AX 2012 – EP Procurement Catalogues

Overview

Within the enterprise portal AX offers functionality for employees to order products via a product catalogue which is be maintained from within AX. Below I will discuss the two elements:

  •          Setting up the catalogues
  •          Purchasing products using the Employee self-service

Setup

Creating a Procurement hierarchy

Category hierarchies are used to classify products and can be used for reporting and analysis. Each category hierarchy consists of a structure of categories. An organization can create more than one category hierarchy but only one procurement category hierarchy can be active.

  1. Select Product information management > Setup > Categories > Category hierarchies
  2. Create a new hierarchy by clicking Category hierarchy in the New group in the ribbon bar.
  3. Enter a Name and Description for the category hierarchy, and then click Create.
  4. The Category hierarchy form will open. Use the Edit button to modify the new hierarchy and add new categories.
  5. Click Close when you are finished.

 

Attaching products

You can use the Procurement category form to assign vendors, products and attributes to categories in the procurement category hierarchy. You can set these characteristics at a parent category level and then require subcategories to inherit all characteristics from the parent category. You can also manage the settings for each subcategory individually.

  1. Click Procurement and sourcing > Setup > Categories >Procurement categories.
  2. Select the node that you want in the procurement category hierarchy on the left to add products to, and then click the Products tab.
  3. Click Add on the Action Pane strip.
  4. In the Add products form, in the upper grid, select the check box next to each product that you want and then click Select -> to move the selected product to the lower grid.
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  5. When you are finished selecting products, click OK.

Attaching Vendors

  1. Click Procurement and sourcing > Setup > Categories >Procurement categories.
  2. Select the node that you want in the procurement category hierarchy on the left to add Vendor to, and then click the Vendors tab.
  3. Click Add on the Action Pane strip.
  4. In the Add Vendors form, in the upper grid, select the check box next to each vendor that you want and then click Select -> to move the selected vendor to the lower grid.
  5. When you are finished selecting vendors, click OK.

Setting the Procurement hierarchy

When you first enter a standard Contoso AX 2012 system a procurement hierarchy will already be selected. You will need to delete this setup in order to activate you procurement hierarchy. To do this follow these steps:

  1. Click Product information > Setup > Categories > Categories hierarchy type
  2. Select the current Procurement hierarchy and clicking the Delete button.
  3. Now add in your Procurement hierarchy by clicking New and filling in the following:
  4. Category hierarchy type – Procurement category hierarchy
  5. Category hierarchy – “select you hierarchy”
  6. Close the form.

 

Creating a catalogue

Procurement catalogues can be created either manually or by using the procurement catalogue as a template. Once you have created and published a catalogue you will be able to generate purchase requisitions from the employee self serves EP site.

Creating the procurement catalogue

To create a procurement catalogue follow these steps:

  1. Click Area Page node: Procurement and sourcing > Common > Catalogs > Procurement catalogs
  2. Click the Catalog > New > Catalog button
  3. Change Name from ” to ‘TEST’ if you would like to inherit the procurement hierarchy as a template select the tick box ‘Populate catalog using procurement category hierarchy’
  4. Click the OK button
  5. If you would like to create additional categories  click New child button
  6. Once you are happy with your procurement catalogue you will need to save and activate that catalogue. To do this click Activate catalog
    NOTE – This will not set this catalogue as the current procurement catalogue. This is controlled by procurement policies.
  7. To continue setting up the catalogue navigate to Procurement and sourcing > Setup > Policies > Purchasing policies
  8. Select the purchasing policy you have active for that legal entity
  9. Open the fast tab Policy rules
  10. Create a new policy for Catalog policy rule
  11. Select the procurement catalog created before select an active from and to date and click OK.
  12. Navigate back your catalog Procurement and sourcing > Catalogs > Procurement catalogs
  13. Click Publish catalog
  14. If you have products attached to you catalog you will also need to ‘synchronise’ this by clicking Product information > Periodic > Commerce Service > Synchronize products run this batch job.
  15. You procurement site should now be ready to use.

 Fields of interest:

  1. If you would like the procurement catalogue to update the enterprise portal automatically or only when the publish catalogue function is select you will need to select that category to be static or dynamic.
  2. Static – requires the user to click ‘Publish catalogue’
  3. Dynamic – will automatically update changes to the EP.
  4. If you would like to change the name of category that you setup in the procurement hierarchy you can do so by un-ticking the field ‘Map text’ and update appropriately.
  5. Product images – Product images can be transferred to the ESS make sure you run the Synchronize products batch job.

Employee self-service – Order products

Enterprise portal users are able to raise purchase requisitions using the order product functionality on AX. To do this follow the instructions below.

Pre-requisite

  • Worker associate to your user
  • Access to the employee self-service EP
  • Catalogs above have been setup

Ordering a product

  1. Open the Employee self-service portal
  2. Click Order products
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  3. The catalog set up previously can be found in the lower left hand pane:
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  4. Selecting one of the categories with products setup against it you will be able to order that item by clicking the Trolley symbol or clicking on the Item number
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  5. Once you’ve selected the items you would like to order click either the shopping cart in the ribbon or select My shopping cart from the left hand pane
  6. Once you are happy with the order you can order this shopping cart by clicking Order20
  7. From here follow the instructions. This will then raise a purchase requisition in the background.
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6 thoughts on “AX 2012 – EP Procurement Catalogues

  1. Hello,
    I’ve followed the whole process and I cannot see the product in EP.
    In fact, I haven’t done this step : Product information > Periodic > Commerce Service > Synchronize products run this batch job.
    because in 2012 R3 CU8 there is not such menu in product information management.
    There is something in procurement > periodic > employee service > Synchronize products search data but it doesn’t work either.
    I cannot see the vendors either in EP.
    But I can see the tree of my catalogue, when i’ve published it.
    Any idea of what I’m doing wrong ?
    Thanks

  2. Hi,
    I found out finally.
    so yes that’s procurement > periodic > employee service > Synchronize products you have to run.
    My issue way batch wasn’t well setup so I can see my products after running this.

  3. Pingback: AX 2012 – EP Procurement Catalogues - Microsoft Dynamics AX Community

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