tab in the Procurement and sourcing parameters form.

Delivery type

The delivery type of the current order line.

Picking

Bar code

The item's bar code, shown in numbers.

Bar code setup

The type of bar code that is used for the item.

Item tagging

A selected check box indicates that the item must be tagged.

NoteNote

This field is available only if you use radio frequency identification (RFID).

Case tagging

A selected check box indicates that the case must be tagged.

NoteNote

This field is available only if you use RFID.

Pallet tagging

A selected check box indicates that the pallet must be tagged.

NoteNote

This field is available only if you use RFID.

Price and discount

Discount

The amount of the line discount per price unit.

Discount percentage

The line discount expressed as a percentage.

Multiline discount

The multiline discount per price unit.

Multiline discount percentage

The calculated multiline discount, expressed as a percentage per price unit.

Price unit

The quantity of the item that is covered by the purchase price.

Charges on purchases

The purchase charge that is calculated as a charge that is independent of the quantity on the purchase order line.

Project

Project ID

The project number that was created for the current purchase order in Project management and accounting.

When a project is attached to the purchase order, you can view the purchase order transaction from the project. To select the project, click Transactions, and then select Purchase order.

NoteNote

If you change the project number on a purchase order line that is based on a purchase agreement line, you must remove the link to keep the change.

Activity number

The identifier for the activity in the project that the purchase order line is associated with.

Project category

The project category that is assigned to the purchase order line.

In AX 2012 R3, the project category that is configured for the procurement category is selected by default.

Item number

A unique user-defined code that is assigned when items are created. We recommend that you not use special characters or spaces in item numbers. Item numbers can also be generated by the system. You must link the item number to a number sequence. For more information, see Number sequences (list page).

Line property

An attribute that defines cost and sales percentages, and options for revenue accrual and capitalization cost.

Worker

This control is available only if Microsoft Dynamics AX 2012 R3 is installed.

The worker who is associated with the purchase order line. This field is enabled only when a project category that is for hours or expenses is selected in the Project category field.

Sales currency

The currency in which the project is invoiced.

Unit

The unit or quantity that the item on the purchase order line is measured in, such as centimeters, yards, or gallons.

Sales price

The sales price per unit, calculated in the current sales currency.

Sales tax group

The sales tax group that is used for project invoicing.

Item sales tax group

The item’s sales tax group. The sales tax group is used for project invoicing.

Quantity

The quantity of the item that was ordered, in the item's purchase unit.

Unit price

The purchase price per price unit. For more information, see About unit prices.

NoteNote

If you enter the net amount manually, the unit price is blank. Therefore, the default unit price for the corresponding invoice is also blank.

Net amount

The line amount after all discounts have been subtracted.

NoteNote

If you enter the net amount manually, the unit price is blank. Therefore, the default unit price for the corresponding invoice is also blank.

Transaction ID

The identifier of the transaction.

Foreign trade

Transaction code

The terms of trade for the current order. This information is used for Intrastat reporting. For more information, see About Intrastat.

Transport

Specify the means of transport for the current order. This information is used for Intrastat reporting.

Port

The port at which the current order is be loaded. This information is used for Intrastat reporting. For more information, see About Intrastat.

Statistics procedure

The code for the current statistical procedure.

Triangular deal

Select the check box to indicate that this deal is a triangular deal.

Commodity

The commodity code of the item. For transaction lines that are identified by a product, the information in this field comes from the item record and is not editable. For transaction lines that are identified by a description, you can enter a commodity code.

Country/region of origin

The unique identifier of the county or region where the item was manufactured. For transaction lines that are identified by a product, the information in this field comes from the item record and is not editable. For transaction lines that are identified by a description, you can enter a country or region.

State of origin

The unique identifier of the state where the selected item originates. For transaction lines that are identified by a product, the information in this field comes from the item record and is not editable. For transaction lines that are identified by a description, you can enter a state.

Unit weight

The unit weight of the selected item. For transaction lines that are identified by a product, the information in this field comes from the item record and is not editable. For transaction lines that are identified by a description, you can enter the unit weight.

Fixed assets

New fixed asset?

Select the check box to indicate that you want a new fixed asset to be created for the purchase order line when a product receipt or invoice is posted.

Fixed asset group

Select the fixed asset group that you want to provide default information for the new fixed asset. This information includes depreciation profiles and value models.

This field is available if the New fixed asset? check box is selected, and if the item is in an inventory model group that uses an inventory model other than Standard cost.

Fixed asset number

The fixed asset number for the transaction.

