Purchase requisitions - lines (form) [AX 2012]

Updated: June 3, 2015

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 requisitions > Purchase requisitions prepared by me. On the Purchase requisitions prepared by me list page, select an existing purchase requisition, or create a new purchase requisition. In the Purchase requisitions form, on the Purchase requisition lines tab, select an existing purchase requisition line, or click Add line or Add items to add a new line item. Then, click Details.

NoteNote

This topic has been updated to include information about features that were added or changed in the following hotfix for Microsoft Dynamics AX 2012 R3 Cumulative Update 8: KB3047235

Use this form to view or modify the details for the selected purchase requisition line item. For example, you can enter address and project data, respond to required questionnaires, and enter inventory and financial dimensions. The details that are available to view or modify in this form are determined by the requisition purpose.

In Microsoft Dynamics AX 2012 R2, the concept of a requisition purpose has been introduced in order to allow for more flexibility in how requisition demand can be fulfilled. When you create a requisition, you can assign it one of two purposes: consumption or replenishment. Depending on the purpose of the requisition, demand can be fulfilled by a purchase order, transfer order, production order, or kanban. For more information about requisition purposes and how they affect the requisition process, see About purchase requisitions.

NoteNote

A purchase requisition in Microsoft Dynamics AX 2012 is equivalent to a requisition with a purpose of consumption in Microsoft Dynamics AX 2012 R2.

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

Tab

Description

Purchase requisition line

Modify the selected purchase requisition line, add line items, and copy purchase requisition line data from an existing purchase requisition. You can also attach documents and export the line data to Microsoft Excel. When the requisition purpose is consumption, you can view category guidelines, purchase order confirmations or invoice journals, or suggest a vendor.

Financials

Distribute the purchase requisition line amount across multiple financial dimensions. You can also apply various charges, perform budget checking and view the results, calculate the sales tax, and view the project budget data for the selected purchase requisition line.

NoteNote

You can perform the actions that are available from the Financials tab only when the requisition purpose is consumption. When the requisition purpose is replenishment, demand is expressed in terms of quantity instead of a monetary amount.

Inventory

View on-hand inventory for the item on the selected purchase requisition line.

Tab

Description

Item

View the details for the product that was added to the purchase requisition line.

General

View the requester data, and view or modify the requested and accounting dates and business justification for the selected purchase requisition line.

Details

View the details about the purchase requisition line. When the requisition purpose is consumption, view any references to other documents for the selected purchase requisition line. You can also view or modify the delivery terms or prepayment details.

Address

View the delivery address information. When the requisition purpose is consumption, you can add a new address, or select an alternative address for the selected purchase requisition line. When the requisition purpose is replenishment, the delivery address is the address to the site or warehouse for the line item. If no address is defined for the site or warehouse, then it is the delivery address for the organization.

Project

View and modify the project information for the selected purchase requisition line.

NoteNote

You can perform the actions available from the Project tab only when the requisition purpose is consumption.

Questionnaire

View and complete any questionnaires that are required for the selected purchase requisition line.

NoteNote

You can perform the actions available from the Questionnaire tab only when the requisition purpose is consumption.

Fixed assets

View and enter any details for line items that qualify as a fixed asset.

NoteNote

You can perform the actions available from the Fixed assets tab only when the requisition purpose is consumption.

Financial dimensions

View and enter the financial dimensions data, such as the default dimensions and where the dimensions are used in account structures and account rule structures for the selected purchase requisition line.

NoteNote

You can perform the actions available from the Financial dimensions tab only when the requisition purpose is consumption.

Inventory dimensions

View and enter the inventory dimensions for the selected purchase requisition line.

Button

Description

Line details

Close the details form for the selected purchase requisition line.

Edit

Modify the fields for the selected purchase requisition line.

Remove

Delete the selected purchase requisition line. Only purchase requisition lines with a status of Draft can be deleted. To delete a selected purchase requisition line that has been submitted for review, you must first recall the purchase requisition, and then delete the selected purchase requisition line.

Cancel

Cancel the selected line to stop the purchase requisition process. Only purchase requisition lines that have been approved can be canceled.

If the purchase requisition has a status of Draft, you can remove the selected purchase requisition line.

