Procurement and sourcing parameters (form) [AX 2012]

Updated: November 21, 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 > Setup > Procurement and sourcing parameters.

Use this form to set up parameters for purchasing. You can:

  • Define settings that apply to all purchasing transactions.

  • Enter default information that will be used if the information has not been specified at a lower level.

  • Select number sequences for purchasing.

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

Link

Description

General

Set up default values and parameters for purchase orders.

Vendor

Set up default values for vendor requests.

Updates

Enter or view parameters in the General and Product receipt field groups. This includes rules for delivery acceptances and updating invoices and product receipts.

To view or modify parameters to automatically update order lines when you modify the sales order header, click Update order lines.

Prices

Specify how the total discount is calculated (if various discounts apply) and whether charges are added automatically to purchase orders or lines.

Cycles

Select the purchase cycles that are used in the legal entity.

NoteNote

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

AIF

Select the default journal name for inbound electronic price and discount agreement documents.

Inventory dimensions

Select the inventory dimensions that are displayed on purchase order lines.

Request for quotation

Specify default values for requests for quotations, such as purchase type, expiration date, delivery information, payment terms, and trade agreement journal.

Procurement site settings

Configure comment and rating settings to enable users to rate items and services that they have ordered, and to rate vendor performance.

Number sequences

Define number sequences for purchasing.

Button

Description

Update order lines

Specify how purchase order lines are automatically updated when modifications are made on the purchase order header.

Some settings also affect vendor invoices that are not for purchase orders. For more information, see Update purchase order lines (class form) and Vendor invoice (form).

Default request for quotation reply fields

Specify the information to receive from vendors when they reply to a request for quotations (RFQ). The fields that you select in the Default request for quotation reply fields form are printed on the request for quotation reply sheet that you send to vendors.

Update request for quotation lines

Specify whether request for quotation lines and request for quotation reply lines should be updated automatically when you modify the request for quotation header and the request for quotation reply header.

Group

Create or update number sequence groups.

Field

Description

Purchase type

Select the purchase order type that is created by default when you create an order in the Purchase order form. A purchase order can have one of the following types: Journal, Purchase order, or Returned order.

Return action default

Select the standard return action that is created by default when you enter return item quantities in a purchase order line.

Purchase pool

Select the purchase pool that you want to appear by default on a purchase order when it is created it in the Purchase order form.

If you do not want to use the default purchase order pool, you can change it for a specific vendor or on a specific purchase order.

You can create purchase order pools in the Purchase pools form.

Prompt when specifying vendor and invoice account

Select this check box to display a message when you create or modify a purchase order. The message indicates that vendor’s term information, such as terms of payment, from the Vendors form will be copied to the purchase order. If you do not select this check box, the information will be copied and no message will be displayed.

Basic information that is specified for the vendor’s account number, such as name and address, are copied to a purchase order whether this check box is selected or not.

For more information, see Prompt when specifying vendor and invoice account.

Automatically recalculate Fact boxes on purchase order update

Select this check box to automatically recalculate FactBoxes when purchase order lines are updated. The recalculation process can slow system performance.

If the check box is cleared, you can press F5 to refresh the FactBoxes after purchase order lines are added or changed. When you select this check box, the Purchase order form FactBoxes are recalculated whenever a purchase order line is added or changed.

Caution noteCaution

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

Prompt quantity field value when posting documents

Select this check box to automatically recommend a value for the Quantity field when you post a document.

The recommended values for purchase orders are as follows:

  • Purchase orderAll

  • Receipts listAll

  • Packing slipAll

  • InvoicePacking slip

If you previously posted the purchase order documents by using values other than the recommended values, and you have selected this check box, a message is displayed that recommends changing the current value to the recommended value.

Purchase order prices/amount

Select this check box to print prices and amounts on the purchase order.

Activate change management

Select this check box to enable change management for purchase orders.

Allow override of settings per vendor

Select this check box to allow users to override change management settings on a per vendor basis.

Find purchase agreements

Select this check box to search for a purchase agreement when you create an intercompany purchase order from the original sales order.
NoteNote

This control is available only if Microsoft Dynamics AX 2012 R2 or AX 2012 R3 is installed.

Default address book for prospective vendors

Select the company, and its associated address book, to be used as the default address book when analyzing vendor requests to determine if the vendor is already a vendor for your organization.

Default effective period for prospective vendor user (days)

The default period when the prospective vendor user login credentials are valid.

Accept underdelivery

Select this check box to allow under-deliveries to be accepted as a final delivery.

Accept overdelivery

Select this check box to receive more items through the packing slip update than the quantity that you ordered on the purchase line.

