Create purchase order (form)

  • Article

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. 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. On the Action Pane, on the Purchase order tab, in the New group, click Purchase order.

–or–

Click Project management and accounting > Common > Projects > All projects. On the Action Pane, on the Manage tab, in the Related information group, click Item tasks > Purchase order.

–or–

Click Project management and accounting > Common > Item tasks > Project purchase orders. On the Action Pane, on the Purchase order tab, in the New group, click Purchase order.

Use this form to create purchase orders. In the form, you can enter basic purchase order information, such as the vendor account, delivery information, order type, invoice account, vendor group, and currency.

Tasks that use this form

Create a purchase order

Create a purchase order for a project

Create a purchase release order

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

Button

Button

Description

Select a different address

Open the Address selection form, where you can select another address for the selected purchase order.

Fields

Field

Description

One-time supplier

Select this check box if this is a new vendor and you do not expect to buy from this vendor again. A record will be created in the Vendors form.

Vendor account

Select a vendor account.

Name

The name of the vendor.

Contact

The identifier of the contact person at the vendor organization.

Name

The vendor name that is associated with the selected delivery address.

Delivery address

The vendor’s delivery address. When you select the vendor, the base data from the Vendors form is displayed. The delivery address from the New address form is also displayed. You can change the delivery address for the purchase order. The delivery address is printed on the purchase order.

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.

Purchase order

View the purchase order number.

Purchase type

Select a purchase order type. For more information, see About purchase order types.

Invoice account

Select an invoice account, if the vendor you will pay differs from the vendor with whom you placed the order.

Project ID

Select the identifier of the project that the purchase order is associated with.

Purchase agreement ID

Select a purchase agreement if you want to order against a purchase agreement. When you select an agreement, the vendor’s default information is provided, and the following values are transferred to the order:

  • Terms

  • Delivery

  • Administration

  • Vendor

  • Project

When you create purchase order lines, Microsoft Dynamics AX searches for matching purchase agreement lines in the selected purchase agreement. If the matching criteria are met, links are created between the purchase agreement and the purchase order lines.

Note

You can change the currency after you click OK in this form. However, if a purchase order line is linked to a purchase agreement line and the Price and discount is fixed check box is selected, you will have to remove the link.

Intercompany

Select this check box if the vendor is an internal trading partner, such as an intercompany organization.

Bank document type

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

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

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

  • Import collection – Create and manage an import collection for the purchase order.

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

Note

This field is available only if you select the following check boxes in the Ledger area of the General ledger parameters form: Enable import letter of credit, Enable export letter of credit, and Enable letter of guarantee. Also, the bank document type options do not apply to intercompany transactions.

Currency

Select a currency code for the purchase order. If you selected a vendor account, the currency code for the vendor account is the default value for the purchase order. You can change this value.

Site

The site where you will receive the products that are ordered.

If you set up a default site for the vendor, that site is the default value on the purchase order header when a purchase order from the vendor is created.

The site for the purchase order header is also the default value on the individual purchase order lines. However, if the item on the purchase order line has a mandatory site, that site is used on the purchase order line, instead.

If no site is specified on the purchase order header, the default site for the item, which is not necessarily the mandatory site for the item, is the value in the Site field on the purchase order line.

At any point, you can change the value of the Site field on the purchase order header.

Warehouse

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

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 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).

Note

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

Delivery date

The delivery date that applies to the order as a whole and that 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.

Note

It is important to specify the correct delivery date on the lines because the purchase order lines are used in requirement planning, with inventory receipt of the item expected on the given date.

Buyer group

Select a buyer group. Buyer groups are created by using the Buyer groups form.

Orderer

Select the name of the worker who ordered the purchase. The worker must be set up in the Worker form.

Requester

Select the name of the person who requested the purchase. This person can be different from the orderer.

Pool

Select the purchase order pool to associate the purchase order with.

Note

You can group purchase orders into pools for filtering and selection purposes.

Language

Select the language that is used for item names and for printing external journals.

Activate change management

Select to enable change management for this purchase order. This check box is selected if change management is enabled for the selected vendor.

Confirming PO

Enter or select the confirming purchase order code and the language of the message to print on the purchase order. For more information, see Confirming PO codes (form) (Public sector).

Note

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

See also

About purchase order types

Purchase order (form)

Announcements: To see known issues and recent fixes, use Issue search in Microsoft Dynamics Lifecycle Services (LCS).