In this post I’m going to be running through the steps required to process an arrival journal using the arrival process. I will cover the pallet receiving process in a separate blog as it has a few additional parameters to consider. (This is AX 2012 R1/R2).
The first task in setting up our receiving process will be to setup a Basic Item, to do this follow these steps:
- Open Product information management > Common > Released products
- Click New > Product
- Enter the following:
- Product type – Item
- Product subtype – Product
- Product name – Receive-Test
- Item model group – FIFO (or similar)
- Item group – (any)
- Storage dimension group – (Site, Warehouse and location controlled)
- Tracking dimension group – (Batch physical inventory)
- Stock/Purchase/Sales/BOM unit – (any)
- Purchase/Sales VAT group – (any)
- Click OK.
Now you will need to setup the warehouse. To do this use the Warehouse check list.
Once you have set the information above up you will need to setup an arrival journal type, this will be used by AX to dictate how the item reacts through the system. To do this follow the instructions below:
- Open Inventory and warehouse management > Setup > Journal names, warehouse management
- Create a new Item arrival and select confirm that the following parameters are un-ticked:
- Pallet transports – If you have this tick you will need to be using pallet controlled items. This will generate pallet transports.
- Check picking location – If you want to use ‘2 stage receive’ i.e. receive the stock onto the inbound dock first then put the stock away to the items default picking location tick this tick box.
- Check bulk location – If you are using pallet controlled items you can select this tick box to manage the bulk location put away.
- Save the journal name.
Next you will need to create a Purchase order for the item created before and confirm the purchase order. This should then generate a record within the arrival overview screen.
- Open Procurement and sourcing > Common > Purchase orders > All purchase orders
- Create a new purchase order for an supplier and select the item created above.
- Confirm this purchase order. Note – You don’t need to confirm for the order to show in the arrival overview. However you will need to confirm if you want to generate the purchase receipt from the arrival overview.
- Open the arrival overview screen Inventory and warehouse management > Periodic > Arrival overview
- Click Setup and select the setup as follows:
- Restrict to site – Set to the site create above
- Journal : Name – Set the arrival journal created above
- Purchase orders – Select the Purchase orders tick box
- Next we can choose to save this setup, to do this click Modify > Save as Select a name and click save.
- Navigate back to the overview tab.
- In the Display options section there should be an option called Setup name this should allow you to select the setup selected and other versions you might look to setup.
- Set your date range to pick up the purchase order created.
- Select this purchase order and click Start arrival.
- This should bring up an info log detailing the arrival journal created, double clicking this will take you directly to the arrival journal. If you need to find this selection at a later date click Journals > Show arrivals from receipts
- Once in the arrival journal click Lines
- Once on the arrival journal lines enter the required information including:
- Site and warehouse
- Put away location
- Batch ID
- Quantity etc..
- On the head click Post This should then post the arrival journal.
NOTE – If you had the item model group parameter Supplier batch – Purchase registration selected an additional window would appear at this point allowing you to key in the vendor batch details.
Next you will need to post the product receipts, the Arrival overview screen will allow you to do this task for multiple arrival journals. To do this follow the steps below:
- Open Inventory and warehouse management > Periodic > Arrival overview
- Click Journals > Product receipt ready journal
- Select the arrival journals you would like to generate the receipt for and click Functions > Purchase receipt
- The purchase receipt screen will then be loaded and present the user with the opportunity to enter the different purchase receipts:
- Click OK to post these receipts.
Above we have completed the following business processes:
- Overview screen of purchase order scheduled to arrive
- Start the arrival for these orders and specify the put away locations
- Update multiple product receipts in one go after checking the stock into its location.
Any questions please do ask!