If the purchase requisition has been submitted for review but has not yet completed the review process, you must recall the purchase requisition and remove or delete the selected purchase requisition lines. Then, you can resubmit the purchase requisition to continue the review process for any remaining purchase requisition lines.

Add line

Add a product to the purchase requisition and enter line item detail information directly in the form.

Add items

Select products to add to the purchase requisition. The products available to you depend on the requisition purpose and the product categories that have been defined for your specific legal entity.

When the requisition purpose is consumption, you can add both catalog items and items that you are requesting by category that were not found in a catalog. You can browse and search the procurement category structure, and add multiple products to the purchase requisition at the same time.

When the requisition purpose is replenishment, only products that are stocked and released to the specified legal entity are available. For more information about how to define the products available when the requisition purpose is replenishment, see Replenishment category access policy rule (form).

Copy lines

Open the Copy purchase form, which lets you copy purchase requisition lines from existing purchase requisitions, and add them to your new purchase requisition.

NoteNote

You can only copy lines from purchase requisitions that you are the preparer for. In Microsoft Dynamics AX 2012 R2, the requisition that you copy to must have the same requisition purpose as the requisition that you copy from.

Suggest vendors

Open the Vendor suggestions form. You can select a vendor from the list, or you can suggest a new vendor to order the selected requisition line item from.

NoteNote

This control applies only when the requisition purpose is consumption.

Display inventory dimensions

Open the Dimensions display form to select or view the inventory dimensions for the purchase requisition line item.

Explosion

View an assessment of the feasibility of fulfilling the demand on the selected requisition line.

NoteNote

This control is available only if Microsoft Dynamics AX 2012 R2 is installed, and it applies only when the requisition purpose is replenishment. You can perform this action only in the Microsoft Dynamics AX 2012 R2 client.

Category guidelines

View the category guidelines that are defined for the selected purchase requisition line.

NoteNote

This control applies only when the requisition purpose is consumption.

Purchase order confirmations

View information about purchase orders that have been confirmed for a specific requisition line.

NoteNote

This control applies only when the requisition purpose is consumption.

Invoice journals

View the information for the invoiced purchase order that was created for the selected purchase requisition line.

NoteNote

This control applies only when the requisition purpose is consumption.

References

View the references to the fulfillment documents that were created to fulfill the demand on the selected requisition line.

NoteNote

This control is available only if Microsoft Dynamics AX 2012 R2 is installed, and it applies only when the requisition purpose is replenishment.

Distribute amounts

View the account and financial dimensions that the expenditures for the purchase requisition line are allocated, or allocate the requisition line expenditure across multiple accounts and financial dimensions.

NoteNote

This control applies only when the requisition purpose is consumption.

Subledger journal

View the subledger journal for the selected purchase requisition line.

NoteNote

This control applies only when the requisition purpose is consumption.

Budget check errors or warnings

View the available budget for the selected purchase requisition line.

NoteNote

This control applies only when the requisition purpose is consumption.

Perform budget checking

Validate the selected purchase requisition line amount against the budget that is defined for the financial accounts.

NoteNote

This control applies only when the requisition purpose is consumption.

Transfer budget

Create a transfer of the budget between financial accounts or dimensions.

NoteNote

This control applies only when the requisition purpose is consumption.

Maintain charges

Create or modify various charges, such as freight, for the selected purchase requisition line. The charges for internal catalog items are view-only.

NoteNote

This control applies only when the requisition purpose is consumption.

Sales tax

View the sales tax amount for the selected purchase requisition line.

NoteNote

This control applies only when the requisition purpose is consumption.

Project budget status

View the status of the budget for the project that is associated with the selected requisition line.

NoteNote

This control applies only when the requisition purpose is consumption.

Committed cost

View the costs that are committed to the project for the selected purchase requisition line.

NoteNote

This control applies only when the requisition purpose is consumption.

On-hand

View the on-hand balance for the selected line item.

Button

Description

Submit

Submit the purchase requisition for review and start the workflow process.

Add address

Enter a new delivery address to deliver the selected purchase requisition line item to.

NoteNote

This control applies only when the requisition purpose is consumption.

Other address

Select a different address to deliver the selected purchase requisition line item to from a list of addresses that have already been entered in Microsoft Dynamics AX.

NoteNote

This control applies only when the requisition purpose is consumption.

