How to change form color of Microsoft Dynamics AX 2009

In the class SysSetUpFormRun class add a following code in run method

public void run()
{
super();
this.design().colorScheme(FormColorScheme::RGB);
this.design().backgroundColor(WinAPI::RGB2int(255,0,0));
}
--
Based Upon the company we can change the color of ax
switch(curext())
{
case "CEU":
this.design().backgroundColor(red);
break;

case "DMO":
this.design().backgroundColor(yellow);
break;

default:
break;
}
--

IN AX 2012 Class: sysSetupFormRun->init()


public void init()
{
super();

//start
this.design().colorScheme(FormColorScheme::RGB);
this.design().backgroundColor(WinAPI::RGB2int(120,120,120));
this.setStatusBarBackgroundColor(255,0,200,255);// form status bar color
// end
if (this.isWorkflowEnabled())
{
workflowControls = SysWorkflowFormControls::construct(this);
workflowControls.initControls();
}
}

Create purchase order

Agenda

1. Introduction
2. Create purchase order
3. Create purchase order line
4. Inventory transactions
5. Summary

Introduction

In this Microsoft Dynamics AX training lesson, we will create a purchase order, discuss its main fields, and understand how the user can control the purchase order process in Microsoft Dynamics AX.

• Company purchases 5,000 Bottles Red 0.5 and 3,000 Cans Standard Black
• Company vendor is the Big bottle company

Before we start, I ask you to set up the following prices for Bottle and Can items:

• For the Bottle item, we will set up the purchase price to 5$, its cost price to 5$, and its sales price to 9$.
• For the Can item, we will set up the purchase price to 7$, the cost price to 7$, and the sales price to 12$.

Take the following steps to perform the price setup:

1. Go to Inventory management > Common Forms > Item details. Select the Bottle item and then click the Price/Discount tab.
2. Under the Base purchase price field group, type 5 in the Price field.
3. Under the Base cost price field group, type 5 in the Price field.
4. And under the Base sales price field group, type 9 in the Price field.

Repeat the procedure for the Can item.

Create purchase order

Go to Accounts payable > Common Forms > Purchase order details. The Purchase order form opens. The form provides two views Simple and Advanced. We will work in the Advanced form view. If you have the Simple form view, click the Advanced button.

Purchase order form

In the form header, create a new record by pressing CTRL+N. The Create purchase order form opens.
In this form, we need to select a vendor. In our case, we select the Big bottle vendor. All vendor information including vendor name, vendor contact person, delivery type (this field isn’t shown in this form) will be transferred to the purchase order.

Create purchase order form

Expand the Delivery address field group. This group contains the information about the company address. We can change this address if, for example, a receiving warehouse has a different address. Company information is set up under the following path: Basic > Setup > Company information.
I want to say a few words about the Orderer field located under the Administration field group. This field contains the information about an employee who creates this purchase order. Microsoft Dynamics AX automatically fills in this field. The relation between a company employee and the Microsoft Dynamics AX user is set up under the following path: Administration > Users > (the User form will be shown) > User relations button > (the User relations form will be shown) > General tab > Internal user field.
After clicking OK, the new purchase order will be created.

Purchase order header

The Purchase order form displays a new purchase order in the header. The order is of the status Open order. All fields in the purchase order header have been filled with the default values. The field that I need to mention is the Posting profile field. This field is located on the Setup tab, under the Posting field group. The Posting profile answers the questions what general ledger accounts will be used to reflect vendor transactions. When a company purchases items (i.e. during the last step – posting an Invoice), the following general ledger transaction is created:

Ledger transaction

What general ledger account will be used instead of Inventory? Item group answers this question (Inventory management > Setup > Item group).
What general ledger account will be used instead of Accounts payable? Vendor posting profile answers this question.
A Posting profile is filled in the purchase order from the Account payable parameters form. A posting profile is set up under the following path: Accounts payable > Setup > Parameters > Ledger and Sales tax tab > Posting profile field.
We will return to the posting profile later when the purchase order will be invoice updated. (This field is only used when a purchase order is invoice updated).

Create purchase order line

Let’s create a purchase order line:

1. In the line area, create new record by clicking CTRL+N).
2. In the Item field, select the Bottle item.
3. Select 0.5 in the Size field.
4. Select Red in the Color field.
5. Select 2 in the Site field.
6. Select 22 in the Warehouse field.
7. Fill in 5,000 in the Quantity field.
8. Save the record by pressing CTRL+S.

The purchase price is automatically set up. We have set up the purchase price of the Bottle item to 5$.
The purchase order line should have the following view:

Purchase line

I want to explain one field from the purchase order line. Click the Setup tab and find the Lot ID field. Lot ID is a unique identifier for items that belongs to the current line. With the help of lot ID, we can find out what happens with line items inside the company. This field is used to find inventory transactions for the line items.
Now, create a second purchase order line yourself.
I will just show you my screen shot.

