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Purchase posting (form) [AX 2012]

Updated: January 29, 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 > Periodic > Purchase orders > Confirmation.

–or–

Click Procurement and sourcing > Periodic > Purchase orders > Posting receipts list.

–or–

Click Procurement and sourcing > Periodic > Purchase orders > Product receipt.

The name of this form varies, depending on the path that you use to open the form.

Use the Confirm purchase order form to confirm and journalize purchase orders. You can enter the general settings for the purchase order on the tabs in the upper pane, and you can change and update the current purchase data on the tabs in the lower pane.

Use the Posting receipts list form to post receipts lists. You can use receipts lists to plan the arrivals that you expect on a specific date, based on the confirmed receipt dates that you have received from the vendor.

Use the Posting product receipt form to post product receipts. Product receipts provide a record of the cost of items. Product receipts can also be used as the basis for inventory costing and invoice matching, depending on how the system is set up.

NoteNote

The controls that appear in this form may vary depending on how the form was opened.

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

Tab

Description

Parameters

Select the set of parameters that is used to journalize and print a purchase order.

Other

Specify whether Microsoft Dynamics AX runs a credit limit check, and the method that is used. In the Summary update for field, you can also select how multiple purchase orders are updated at the same time.

NoteNote

When you complete a summary update for several orders, you can view the summarized order in the Purchase order form. Select a purchase order. On the Action Pane, click Purchase, click Purchase order confirmations, and then select the journal name.

Overview

Update information about product receipts for a list of purchase orders.

Selection

View the query criteria that are specified when you click Select.

Setup

Change the date of the receipts list or product receipt.

Lines

View the quantity that is specified in the Update field on each purchase line. You can then update the purchase by using the update parameters.

For example, select items on this tab to confirm part of a purchase. Alternatively, select items to receive a partial delivery of a purchase if you asked the vendor to deliver only part of an order line when the order was placed. On the Line details tab, you can also see an overview of the items that are ordered, but that have not yet been delivered.

This tab is not available in the Confirm purchase order form.

Line details

View information about line details. In the Discount section, you can change the discount that you previously specified for the purchase line.

NoteNote

If you enter a discount in the posting form, you cannot enter the discount in the ledger unless you set up an account in the Posting form in Inventory management. If no account is set up, the discount is not recorded directly in the ledger account. Instead, the discount is deducted from the revenue or cost value.

This tab is not available in the Confirm purchase order form.

Purchases

View the name of the purchase order.

This tab is not available in the Confirm purchase order form.

Fixed assets

View information about fixed assets that was specified for the line in the Purchase order form.

This tab is not available in the Confirm purchase order form.

Button

Description

Select

Select the orders to display.

Arrange

Consolidate several orders into one purchase order, receipts list, or product receipt. By default, this button is unavailable. To enable this button, on the Other tab, select a value in the Summary update for field.

TipTip

When you update multiple orders, click Arrange. Multiple orders that have the same vendor account are consolidated into one of the existing orders on the Overview tab. The order that is selected depends on the value in the Summary update for field.

NoteNote

Prepayments cannot be included when you arrange orders.

This button is not available in the Confirm purchase order form.

Totals

View the totals for the receipts list or product receipt in the Totals form.

This button is not available in the Confirm purchase order form.

Error text

View the text of error messages, and make corrections.

Purchase order line

Open a menu with the following item:

  • Dimensions – Open the Dimensions display form, where you can specify the product dimensions to display in the posting form.

Inventory

Open a menu that contains the following items:

  • Output orders – Open the Output orders form, where you can view information about the output orders that have been entered. Output orders are used for warehouse management, for activities that are related to advanced picking. Output orders are also used to ship items to production or to distribution channels.

  • Reservation – Open the Reservation form, where you can view reserved and on-hand inventory.

  • On-hand – Open the On-hand form, where you can view on-hand quantities for the selected product.

  • Lot – Open the Lot form, where you can view transaction quantities for the specified lot.

  • Transactions – Open the Inventory transactions form, where you can view inventory transactions for an item. These transactions are represented as receipt transactions or issue transactions.