Below I have detailed the steps involved in setting up ASN for AX 2012 R1/R2:
- Open System administration > Setup > Services and AIF > Outbound ports
- Create a new Outbound port
- Give the Port a name and description e.g. ASN
- In the field Adapter Select the option ‘File system adapter’
- Setup a URL/File location for the XML file to be saved to
- Click Service operations
- In the Popup window find the service ‘InventASNSerivce,read’ and move it to the left hand pane using the chevron ( < )
a) If you cannot find the service ‘InventASNSerivce’ you will need to register this via the AOT. To do this follow the steps below:
i. Open the AOT and navigate to Services > InventASNService
ii. Right click Add-ins > Register service
iii. If you refresh your service operations in the outbound port setup these services should now be available.
- Tick the option ‘Customise documents’ and then select the Data Policies option
- Within the Data Policies click Enable all
- Then click Close
- You can chose to setup different value mappings at this point such as:
- Customer numbers (internal or external)
- Address information (internal or external)
- Item codes (internal, external and Barcodes)
- Units of measure (internal or external)
- Currency codes (internal or external)
- Delivery methods (internal or external)
- Terms of delivery (internal or external)
- Charge codes (internal or external)
- VAT codes (internal or external)
- Activate you outbound port
Now you will need to create a batch job to process your ASN’s, to do this follow these steps:
- Open System administration > Setup > Batch groups
- Create a new batch group called ASN
- Add the appropriate AOS’s to this batch group
- Save your changes
- Open System administration > Inquires > Batch Jobs > Batch Jobs
- Click Ctrl + N, Enter a name for the Job and then click F5
- Click View tasks
- In the Overview section crate two line with the following setup:
||[Your legal entity]
||AIF outbound processing service
||[Your legal entity]
||AIF gateway send service
- Close the task screen
- On the Batch Job screen select Recurrence and set the job to process ever minute (optional time frame)
- Click OK
- Now you will need to set your batch job to the appropriate status now. To do this click Functions > Change status
- Select the status Waiting
Now this has been setup we will be able to validate that this works. to do this follow the steps below:
1. Outbound rule setup as follows:
||Auto Send Shipment
||Deliver Picked Items
||Set Picking Line Status To
- Create a shipment template to automatically create shipments using the outbound rule above
- Generate a Sales order with an item which will be picked up by the template created in step 1. Sales and marketing > Common > Sales orders > All sales order
- Generate the output orders for the sales order
- Open the shipment screen Inventory and warehouse management > Common > Shipment
- Find the shipment created from your sales order.
- Activate your shipment Functions > Activate
- Open your picking route and pick your order. Inquires > Picking list then Update > Update all
- Deliver the items
- On the shipment screen click Shipment staging
- In the shipment overview click Functions > Load entire shipment
- On the shipment screen click Functions > Send
- On the shipment screen click Functions > Delivery note
- On the shipment click Functions > Send ASN
If you now giver the service and the batch job time to process you should find that the XML document has now been created in the designated file location.
This post will detail how to create a use the ‘Approve vendor’ functionality within AX.
- Set up your item to check for an approved vendor, Open Product information management > Common > Released products
- Within the Purchase fast tab select the field Approved vendor check method Select the option Not allowed or Warning onlyNOTE –
This setup is item specific however it is defaulted in by the ‘Item model group‘
- Next you will need to set the vendor’s for which this item has been approve to be sourced from. Open the ribbon tab Purchase and select Setup within the Approved vendor group.
- Setup One approved vendor activated for the current period.
- Raise 2 Purchase order’s one for the approved Supplier and one for an unapproved supplier.
- Enter the Item you setup into both PO’s and note that for the unapproved vendor a warning or error occurs depending on the setup in step 2.Error – If you set the items ‘Approved vendor check method’ to ‘Not Allowed’ the user will receive an error message which will prevent the user from saving that line.
Warning – If you set the items ‘Approved vendor check method’ to ‘Warning only’ the user will receive an Warning message which the user can choose to ignore. This warning message will re-occur though-out the processing of this order with the same warning message.
