Purchasing policies (list page)

Article
10/09/2018

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 > Setup > Policies > Purchasing policies.

Use this form to create, modify, and view purchasing policies that are defined for your organizations. Purchasing policies are business rules that you define to help control the procure-to-pay process and enforce your overall procurement business strategy.

In Microsoft Dynamics AX 2012 R2, you can also use this form to create, modify, and view replenishment requisition policies that are defined for your organizations. Replenishment requisition policies are business rules that you define to help control the demand fulfillment process when the requisition purpose is replenishment. For more information about requisitions purposes, see About purchase requisitions.

Information on the list page includes the policy name, description, and status (Active or Retired).

Tasks that use this form

Key tasks: Create purchasing policies

Set up policy parameters

Example

You want to create purchasing policies for your organizations that enforce the purchasing rules you have outlined for your business. For example, you want to require employees to purchase items and services from only preferred vendors. You create purchasing policies to enforce this business rule during the purchase requisition creation process.

Navigating the form

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

Tab

Tab	Description
Policy	Create new policies, retire existing policies, set up policy parameters, and export purchasing policy data to Microsoft Excel.

Buttons

Button	Description
Policy	Create a new purchasing policy and the associated purchasing policy rules.
Edit	Modify the selected purchasing policy and its associated policy rules.
Retire policy	Retire the selected purchasing policy. When you retire a purchasing policy, all the rules contained in the policy are retired, also. Retired purchasing policies remain in the system for auditing purposes, but they cannot be reactivated.
Parameters	Open the Policy parameters form, where you define the organizational structure that policies apply to and the order in which the policies should be applied. Policy rules are resolved starting with the first organization shown in the Order of precedence: group box. Important Policy parameters must be configured before any organizations can be assigned to a policy.

Fields

Upper pane

Field	Description
Active	Indicates if the selected policy is active or retired. Retired policies cannot be reactivated. They remain visible for auditing purposes only.

Lower pane

Field	Description
Policy rule type:	The type of purchasing policy rules associated with the selected purchasing policy. The available policy rule types are as follows: Catalog policy rule – A rule that defines the procurement catalog that will be displayed on the procurement site for all users who are associated with the organizations specified on the Policy organization tab. Category access policy rule– A rule that helps manage employee access to specific categories in the procurement category hierarchy. Category policy rule – A rule that helps define category rules for purchases. For example, you can create a category policy that allows employees to purchase products from only a preferred vendor. Re-approval rule for purchase orders – A rule that defines the criteria for requiring reapproval when changes are made to a purchase order. Note This control is available only if Microsoft Dynamics AX 2012 R2 or AX 2012 R3 is installed. Purchase requisition RFQ rules– A rule that defines the criteria for requiring a request for quotation (RFQ) for a purchase requisition line. Purchase requisition control rule – A rule that defines parameter values that control the purchase requisition process. Requisition purpose rule – A rule that determines the type of requisition purpose allowed for a specific legal entity. When you create a requisition, you can assign it one of two purposes: consumption or replenishment. The requisition purpose indicates how requisition demand should be fulfilled, whether by purchase order, transfer order, production order, or kanban. For more information about requisition purposes, see About purchase requisitions. Note This control is available only if Microsoft Dynamics AX 2012 R2 or AX 2012 R3 is installed. Replenishment category access policy rule – An optional rule that determines the products that are available to fulfill requisition demand for a specific legal entity when the requisition purpose is replenishment. For more information about requisition purposes, see About purchase requisitions. Note This control is available only if Microsoft Dynamics AX 2012 R2 or AX 2012 R3 is installed. Replenishment control rule – An optional rule that defines the fields on the requisition line that must be entered for the requisition to be submitted for approval when the requisition purpose is replenishment. For more information about requisition purposes, see About purchase requisitions. Note This control is available only if Microsoft Dynamics AX 2012 R2 or AX 2012 R3 is installed. Purchase order creation and demand consolidation rule – A rule that lets you define the rules and limits to apply when a purchase order is generated from an approved purchase requisition.
Include parent rule	If this check box is selected, any rules that match the organization nodes in the hierarchy at the time of the transaction are returned. For example, if a matching rule is found at the department, cost center, and legal entity nodes, each of these rules will be returned. However, selecting this check box requires that additional code be written to determine which rule is actually applied. If this check box is not selected, then the lowest level rule is applied at the time of the transaction.
Effective date	The date when the policy rule is valid.
Expiration date	The date when the policy rule is no longer valid.