When you enter the fixed asset number of an existing asset, you create an association between the purchase order and the fixed asset. You can also post an acquisition transaction for the asset, depending on your setup. For more information, see About assets acquired through procurement.

This field is available if the New fixed asset? check box is cleared, and if the item is in an inventory model group that uses an inventory model other than the Standard cost model.

Value model

The value model that is related to the current transaction.

This field is available only if the item is in an inventory model group that uses an inventory model other than Standard cost.

Transaction type

The type of fixed asset transaction that is created together with the purchase.

This field is available only if the item is in an inventory model group that uses an inventory model other than Standard cost.

Financial dimensions

Template ID

Select the default template that specifies the financial dimensions to use for distributing transaction amounts. The information in the template will be used to display default dimension values. You can set up a template in the Financial dimension default templates form.

Financial dimensions

The financial dimensions that were set up in the Financial dimensions form.

Where the %1 dimension is used

The account structures and advanced rule structures that use the financial dimensions that you selected in the Financial dimensions or Default financial dimensions field group.

NoteNote

The name of the field depends on the selection in the Financial dimensions or Default financial dimensions field group.

This tab is displayed only in the header view of the form.

Field

Description

Purchase order

A value that uniquely identifies the purchase order. The value must be specified when you create a purchase order.

You can enter the purchase order number manually, or the system can generate the number. The number is generated if it is specified in a number sequence for purchase orders. You define number sequences on the Number sequences tab in the Accounts payable parameters form. For more information about number sequences, see Number sequences (list page).

NoteNote

This field contains an alphanumeric string of up to 10 characters.

Name

The vendor's name. You can change the name that is printed and used in searches.

Purchase type

Select the type of purchase order when you create the order. A purchase order can have one of the following types: Journal, Purchase order, or Returned order. For more information, see About purchase order types.

One-time supplier

A selected check box indicates that you do not expect to place any more orders with this vendor.

NoteNote

You decide whether the vendor is a one-time vendor when you create the purchase order. You must also decide whether the vendor is a one-time vendor when you create the vendor account. For one-time vendors, you create a one-time vendor account.

Vendor account

Select a vendor from the list of all existing vendors.

Invoice account

Select or enter the vendor account that you want to make a payment to. Use this field if the vendor account number that you make the payment to differs from the vendor account number that you placed the purchase order with. For more information, see More on Invoice account field.

Contact

The full name of the vendor's contact person.

Internet address

The Internet address of the vendor. The address is copied from the vendor account but can be overwritten.

E-mail

The email address of the vendor's contact person.

Status

The status of the order. The order status is updated to indicate how far the purchase order has progressed in its cycle.

Document status

The last document, such as a product receipt or an invoice, that was updated for this purchase order.

Approval status

The status of the current document version. The status indicates how far the document has progressed in the workflow cycle. The following values are used:

  • Draft

  • In review

  • Rejected

  • Approved

  • Confirmed

  • Finalized

Header budget check results

Select this check box to display the result of the budget check for charges and taxes for the purchase order header.

Quality order status

The status of the quality order that is associated with the purchase order. The following values are used:

  • Open quality order

  • Closed quality order

Site

Select or view the storage site. If you set up a default site for the vendor, the site is transferred to the purchase order header when a new purchase from the vendor is created.

Warehouse

Select or view the storage warehouse. If you set up a default warehouse for the vendor, the warehouse is transferred to the purchase order header when a new purchase from the vendor is created. For more information, see Identify the warehouse.

Reason

Select or view a code to indicate the reason for a transaction or other action.

Reason comment

The description of the reason code for this action.

Vendor reference

The vendor's own reference. This reference is used by the vendor.

RMA number

The Return Merchandise Authorization (RMA) number for the item delivery that is returned. The number is provided by your supplier. This number is used to track an item that is returned. The field is mandatory if the purchase order is of the Returned order type.

This tab is displayed only in the header view of the form.

Field

Description

Sales tax group

Type or select the vendor's tax group.

Tax exempt number

The tax exempt number that is used to extract statistics.

Prices include sales tax

Select the check box to indicate that purchase order lines include sales tax.

Posting profile

The posting profile. The posting profile determines the main accounts that are used in the general ledger when the liability is journalized.

When the purchase is created, the posting profile is copied from the Posting profiles field in the Accounts payable parameters form. For more information about the setup and functionality of posting profiles, see About fixed asset posting profiles.

Settlement type

The type of settlement. The settlement type is typically used when credit notes are updated. The settlement type determines how the transactions that are generated when an invoice is updated must be settled. For more information, see About settlement type.