Update line

Open a menu that contains the following items:

  • Registration – Open the Registration form, where you can register inventory receipts. If the Registration requirements check box is selected in the Item model groups form, an item receipt must be registered before the product receipt for the item is updated.

  • Pick – Open the Pick form, where you can select picking information for a line on a return purchase order.

Field

Description

Quantity

Specify the quantities to update. Two or more of the following options are available, depending on the purchase order document that you are updating:

  • Receive now quantity – Select all quantities that are entered in the Update field. Use this option to make a confirmation or delivery of a partial order.

  • Ordered quantity – Select all quantities on the purchase order that are not yet updated by the current document type.

  • Registered quantity – Select all quantities that are registered in inventory, but that are not yet updated as received.

  • Product receipt quantity – Select all quantities that are updated on a product receipt, but that are not yet invoiced.

  • Registered quantity and services – Select all registered quantities and all service items that are not stocked.

Posting

Select this check box to confirm the purchase order. If this check box is cleared, the purchase order is not journalized in the ledger. Instead, a pro forma purchase order is printed.

NoteNote

If you have made an agreement about a payment schedule, the payment schedule is not shown on the pro forma purchase order. The payment schedule is shown only on the actual purchase order.

Late selection

Select this check box to apply the selected query later. This option is used for batch jobs. The query is run when the batch job runs.

Print

Specify whether to print documents before processing is started or after processing is completed:

  • Current – Print the information before the system has been updated.

  • After – Print the information after the system has been updated.

Example

In the Form sorting parameters form, you set up the system to sort the information by invoice account. If you want to sort the documents in a batch by invoice account, select After. Otherwise, the documents are printed before they are processed, and they are not sorted in the order that is specified in the Form sorting parameters form.

Print sales documents

If the purchase order type is Direct delivery, select this check box to print the packing slip for the corresponding sales order when you post a product receipt to update the purchase order. In addition to the regular vendor's address, the customer's address is also printed on the product receipt.

Print shelf labels

Select this check box to generate shelf labels for products that are included in a purchase order when you generate the product receipt. You can print the labels after they are generated.

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

Print product labels

Select this check box to generate product labels for products that are included in a purchase order when you generate the product receipt. You can print the labels after they are generated.

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

Use print management destination

Select this check box to use the destination of the printed document that is specified in the Print management setup form.

Check credit limit

Select the information that is analyzed when a credit limit check is performed:

  • None – There is no requirement for the credit limit check.

  • Balance – The credit limit is verified against the vendor balance.

  • Balance + packing slip or product receipt – The credit limit is verified against the vendor balance and receipts.

  • Balance+All – The credit limit is verified against the vendor balance, receipts, and open orders.

Summary update for

If the selected documents should be posted at the same time, in one consolidated document, select a default value for summary updates.

For more information, see Summary update sales and purchase orders.

Update

The type of update that you are performing. For example, if you are working with product receipts, the value in this field is Product receipt.

Purchase order

The identifier of the purchase.

Product receipt

The product receipt that is associated with the invoice. If multiple product receipts are associated with an invoice, an asterisk (*) is displayed.

Shipment number

Select the shipment number to associate with the product receipt for the purchase order.

This field is available only if the Enable import letter of credit check box in the General ledger parameters form is selected.

Purchase order

The identifier of the purchase.

Name

The name of the purchase order. This name was specified in the Name field in the Purchase order form.

Receipts list date

The date when the items on the purchase order are expected to be received.

Product receipt date

The date when the items on the product receipt are actually received. This date is used to post costs to inventory.

Document date

The date when the document was created. This date is used to post tax amounts.

Purchase order

The purchase that the line is generated from.

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.

Item number

The item number of the purchase line.

Procurement category

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

Text

The description of the item. The description is copied to the purchase order from the Product name field in the Released product details form. This description might have been changed for a specific purchase order. The item description is used on reports and in inquiries. You can display the item description in various languages.

Configuration

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

NoteNote

If you work with purchase orders or sales orders, you cannot change the item configuration after you have updated order transactions. For example, you cannot change the item configuration after you have updated registrations, product receipts, and invoices.