Complete questionnaire

Open the Questionnaires form to answer any required questions about the requested purchase requisition line item.

NoteNote

This control applies only when the requisition purpose is consumption.

View answers

View the answers that were entered for any questionnaire questions that were required for the selected purchase requisition line.

NoteNote

This control applies only when the requisition purpose is consumption.

Set to default

Reset the asset group setting to the default setting that was defined for the item on the fixed asset rule. This button is available only after the purchase requisition line has been submitted for review and only if a fixed asset rule is defined for the item.

NoteNote

This control applies only when the requisition purpose is consumption.

Field

Description

Item number

View or select the item number for the item on the purchase requisition line.

Type

The source of the selected product on the purchase requisition line. The values include the following:

  • Internal catalog item – A product in a procurement catalog that can be requested by using a purchase requisition.

  • External catalog item – A product that is selected from a vendor catalog. External catalog items can be added to a purchase requisition only by using the procurement site in Enterprise Portal for Microsoft Dynamics AX. The product must be selected from the vendor’s catalog and added to the shopping cart on the procurement site.

    NoteNote

    This value applies only when the requisition purpose is consumption.

  • Non catalog item – A product that is identified by description and by procurement category when the product is not available a procurement catalog.

    NoteNote

    This value applies only when the requisition purpose is consumption.

Internet address

The URL for the vendor's catalog site for products that were ordered from a vendor catalog when the requisition purpose is consumption.

External item number

The item number for the product. The vendor assigns the item number to the product when the requisition purpose is consumption.

Category

The procurement category that the selected product on the purchase requisition line is assigned to when the requisition purpose is consumption. For items that are not found in a catalog, this is the procurement category that the item is being requested from.

Code

The alpha numeric commodity code that is assigned to the product in the procurement category when the requisition purpose is consumption. Commodity codes can be assigned to standard industry code systems.

Friendly name

The additional name for the procurement category.

Price unit

View or enter the numeric unit that the item is sold in and to which the price applies when the requisition purpose is consumption. This value is used to calculate the net amount for the item.

Discount percent

The discount percentage that was applied to the purchase requisition line when the requisition purpose is consumption.

Discount

The discount amount that was applied to the purchase requisition line when the requisition purpose is consumption.

Charges on purchases

Any fixed miscellaneous charge amounts that were applied to the purchase requisition line when the requisition purpose is consumption.

Vendor status

The type or classification of vendor that supplies the requisition line item when the requisition purpose is consumption. For example, the vendor might be assigned a classification of preferred or standard.

RFQ requirement

The request for quotation (RFQ) requirement for the purchase requisition line when the requisition purpose is consumption. The values include the following:

  • None - An RFQ is not required for this purchase requisition line.

  • Informal - Only an informal RFQ is required for this purchase requisition line.

  • Formal - A formal RFQ is required for this purchase requisition line.

Requester

The name of the individual for whom the product is being requested.

Buying legal entity

The name of the organization that enters into a contract with the vendor and incurs the cost of the product after it is purchased when the requisition purpose is consumption, or the organization that requested the product when the requisition purpose is replenishment. This is usually the legal entity in which the requester is employed. Requesters can also be granted permission to request products for other legal entities.

Receiving operating unit

The name of the organization’s operating unit, such as the department or cost center that is receiving the product. This is usually the operating unit in which the requester holds a position. Requesters can also be granted permission to request products for other operating units. Usually, the operating unit is used as a cost accumulator on accounting distributions to measure operational performance.

Status

The status for the individual purchase requisition line. Purchase requisition lines can be reviewed individually when the whole purchase requisition is submitted. The status is automatically updated as the line item is reviewed by using workflow. The values include the following:

  • Draft - The purchase requisition line can be modified and has not been submitted for review, or it has been recalled and it has not been resubmitted for review.

  • In review - The purchase requisition line has been submitted for review, but it has not yet completed the review process.

  • Approved - The purchase requisition line has completed the review process and has been approved. All purchase requisition lines that have not been canceled must be approved before the purchase requisition can be updated to an approved status.

  • Rejected - The purchase requisition line has been rejected.

  • Cancelled - The purchase requisition line has been canceled. Only purchase requisition lines that have been approved can be canceled.

  • Closed – If the requisition purpose is consumption, a purchase order has been generated for the purchase requisition line. If the requisition purpose is replenishment, one or more fulfillment documents have been generated.