Number sequence group

Select the ID of a number sequence group, if you want to override the system number sequences that are set up in the Procurement and sourcing parameters form.

Accounting date

Enter or view the date that determines the period when budget validation is performed and transactions are journalized in the general ledger.

If you enter a date in this field, the date must be in an open period. For more information, see Fiscal calendars (form).

If you try to change the accounting date, and if an encumbrance is journalized in the general ledger for the purchase order or a budget reservation exists, validation of the fiscal year is performed.

If you do not have permissions to create purchase orders in the period that is determined by the date that you enter, you must enter a date that matches your permissions. For more information, see Budget control configuration (form).

NoteNote

This field is available only if the Budget control configuration key is selected.

Buyer group

Enter or select a buyer group that has been set up in the Buyer groups form.

Orderer

Enter or select the worker who ordered the purchase. The worker must be set up in the Worker form.

Pool

The pool of purchase orders that the purchase order belongs to. By grouping purchase orders into pools, you can more easily filter and select purchase orders if you have many purchase orders that you must search through. Enter a pool in the Purchase pools form.

Language

The language that is used for item names and to print external journals.

Activate change management

Select this check box to enable change management. Change management enables the workflows that you have defined for the review of purchase orders. When you generate a change request, you also generate a new version of the purchase order. This new version can be viewed and compared to other versions in the Compare purchase order versions and Purchase order versions forms.

Requester

The user who requested the items, if the purchase order was created from a purchase requisition. This field is blank if multiple users requested items that are included on the same purchase order.

Project ID

The project number that was created for the current purchase order in Project management and accounting.

When a project is attached to the purchase order, you can view the purchase order transaction from the project. To select the project, click Transactions, and then select Purchase order.

NoteNote

If you change the project number on a purchase order line that is based on a purchase agreement line, you must remove the link to the agreement to keep the change.

Invoice declaration

(ISL) Modify the ID of the invoice declaration for a vendor.

NoteNote

(ISL) This control is available only to legal entities whose primary address is in Iceland.

Origin

The origin of the purchase order. The following values are used:

  • Source – The purchase order is the original order.

  • Derived – The purchase order is a generated order.

NoteNote

This field is blank if the purchase order is not an intercompany order.

Created date and time

The date and time when the purchase order was created.

Confirming PO

Enter or select a purchase order code. This is a mandatory field. The code also determines the language that is used for the message that appears on the printed purchase order. For more information, see Confirming PO codes (form) (Public sector).

NoteNote

This control is available only if the Public Sector configuration key is selected.

This tab is displayed only in the header view of the form.

Field

Description

Delivery name

The name or company name that is associated with the delivery address.

Delivery address

Select the delivery address for the products that were purchased.

Address

View the formatted information for the selected address. This is the address that will appear on a printed document. The original address record may contain information that is not included in this view, depending on the specific country/region format.

Attention information

Additional information for the delivery address, such as the office location. This field is used if a user requested the items by using a purchase requisition. The information is copied from the requester information for the user.

This tab is displayed only in the header view of the form.

Field

Description

Delivery date

The delivery date that applies to the whole order and is printed on the purchase order. When you create purchase order lines, the delivery date is copied from the purchase order header to the lines.

NoteNote

Be sure to specify the correct delivery date on the lines, because the purchase order lines are used to plan requirements. The item is expected to be received into inventory on the date that is specified in this field.

Earliest confirmed delivery

The earliest delivery date that is confirmed on the purchase order lines.

Mode of delivery

If you attach modes of delivery to the vendor, those modes of delivery are copied when the purchase order is created. However, you can select another mode of delivery. You can use information about the mode of delivery when you enter expected freight expenses for the current purchase.

Delivery terms

If you attach terms of delivery to the vendor, those terms are copied when the purchase order is created. For more information, see Delivery terms.

UPS zone

Enter the freight zone that you want to use when you calculate freight expenses.

Call tag type

Enter the type of freight slip that you want to use when the current purchase is received from the vendor. This information can be used as a search criterion if you print many different types of freight slips at the same time.

This tab is displayed only in the header view of the form.

Field

Description

Currency

The vendor’s currency code. When you create a purchase order, this code is copied to the purchase order.

NoteNote

If you change the currency code, and the order line is linked to an agreement line where the Price and discount is fixed check box is selected, a dialog box appears. To keep the change, you must remove the link.

Terms of payment

Enter the terms of payment that apply to the current order. The due date is calculated when the order is invoiced, and is based on the terms that are set up for payment in the Terms of payment form.