Size

The size of the item.

Color

The color of the item.

Warehouse

Enter the warehouse where you store the items.

Batch number

Enter the batch number dimension. If you select Edit lines and Explode lines in the upper pane of the Shipment or Receive form, you can change the batch number for the transfer order line.

Serial number

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

Quantity

If you select Receive now in the Quantity field on the Parameters tab, the value is from the Receive now field on the purchase order.

Unit price

The purchase price of the item per purchase unit.

Line net amount

The value of the quantity that is selected in the Update field.

Close for receipt

If an order line cannot be delivered, or if the order line can be only partially delivered, select this check box to set the remaining quantity to 0 (zero). If there is only one order line, the whole order is closed, and the status is changed to Canceled.

Backorder

The quantity that is back-ordered for the line.

Quality order status

The status of the quality order for the purchase order line. This field is blank if no quality order is associated with the purchase order line.

Unit price

The purchase price that you specified in the Unit price field in the Purchase order form.

Price unit

The price unit of the item that is specified in the Price unit field on the purchase order.

Deliver remainder

If the line is updated by using the quantity that is entered in the Backorder field, the back order that remains on the line.

For more information, see Deliver remainder.

Reason

Select the reason for the transaction. For more information, see About financial reason codes.

Reason comment

Enter a description of the reason.

Update

The quantity that is ordered, in the inventory unit that is used to track quantities in inventory. For example, the purchase unit might be Case, and the inventory unit might be Each.

Deliver remainder

If the line is updated by using the quantity that is entered in the Backorder field, the back order that remains on the line, in the inventory unit. The value in this field is the value in the Deliver remainder field multiplied by the unit conversion factor that is specified for the product.

Charges on purchases

The purchase charges that you specified in the Charges on purchases field in the Purchase order form. You can change the amount of the line discount that you previously specified for the purchase line.

Discount

The line discount, in the amount per price unit.

For more information, see Discount.

Discount percent

Change the line discount percentage that you previously specified for the purchase line.

Multiline discount

The calculated multiline discount that is specified in the Multiline discount field on the purchase order.

You cannot change the value in this field. The value must be calculated by using the calculation for the multiline discount in the Purchase order form.

NoteNote

To record the discount in the ledger, you must set up an account in the Item posting form. If no account is set up, the discount is not recorded directly in the ledger account. Instead, the discount is deducted from the revenue or cost value.

Multiline discount percentage

The calculated multiline discount percentage that is specified in the Multiline discount percentage field on the purchase order.

You cannot change the value in this field. The value must be calculated by using the calculation for the multiline discount in the Purchase order form.

NoteNote

To record the discount in the ledger, you must set up an account in the Item posting form. If no account is set up, the discount is not recorded directly in the ledger account. Instead, the discount is deducted from the revenue or cost value.

Postal address

The name and effective date of the postal address that the order is delivered to.

Name

The name or company name of the delivery address.

Address

Enter the address and postal code. The remainder of the address information is inserted automatically if the postal code is in the ZIP Code/postal code table.

Purchase order

The order number that identifies the purchase order. Only one purchase order is shown at a time. Because this field depends on the purchase order that you selected on the Overview tab, you cannot create a new line.

Name

The order name that corresponds to the name in the Name field.

New fixed asset?

A selected check box indicates that a fixed asset is created when you post the product receipt. Information about fixed assets for the line is specified in the Purchase order form.

For more information, see About assets acquired through procurement.

Fixed asset group

The fixed asset group that provides default information for the new fixed asset. This information includes depreciation profiles and value models.

Fixed asset number

The fixed asset number for the transaction.

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

Value model

The fixed asset value model that is related to the current transaction. A value model contains information about one life cycle. This information is attached to a fixed asset, and includes information about depreciation and the transaction type. For more information, see Value models setup (form).

This field is relevant 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. For more information, see Fixed asset transaction types.

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

Zakat information PO

Select a purchase order to view Zakat information.
NoteNote

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


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