Create and maintain purchase requisitions [AX 2012]

Updated: February 9, 2015

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

Use the Purchase requisitions page to create purchase requisitions and submit them to workflow.

ImportantImportant

This topic is aimed at Enterprise Portal users. If you are using the Dynamics AX desktop client, see Key tasks: Create and submit a purchase requisition.

You can also create a new purchase requisition by copying the header and lines from an existing purchase requisition. For more information, see Copy a purchase requisition.

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 (Enterprise Portal).

  1. Click Procurement on the top link bar, and then click Purchase requisitions > Purchase requisitions prepared by me on the Quick Launch.

  2. On the Action Pane, on the Purchase requisition tab, in the New group, click Purchase requisition.

  3. Enter a name for the purchase requisition.

  4. Enter the date by which you want to receive the requested items.

  5. If the requisition purpose is consumption, enter the accounting date for the purchase requisition transaction. This date is used to record the accounting entry in the general ledger, and to validate that budget funds are available.

  6. If the requisition purpose is consumption, and the purchase requisition has lines for project expenditures, select the Select default project check box, and then enter the following information:

    • In the Buying legal entity field, select the legal entity to which the project is assigned.

    • In the Project ID field, select the project ID to display by default on all purchase requisition lines for the project.

  7. Click Create.

  8. You can add items to the purchase requisition now. Alternatively, you can save and close the purchase requisition, and then add items to it later. Do one of the following:

    • To add items to the purchase requisition now, follow the steps in the next procedure in this topic, "Add items to a purchase requisition."

    • To add items to the purchase requisition later, click Save and close. When you are ready to add the items, follow the steps in the procedure "Modify a purchase requisition," later in this topic.

To add items to a purchase requisition when you create it, follow the steps in this procedure. To add items to a purchase requisition after you have saved and closed it, follow the steps in "Modify a purchase requisition," later in this topic.

  1. In the purchase requisition that you just created, on the Purchase requisition lines FastTab, click Add items.

  2. On the Add items page, click Catalog items to view products that you can purchase from an internal catalog. To enter a product that you cannot find in an internal catalog, click Non-catalog items.

    NoteNote

    You can only add non-catalog items when the requisition purpose is consumption.

  3. For catalog items, select the check box for the products that you want to order, and then click Select.

    NoteNote

    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)” in the Application User Help in the Microsoft Dynamics AX 2012 R2 client.

  4. For non-catalog items, follow these steps for each product that you want to order:

    1. Enter a product name and an optional description.

    2. Select a procurement category for the product.

    3. In the Vendor account field, complete one of the following actions:

      • Select an approved vendor.

      • Leave the field blank. A purchasing agent will select a vendor during the purchase requisition approval process.

      • Suggest a new vendor for the product. For more information, see “Suggest a vendor for a non-catalog product,” later in this topic.

    4. Enter a quantity, unit price, and currency for the product, and then enter the unit of measure in which the product is purchased.

    5. If the product can be ordered online, you can optionally enter an Internet address and the external item number that is assigned by the vendor.

    6. Click Select.

  5. Repeat steps 2 through 4 to add other products to the purchase requisition.

  6. In the Items to be added to purchase requisition list, review the items that you selected.

    • To remove a product, select the check box on the row that contains the product, and then click Remove.

    • To view the product dimensions and inventory dimensions for the selected product, open the Details FastTab. When the requisition purpose is consumption, you can also view project dimensions.

  7. Click OK to add the selected products to the purchase requisition.

  8. On the Edit purchase requisition page, in the Reason field, enter a business justification for the purchase requisition. In the Details field, you can optionally add a description of the reason and any information about the requisition.

  9. Do one of the following:

    • To complete the purchase requisition later, click Save and close.

    • To submit the purchase requisition to workflow for approval, click Submit in the workflow message bar.

After you create a purchase requisition, you can add other items or services to it. You can modify only purchase requisitions that you created.

  1. Click Procurement on the top link bar, and then click Purchase requisitions > Purchase requisitions prepared by me on the Quick Launch.

  2. Select the purchase requisition that you want to modify, and then on the Action Pane, on the Purchase requisition tab, click Edit.

  3. To add products to the purchase requisition, on the Purchase requisition lines FastTab, click Add items.

  4. On the Add items page, click Catalog items to view the products that you can purchase from an internal catalog. To enter a product that you cannot find in an internal catalog, click Non-catalog items.

    NoteNote

    You can only add non-catalog items when the requisition purpose is consumption.

  5. For catalog items, select the check box for the products that you want to order, and then click Select.

    NoteNote

    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 that are available when the requisition purpose is replenishment, see “Replenishment category access policy rule (form)” in the Application User Help in the Microsoft Dynamics AX 2012 R2 client.

  6. For non-catalog items, follow these steps for each product that you want to order:

    1. Enter a product name and an optional description.

    2. Select a procurement category and a vendor for the product.

    3. Enter a quantity, unit price, and currency for the product, and then enter the unit of measure in which the product is purchased.

    4. If the product can be ordered online, you can optionally enter an Internet address and the external item number that is assigned by the vendor.