Due date

Enter the last day that payment can be made. The last day of payment is independent of the terms of payment.

NoteNote

You cannot use a payment schedule and a due date at the same time.

Method of payment

The method of payment. The method of payment is copied from the vendor setup in the Vendors form.

NoteNote

The method of payment must be set up in the Methods of payment form. You cannot enter a new value in this field.

Payment specification

Specify how payments that are made by using the current method of payment must be handled.

Payment schedule

Enter a payment schedule, if you pay for the order in multiple installments.

Cash discount

The cash discount that applies to the current order.

NoteNote

The cash discount must be set up in the Cash discounts form. You cannot enter a new value in this field.

Discount percentage

The discount, as a percentage, that is allowed for the sales order.

Price group

If you attached a price group to the vendor, that price group is copied when the purchase order is created.

Line discount group

The vendor discount group that the vendor is associated with. If the vendor is associated with a discount group, the group is transferred to the purchase order when you create the purchase order.

Multiline disc. group

The multiline discount group that the vendor is associated with. If the vendor is associated with a multiline discount group, the group is transferred to the purchase order when you create the purchase order.

Total discount group

The total discount group that the vendor is associated with. If a total discount group is associated with the vendor, the group is transferred to the purchase order when you create the purchase order.

Total discount %

The total discount on the purchase order, expressed as a rounded percentage.

NoteNote

The number that is displayed in this field is rounded to two digits. However, the unrounded form of the number is stored and used in calculations. The rounded form is not used in calculations.

Charges group

The charges group that the vendor is associated with. For purchase orders, a charges group consists of various costs that are associated with an order.

Bank document type

Select the type of bank document that you want to use for the purchase order. The following values are available:

  • None – Do not create any bank document for the purchase order.

  • Letter of credit – Create and manage a letter of credit for the purchase order.

  • Letter of guarantee – Create and manage a letter of guarantee for the purchase order.

NoteNote

This field is available only if you select all the following check boxes on the Ledger tab in the General ledger parameters form: Enable import letter of credit, Enable export letter of credit, and Enable letter of guarantee.

This tab is displayed only in the header view of the form.

Field

Description

Transaction code

Enter the transaction code. This code contains the terms of trade for the current order. This information is used for Intrastat reporting. For more information, see About Intrastat.

Transport

Specify the means of transport for the current order. This information is used for Intrastat reporting.

Port

The port where the current order is loaded. This information is used for Intrastat reporting. For more information, see About Intrastat.

Statistics procedure

The code for the statistical procedure that is currently used.

List code

The list code for the current invoice.

You can modify the list code manually before you update an invoice. The following values are available:

  • Not included – No list code is included on the invoice.

  • EU trade – The invoice is for trade between European Union (EU) countries or regions.

  • Production on toll – The invoice is for value-added work by a vendor in another EU country or region.

  • Triangular/EU trade – The invoice is for trade between vendors in several EU countries or regions.

  • Triangular/Prod. on toll – The invoice is for value-added work by vendors in several EU countries or regions.

    NoteNote

    By default, the following values are used for the List code field on a purchase order:

    • Not included, if the vendor is domestic.

    • EU trade, if the purchaser and the vendor are located in different EU countries or regions.

    • Triangular/EU trade, if the purchaser and the vendor are located in different EU countries or regions, and the products are delivered from a third EU country or region.

NoteNote

This field is available only if the Transfer purchases check box is selected in the Foreign trade parameters form.

This tab is displayed only in the header view of the form.

Field

Description

Template ID

Select the default template that specifies the financial dimensions to use for distributing transaction amounts. The information in the template will be used to display default dimension values. You can set up a template in the Financial dimension default templates form.

Financial dimensions

The account structures and advanced rule structures that use the financial dimensions that you selected in the Financial dimensions or Default financial dimensions field group.

NoteNote

The name of the field depends on the selection in the Financial dimensions or Default financial dimensions field group.

Where the %1 dimension is used

The account structures and advanced rule structures that use the financial dimensions that you selected in the Financial dimensions or Default financial dimensions field group.

NoteNote

The name of the field depends on the selection in the Financial dimensions or Default financial dimensions field group.

This tab is displayed only in the header view of the form.

 
NoteNote

(SAU) This control is available only to legal entities whose primary address is in Saudi Arabia.

NoteNote

To make this control available, you must also select the Enable Zakat reports field in the General ledger parameters form.

Field

Description

Contract number

Select a contract number for the vendor.


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