Using the purchase requisition functionality in Microsoft Dynamics AX 2012, a requester can enter a purchase requisition for an inventoried or non-inventoried item. The purchase requisition is then submitted to a purchase requisition workflow for approval. Once the purchase requisition is approved, it can be manually converted to a purchase order by a buyer or automatically converted to a purchase order upon approval. Microsoft Dynamics AX 2012 allows the original requester to record a product receipt against their approved requisition/purchase order when the item they requested has been delivered. Recording a product receipt against the requisition/purchase order is performed on the Enterprise portal. This decentralized approach to receiving orders takes the burden off of the receiving clerk. The functionality limits a requester to receive only the items which the requester ordered.
To enable a worker to receive against their own purchase requisition/order on enterprise portal, an office address must be specified on the worker’s record.
The worker’s record must also be linked to their user record. This step is performed in the ‘User relations’ form.
Lastly, the requester’s user will need to be assigned the ‘Employee’ security role. Security role access for the Employee role can be limited to only allow entry of purchase requests for specified legal entities.
Once the requester’s purchase requisition has completed the workflow approval process, it will be converted to a purchase order and confirmed with the vendor. When the approval status of the purchase order has been updated to ‘Confirmed’, the line items from the requester’s purchase requisition will appear on the ‘Unconfirmed product receipts’ page on Enterprise portal.
The worker will log on enterprise portal and open the ’Unconfirmed product receipts’ page. The requester will select the purchase order line to update as ‘Received’ and click the Receive button. The quantity received and the product receipt number are entered to record the receipt.
If the line item is partially received, the remaining quantity to be received will be updated on the line item on Unconfirmed product receipts page. If the line is fully received, it will no longer appear on the Unconfirmed product receipts page.
Once the worker records a purchase order receipt, the receiving clerk can log into AX and verify that the purchase order line item has been received and can view the details of the receipt.
This post was written by Robin Ellsworth, AX Application Consultant at Tridea Partners. Tridea is a leading Microsoft Dynamics provider serving CA, AZ, UT, CO, NH and surrounding regions.
by Tridea Partners