Purchase order lines

Inventory transactions

How can we control what happens to items inside the company? For this purpose, inventory transactions exist. The main inventory transaction fields are item ID, item dimensions, quantity, and item status. Item status is divided to Receipt and Issue statuses. Receipt statuses are used when items are received into a warehouse. Issue statuses are used when items are issued from a warehouse. As we purchase items, we are more interested in the Receipt statuses.
Axapta has the following Receipt statuses:

• Quotation receipt – An item has this status when the Purchase Manager creates a Quotation. A Quotation is just a manager’s suggestion to buy any item from a vendor. When the Purchase Manager calls and agrees the details with the vendor, the purchase order is created.
• Ordered – An item has this status when a purchase order is created.
• Arrived – An item has this status when it arrives into a warehouse (to an inbound dock).
• Registered – An item has this status when it is put away in a warehouse (to a bulk or a picking location).
• Received – An item has this status when the Purchase Manager posts a packing slip (Packing slip document guarantees that a company has received items).
• Purchased – An item has this status when the Purchase Manager posts an invoice (Invoice document guarantees that a company must pay to a vendor).

In our case, we have created a purchase order. So, the item on purchase order lines must have inventory transactions of the Ordered status.
Inventory transactions can be viewed from the purchase order line area. Click Inventory > Transactions. The Transactions form opens.

Inventory Transactions button

How can we control the item quantity in a warehouse, i.e. the item on-hand? Item on-hand is the sum of all item transactions. To get the item on-hand, click Inventory > On-hand menu button. The On-hand form opens. Notice that the on-hand quantities are shown per item statuses.
The purchase line with the Bottle item has the following on-hand quantities:

On-hand form

Summary

In this training lesson, we have studied the following:

• How to create a purchase order
• The main purchase order fields – Delivery address, Orderer, Posting profile, Lot ID
• How to control item statuses inside a company

Now, we have a purchase order and can control item statuses, so the receiving process can be started and a result can be checked! Let’s begin…

Automatic creation of Purchase Order when the PR is approved

Dear All,

For this post, I am considering the case where the Procurement department directly decides the supplier from its previous procurement history and I assume that the company doesn’t go for RFQ.

In AX2012, the procedure of “Automatic creation of purchase orders” is completely changed which is now, not as simple as enabling a parameter in Parameters form (which we normally do in AX2009). It is now can be achieved by defining a Purchasing policy rule in Procurement & Sourcing> Purchasing policies.

The improvements to this area are really welcoming as it meets the industry requirements and standards. Below is what can be done in AX2012 but not possible in AX2009. 

• As this is combined with policy frame work, we can set up the system to have the Purchase orders created automatically when it meets the specific condition.

Ex: All the purchase requisitions lines whose value is less than 5000(assuming “low value procurement” doesn’t need high attention by the procurement users) should automatically converted as Purchase orders when the PR is approved. Other PRs which are not crossing this value must be processed manually and PO must be created.

• Running the “Automatic purchase order creation” as a batch job: we can run this automatic PO creation as a batch job, advantage of this is, PR will not be immediately (based on the batch job recurrence settings) converted as POs upon PR’s approval. So that, consolidation of PRs is possible.

Ex: Suppose for ItemX, one PR is raised by finance team for quantity 5, another PR is raised by HR team for quantity of 10., As we are processing PO creation as batch job, once if both the PRs are approved, one PO will be created for two PRs with a consolidated quantity of 15.(Assuming that both the PR lines have same supplier)

Now, Let us see how to do it and then probably you can find some more ways on how better you can use it for your requirements.

Important notes:

->PO will be automatically created only if Purchase requisition Line has a vendor account specified in the “Vendor” field in the PR line.

->When the requester is creating the PR, the vendor will be automatically filled in if the item has a vendor linked in its Item master.

->Preparer cannot change the vendor account whereas the reviewer or approver can.

Go to Procurement and sourcing>Setup> Policies> Purchasing policies and create new policy with name “New”

Move the current company to “Selected organizations” Box.

Image: purchasing policies

In policy Rules Fast tab> Select the Policy rule type “Purchase order creation and demand consolidation rule”> click on “Create Policy rule”

In the fast tab “Manual purchase order creation”, select check boxes “Automatically create purchase orders” and “Run Automatic purchase order creation as a batch job”.

Image: policy rule

Go to Procurement and sourcing>Periodic> purchase orders>Batch Purchase order generation

Set “Number of purchase requisitions in a single task” field to 5. (Every 5 approved PRs will be processed in a single batch job)

 In the tab “Batch”, do the below settings to add it to the “Batch jobs”

Image: Batch Purchase order generation

Once if we click “OK” on this form, it creates a new record in the Batch jobs form.

To see the newly created batch job, Go to System administration>Inquiries> Batch jobs

Now, Everything is set. You can create a purchase requisition and approve it, to see a PO created automatically by the system. Remember that the PR Line should have the “Vendor account” to have the PO created automatically.

Create a PR and approve it as per your approval Hieararchy. Check the PR status is “Approved”. Once if the PR is approved, leave the record and wait till the batch jobs runs(may be 5 mins and it will vary based on batch jobs queue).

Go back to the same purchase requisition,now you can observe that the PR status is changed “closed” which means that the PO is created by the system and thus the status is changed to “Closed”. Also, in the form parts, you can notice the PO number.

Conclusion: Setting up the system to “create a PO Automatically” reduces the procurement team’s time in raising the PO and also it reduces the turn around time of PR to be converted as PO. 

Hope you like it. Feel free to write to me if any queries in the discussed funcionalities and your suggestions and comments are well appreciated. 

Keep DAXing!