Requested date

View or enter the requested delivery date for the items on the purchase requisition line.

Accounting date

View or enter the date to record the accounting entry in the general ledger and to validate that budget funds are available when the requisition purpose is consumption.

Reason

View or enter the reason code for the purchase requisition line that explains why the purchase requisition is being created.

Accept partial delivery

Select the check box to indicate that the line item can be delivered in multiple shipments when the requisition purpose is consumption.

Prepayment required

Select the check box if the vendor requires prepayment for the purchase requisition line item when the requisition purpose is consumption.

Reservation line

The general budget reservation line number that this purchase requisition references.

NoteNote

This control is available only if Microsoft Dynamics AX 2012 R3 Cumulative Update 8 is installed with hotfix KB3047235, and if the Public Sector configuration key is selected.

Transaction text

A description of the budget reservation transaction.

NoteNote

This control is available only if AX 2012 R3 CU8 is installed with hotfix KB3047235, and if the Public Sector configuration key is selected.

RFQ

The reference to the request for quotation that was created from the purchase requisition line when the requisition purpose is consumption.

Consolidation opportunity

The reference to the consolidation opportunity when the requisition purpose is consumption. This field only shows a value if the purchase requisition line was added to a consolidation opportunity during demand consolidation.

Purchase order

The identification of the purchase order that was created from the purchase requisition line when the requisition purpose is consumption.

Invoice

The reference to the vendor invoice and its status for the purchase order that was created from the purchase requisition line when the requisition purpose is consumption.

Purchase agreement

The reference to the purchase agreement if one is required by the vendor for the purchase requisition line item when the requisition purpose is consumption.

Item sales tax group

View or select the item sales tax group code that is defined on the Item sales tax groups form for the purchase requisition line.

Sales tax group

View or select the sales tax group code that is defined in the Sales tax groups form for the purchase requisition line when the requisition purpose is consumption.

Delivery name

The name or company name on the delivery address.

Delivery address

A reference to the delivery address for the purchase requisition line item.

Address

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.

Project ID

View or select the identifier for the project to which the purchase requisition line is charged when the requisition purpose is consumption.

Activity number

View or select the identifier for the project activity to which the purchase requisition line is charged when the requisition purpose is consumption.

Project category

View or select the project category that is used as a default for the purchase requisition line when the requisition purpose is consumption.

Line property

The attribute that identifies how a project transaction will be processed by the financial component of Microsoft Dynamics AX when the requisition purpose is consumption, such as whether the transaction is or is not chargeable to the project.

Net amount

The total line amount, which includes discounts, for the purchase requisition line that is being charged to a project when the requisition purpose is consumption.

Sales currency

View or select the currency in which the project is invoiced for the purchase requisition line when the requisition purpose is consumption.

Sales price

View or enter the sales price per unit, calculated in the current sales currency for the purchase requisition line when the requisition purpose is consumption.

Questionnaire

The name of the questionnaire that must be completed for the purchase requisition line item when the requisition purpose is consumption.

Status

The current status for the questionnaire associated with the purchase requisition line when the requisition purpose is consumption, if any. Values include Not required, Not started or Completed.

Asset group

The fixed asset group to which the items on the purchase requisition line belong when the requisition purpose is consumption A fixed asset group includes items that have common characteristics, such as the depreciation method, location, and number sequence.

Provide additional information about your fixed asset purchase.

Any additional details about the purchase requisition line item to help determine whether the product is a fixed asset when the requisition purpose is consumption.

Template ID

Select the template to use for the purchase requisition line to define the financial dimensions to use when the requisition purpose is consumption.

Financial dimensions

Select the financial dimensions to assign to the purchase requisition line when the requisition purpose is consumption.

Configuration

The physical characteristics of the purchase requisition item.

Site

Select the site where the items will be received for this purchase requisition line if the purchase requisition is approved and a purchase order or other fulfillment document is created. When the requisition purpose is consumption, the site is only required for internal catalog items. When the requisition purpose is replenishment, the site is always required.

Warehouse

The warehouse where the items will be stored for this purchase requisition line if the purchase requisition is approved and a purchase order or other fulfillment document is created. When the requisition purpose is consumption, the warehouse is always required.


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