Safety level of invoiced orders

Specify whether to allow changes to a fully invoiced purchase order.

  • None – You can add new order lines to an invoiced purchase order.

  • Warning – You can add new order lines to an invoiced purchase order, but a warning message is displayed.

  • Locked – You cannot make any changes to an invoiced purchase order.

Check for product receipt number used

Select how duplicate product receipt numbers per vendor should be maintained.

Discount

Select the method to determine how the total discount is calculated if a line discount and a multiline discount are both effective for a certain purchase order line.

Find main charges

Select this check box to automatically allocate main charges when you create a purchase order.

If you have not defined automatic charges, clear this check box to increase performance.

If this check box is selected and you select Main in the Auto charges form, charges are automatically calculated for vendor invoices that are not for a purchase order.

Find charges for line

Select this check box to automatically allocate line charges set up for the ordered item when you create a purchase order line.

If you have not defined automatic charges, clear this check box to increase performance.

If this check box is selected and you select Line in the Auto charges form, charges might be automatically calculated for vendor invoice lines that are not for a purchase order. For lines that are identified by a category and description, line-level charges for which All is selected in the Item code field in the Auto charges form are added to the invoice line when the category is selected. For lines that are identified by a product, line-level charges are added to the invoice line when the product is selected.

Enable price details

Select this check box to let users view price details for purchase order lines. To access the Price details form, in the Purchase order form, on the Purchase order lines FastTab, click Purchase order line, and then click Price details. The Price details form displays detailed information about the prices, agreements, and trade agreements that are associated with the selected product, and calculates discounts, rebates, margins, and royalties for the order line.

NoteNote

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

Calculate total discount on posting

Select this check box to automatically calculate the total discount when purchase orders are posted.

Any total discount information that has been manually entered will be overwritten.

Maintain sources that activate dialog

Select the sources that activate the trade agreement evaluation dialog.

NoteNote

Purchase order lines can be created based on an external source, such as a purchase requisition or a copy from a different purchase order. If that is the case, the purchase order line will inherit price and discount information from the external source. If you add an external source to the Maintain sources that activate dialog grid, Microsoft Dynamics AX will store information about the origin of the price and discount information. When values are changed that potentially could impact the prices and discount on the purchase order line, a dialog is displayed to help the user decide if the prices and discounts should be overwritten or if the original prices and discounts should be kept.

Purchase cycle

If this check box is selected, only the purchase cycle actions that are selected in this area are used. Click Procurement and sourcing > Common > Vendors > All vendors.

NoteNote

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

Action

An action or document that is available during the purchase cycle.

NoteNote

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

Active

If this check box is selected, the associated document is used during the purchase cycle.

NoteNote

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

Price/discount agreement

Select the default journal name for inbound electronic price/discount agreement documents.

Purchase order lines

Select this check box to display the selected dimension in the overview for purchase order lines. Select the dimension in the Inventory dimensions list, and then select this check box.

Purchase type

The purchase order type that you create the request for quotation for.

  • Purchase requisition – This type is automatically selected if you create a request for quotations directly from a purchase requisition. If you select it in this form, a message is displayed.

  • Purchase order – An agreement to purchase a specific quantity or value of product from a vendor.

  • Purchase agreement – An agreement to purchase a specific quantity or value of product over time.

Days offset

The number of days entered in this field is added to the system date when a request for quotation is created, and results in the default expiration date for the request for quotation.

Working days

Select this check box to use working days from the company calendar instead of all calendar days when calculating the expiration date for a request for quotation.

Mode of delivery

Select a mode of delivery to apply by default to a request for quotation.

Delivery terms

Select delivery terms to apply by default to a request for quotation.

Terms of payment

Select the terms of payment to apply by default to a request for quotation.

Default trade agreement journal

Select a trade agreement journal to apply by default to request for quotation trade agreements.

Allow ratings

Select this check box to enable users in this legal entity to rate vendors or products on the procurement site.

Allow comments

Select this check box to enable users in this legal entity to enter comments for vendors or products on the procurement site.

Automatically approve comments

Select this check box to automatically publish user comments for this legal entity to the procurement site. Clear the check box to manually review and approve all user comments before they are published to the procurement site.

Calculate average rating as of this date (organization wide)

Enter the organization-wide starting date to use to calculate user ratings. All ratings that are entered by users will be calculated using the same starting date.

Default unit of measure

Enter the unit of measure to use as the default unit of measure when an employee enters an order from a vendor on the procurement site.

Reference

View a reference key for which a number sequence can be selected.

Number sequence code

Select a number sequence associated with the reference.


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

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