NOTE R3 has introduced a lot of new functionality in the ‘incentivising’ area including the following:
- Vendor rebates
- Trade allowances
I will not be covering this functionality in this post however I will aim to have a post with this information in the near future.
AX 2012 R1 and R2 has the capability to use customer rebates in this post I hope illustrate the potential of rebates.
What are rebates?
Rebates are used extensively in America but it becoming more common in the UK. Rebates by definition mean that you are returning a specific sum of money after the purchasing of specific product.Rebates in the context of this post are between the manufacturer and a purchaser (most likely a reseller).
Why use rebates?
Rebates are used to as an incentive to improve the effectiveness of selling.
In AX we can use rebates to help incentivise our customers to purchase specific items (new lines for example) and/or order larger quantities of a product. This is done by creating rebate agreements which can grouped and paid for by specific time periods.
AX and rebates
The first area of setting up a rebate in AX consists of creating a rebate program, the Rebate program allows the user to predefine the defaults for the accrual and expense accounts, the next thing to note would be the different Rebate program types; these have been defined below:
- Rebate: The rebate type is typically processed by sending a check to the customer or by deducting the rebate amount from the customer’s invoice.
- TMA: The Trade and Merchandising Allowance rebates accrue until they are passed on to the customer, which is usually processed by a credit note.
- Freight: Freight rebates accrue based on region and are not passed to the customer. They are used only for reporting.
Rebates use a concept similar to trade agreements in terms of how they group the rebates.
Below i’m going to run through the steps required to create a simple Cumulative rebate agreement for a specific item and a specific customer.
- First thing we are going to do is create a rebate program, to do this open Sales and marketing > Setup > Rebate program > Rebate program type
- Click New
- Enter an appropriate name and description (e.g. New Rebate)
- Select the rebate type ‘Rebate’
- Select the accounts ‘Default accrual – 130800‘ and ‘Default expense – 403200‘
- Now we need to create a Rebate agreement, Open Sales and marketing > Setup > Rebate program > Rebate agreements
- Click New
Enter the following information:
(use the one created above)
Pay using Accounts Payable
- Customer code/Item code – As per other areas of AX we are offered the options of:Table (direct link to a specific account/item), Group (link to a group of customers/items) and All (All items / Customers).
- Payment types – This field defines how the rebate will be paid back to the customer.
- Next we will need to fill in the mid section of the form, for this example we will accumulating by invoice taking the Gross price.
|Cumulate – Cumulate sales by
|Price – Taken from
|Rebate program accrual account
||Leave default from program type
|Rebate program expense account
||Leave default from program type
- In the line details we will enter 2 conditions for the item we are using:
||Amount per unit
||Amount per unit
- Next validate the Rebate agreements, to do this click ‘Validation’ at the top of the screen.
- Next create a Sales order for customer 1203 and item 10000 and a quantity of 10 Pcs. Process this order through to invoiced.
- Open Sales and marketing > Common > Rebates > Rebates
- A new rebate should now be created on the rebate from. This rebate should be in a status of To be calculated
- Click the function Cumulate in the ribbon bar at the top. In the popup window select the customer you would like to accumulate by and click OK
- You should notice the rebate has now changed to a status of ‘Calculated’ (you might need to refresh your screen)
- Click the function ‘Approve’
- You should notice the rebate has now changed to a status of ‘Approved’ (you might need to refresh your screen)
- Click the function ‘Process’ In the popup window select the customer you would like to accumulate by and click OK
- A popup should come up detailing that a voucher has now been created.
- Now the Rebate has been approved and processed we can now pay/credit the customer
- Open Sales and marketing > Common > Customers > All customers
- In the ribbon bar click Collect > Settle > Settle open transactions
- Mark the invoice you would like to process
- Click Functions > Rebate program
- Again mark the transaction and click Functions > Create credit not (this will create a credit note)
Note – This process has been looking at the ‘Cumulative’ process if you you selected per Invoice, if you did this you can skip steps 12-20.