Working with purchase orders (Retail essentials)
Important
This content is archived and is not being updated. For the latest documentation, see Microsoft Dynamics 365 product documentation. For the latest release plans, see Dynamics 365 and Microsoft Power Platform release plans.
Applies To: Microsoft Dynamics AX 2012 R3
This topic explains how to create purchase orders. You can create a purchase order from an existing sales order, or you can create a purchase order of one of the following types:
Journal – Use this type as a purchase order draft. This type does not affect stock quantities or generate item transactions.
Purchase order – Use this type when the vendor confirms an order.
Returned order – Use this type when you return purchased items to the vendor. The returned item number, or RMA number, that the vendor gives you must be entered on the Other tab.
Note
In Retail essentials, the form that you use to complete this task includes a subset of the controls that are available for other configurations of Retail. If a topic about this form describes controls that you don't see, it may be because you’re using Retail essentials.
Create a purchase order
Use this procedure to create a purchase order that has all the information that is required to purchase specific products at a specific price or for a specific delivery date from a vendor.
Click Retail essentials > Inventory management > All purchase orders. On the Action Pane, on the Purchase order tab, in the New group, click Purchase order to create a new purchase order.
In the Create purchase order form, select a vendor account.
On the General FastTab, in the Purchase type field, select the type of purchase order to create.
Optional: Enter or modify the remaining information in the Create purchase order form, and then click OK. The new purchase order is displayed.
In the Line view, on the Purchase order lines FastTab, click Add line or press CTRL+N to create a new purchase order line.
On the purchase order line, specify at least an item or a procurement category, a purchase quantity, a unit of measure, and a unit price.
On the Line details FastTab, on the Delivery tab, in the Delivery date field, enter a delivery date. If the purchase order is based on a purchase agreement, the delivery date must be in the validity period of the associated purchase agreement line.
Repeat steps 5 through 7 to create additional lines for the purchase order.
Tip
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To display inventory dimensions on the line in the Purchase order lines grid, click Purchase order line > Dimensions.
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To validate a purchase order with a vendor before the purchase order is confirmed, on the Action Pane, on the Purchase tab, in the Generate group, click Purchase inquiry.
Create a purchase order from a sales order
Use this procedure to create a purchase order that is based on a sales order. The purchase order that is created reflects the products that you must purchase to fulfill the sales order.
Navigation Path Not Found Select the sales order to create a purchase order for. Then, on the Action Pane, on the Sales order tab, in the New group, click Purchase order.
Tip
You can also create a purchase order from a sales order on the All purchase orders list page. On the Action Pane, click From a sales order.
The Create purchase order form lists all open sales order lines and includes the preferred vendors. In the Vendor account field, change the vendor account number if a different account number is required.
Select the Include check box to select the lines to generate purchase orders for. To select all lines, select the Include all check box.
Click Adjust quantity to within permitted range to adjust the ordered quantity so that it matches the minimum or maximum quantity that is specified for the item.
Click Search for purchase agreements to search for valid purchase agreements that you can base the new purchase order on.
Click Validate to validate the lines that you have selected for the purchase order.
Click OK to generate purchase orders that are based on your selections. Retail essentials creates one purchase order for each vendor account that is specified for the selected sales order lines.
Note
Each purchase order line is associated with the sales order line that led to the purchase. The relation to the purchase order is indicated on the sales order line. You can view the information about the relation in the Sales order form, on the Line details FastTab, on the Product tab, in the Reference lot, Reference type, and Reference number reference fields. This relation guarantees that the costs from the current purchase are charged on the attached sales order.
To create a direct delivery from a vendor to a customer, in the Sales order form, on the Action Pane, on the Sales order tab, in the New group, click Direct delivery. In the Create direct delivery form that is displayed, the Transfer delivery address check box is selected and is for information only.