    5. Click Select.

  7. Click OK to add the selected products to the purchase requisition.

  8. To modify the quantity and other details for a product, on the Purchase requisition lines FastTab, select the line, and then click Edit. On the Edit purchase requisition line details page, change the product details, and then click Save and close.

  9. To view the product details for a purchase requisition line, on the Purchase requisition lines FastTab, click Details. You can view information about the delivery address and inventory dimensions for the line. When the requisition purpose is consumption, you can also view other details, such as the fixed asset group, project, and financial dimensions. On the View purchase requisition line details page, on the Action Pane, on the View tab, in the Maintain group, click Edit to modify the purchase requisition line details.

  10. When you have finished making your changes, click Save and close.

  11. On the Edit purchase requisition page, click Save and close.

Use this procedure to suggest a new vendor for a product. This option is only available for purchase requisition lines that reference a non-catalog item or service.

NoteNote

This procedure applies only when the requisition purpose is consumption.

  1. Click Procurement on the top link bar, and then click Purchase requisitions > Purchase requisitions prepared by me on the Quick Launch.

  2. Create a new purchase requisition, or select a purchase requisition in the list. Then, on the Action Pane, on the Purchase requisition tab, click Edit.

  3. On the Purchase requisition lines FastTab, add or select a line for a non-catalog item, and then click Purchase requisition line > Actions > Suggest vendors.

  4. You can select a vendor from a list of company vendors or propose a new vendor with whom you want to do business.

  5. To propose a new vendor, on the New proposed vendors FastTab, click Add. Enter the name of the proposed vendor, and add contact information such as a telephone number and e-mail address. You can add details about your suggestion in the Notes field.

  6. Click Save and close.

NoteNote

When you suggest a new vendor, the reviewer of the purchase requisition may instruct you to complete a new vendor request. For more information about requests for new vendors, see Create or update a new vendor request.

Use this procedure to distribute an amount on a purchase requisition line to multiple financial accounts and dimensions. You can also modify the financial accounts to which the purchase of the item is recorded by default.

NoteNote

This procedure applies only when the requisition purpose is consumption.

  1. Click Procurement on the top link bar, and then click Purchase requisitions > Purchase requisitions prepared by me on the Quick Launch.

  2. Create a new purchase requisition, or select a purchase requisition in the list. Then, on the Action Pane, on the Purchase requisition tab, click Edit.

  3. On the Purchase requisition lines FastTab, create or select a line, and then click Financials > Accounting > Distribute amounts.

  4. You can post the cost of the product to another financial account and dimension. On the Distribute amount for purchase requisition line page, modify the default information in the Main account, Department, Cost center, and Expense purpose fields. In the Distribute field, select the amount that you want to distribute. You can distribute the extended price, discount, and charges individually, or you can distribute the net amount of the line.

  5. If you want to distribute the cost of the product to multiple financial accounts and dimensions, follow these steps:

    1. In the Distribute field, select the amount that you want to distribute. You can distribute the extended price, discount, and charges individually, or you can distribute the net amount of the line.

    2. In the Distribute by field, select the method of distribution. You can distribute by percentage, amount, or quantity.

    3. Click Split to copy the financial account to a new line.

    4. On the new line, select a financial account and dimension, and then enter the amount that you want to charge to each account and dimension.

  6. To delete a distribution line, select the line, and then click Delete. You cannot delete the original line.

  7. To clear all distributions except the original line, click Reset.

  8. To split the original line amount equally among the listed financial accounts and dimensions, click Distribute equally.

  9. To save your changes and return to the Edit purchase requisition page, click Save and close.

Use this procedure to view the details about budget errors or warnings for the amounts on a purchase requisition line. If your organization uses dimensions, such as departments or cost centers, you can view the result of the budget check for a combination of financial accounts and dimensions that is assigned to a purchase requisition line.

The page that displays the budget check result is empty if the budget check passes, or if your organization has not set up a budget.

You must perform a budget check before you can view the budget check result. When you perform a budget check, the amount on the purchase requisition line is subtracted from the available budget amount. If the amount on the line exceeds the available budget amount, you receive a budget warning.

NoteNote

This procedure applies only when the requisition purpose is consumption.

  1. Click Procurement on the top link bar, and then click Purchase requisitions > Purchase requisitions prepared by me on the Quick Launch.

  2. Create a new purchase requisition, or select a purchase requisition in the list. Then, on the Action Pane, on the Purchase requisition tab, click Edit.

  3. On the Edit purchase requisition page, on the Purchase requisition lines FastTab, select a line.

  4. To perform a budget check, click Financials > Budget > Perform budget check.

  5. To view the result of the budget check, click Financials > Budget > Budget check errors or warnings.

The result of the budget check is either Budget check passed, Budget check passed but with warnings, or Budget check failed. The Budget check result detail field displays a detailed explanation of the budget check result, and actions that you can take to manage the error or warning.

You can submit only purchase requisitions that you created to workflow. All required fields must be entered, and the purchase requisition must contain at least one line item before it can be submitted. The status of the purchase requisition must be Draft.

  1. Click Procurement on the top link bar, and then click Purchase requisitions > Purchase requisitions prepared by me on the Quick Launch.

  2. On the Purchase requisitions page, select the purchase requisition that you want to submit to workflow, and then click Submit.


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

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