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Microsoft Dynamics® AX

Purchase Order Management Indirect

Last Updated: January 2014

AX 2012 R3 / Version 1.0.0

Microsoft Dynamics AX 2012 R3: Purchase Order Management | 2

Contents

Employee self-service procurement demonstration 3

Disclaimer ......................................................................................................................................................................................... 3

Introduction ..................................................................................................................................................................................... 3

Audience ........................................................................................................................................................................................... 3

Scenario ............................................................................................................................................................................................ 3

Problems this demo addresses ................................................................................................................................................ 3

Key pains this demonstration addresses .............................................................................................................................. 4

Demo Preset Configuration ....................................................................................................................................................... 4

Before you begin ........................................................................................................................................................................... 5

Demo 1 : create a requisition for an approved Purchase order .................................................................................. 5

Demo 2: Approval of purchase requisition ........................................................................................................................ 12

Demo 3: Purchasing department completing purchase request and handling the Purchase

order ................................................................................................................................................................................................. 14

Demo 4: Decentralized product receipt.............................................................................................................................. 17

Demo : Workflow setup ............................................................................................................................................................ 20

Conclusion ..................................................................................................................................................................................... 24

DISCLAIMER 25


Employee self-service procurement demonstration

DISCLAIMER

Note: The functionality has not changed since R2 2012, which means you can skip some of the

steps. Some of the demo data, however, has changed.

INTRODUCTION

Microsoft Dynamics AX 2012 R3 helps organizations to effectively manage employee

procurement spending. Customers have the following requirements in today’s business:

Spending limits and the spending approval process need to be controlled.

Processing needs to be efficient and quick.

Employees need to be able to easily find products and services.

AUDIENCE

The demonstrations in this document should be used to demonstrate the value of

employee procurement to business decision makers (BDMs), employees, managers, and

purchasing managers.

SCENARIO

The following steps are highlighted in this presentation:

An employee ordering different items via the Employee Self Service capabilities in Microsoft

Dynamics AX 2012. This includes the ability to order category-based items by either

selecting a vendor and typing in the product information, or punching out to an external

catalog and selecting a specific product.

How to use workflow to manage approval levels of a purchase requisition.

Automated creation of a purchase order based on an approved requisition.

Confirmation of a product receipt by the employee, (requester).

PROBLEMS THIS DEMO ADDRESSES

This script focuses on solving issues around finding and selecting the correct general

purpose product. This is achieved by using procurement categories, preferred vendor, and


confirmation of product receipt in a decentralized scenario. It also addresses the seamless

process between the requisition and the purchase order.

KEY PAINS THIS DEMONSTRATION ADDRESSES

This demonstration shows how Microsoft Dynamics AX 2012 can help address pain points that

business users of a business application might experience:

Business

User

Key pains Microsoft Dynamics AX 2012

helps to address

Employee

(Alicia)

I am busy; I don’t have time to do

administrative tasks.

It takes too much time to get a purchase

requisition approved.

What I need is never set up in the system.

If I receive something wrong or incomplete, I

need an easy way to communicate this to our

purchase department.

Note: for the ease of demonstrating use, Alicia

is the employee, even if she is the one later

involved in the procurement process.

Manager

(Inga)

Employee training is time consuming.

The purchase requisition is incomplete and I

have to send it back to the employee. This is

very time consuming.

Purchasing

(Inga)

I don’t have time to keep items up to date in

the inventory as products and prices constantly

change.

Purchase requisitions are incomplete, or

employees order the wrong items.

It’s easier if the requester acknowledges the

receipts; they know exactly what they

requested.

DEMO PRESET CONFIGURATION

This script was written to support the Microsoft Dynamics AX 2012 RTM virtual machine

image (VM). To run this demonstration, ensure that the VM is up and running and that you

have logged on as the system administrator.

Log-on information:


o Domain: Contoso

o User: Administrator (for Pre-Setup)

o User: Inga (in demo 2 and workflow setup)

o User: Alicia (in demos 1, 3, and 4)

o Password: pass@word1

BEFORE YOU BEGIN

Demo Pre-Setup

Start workflow

processing.

1. Open the Microsoft

Dynamics AX by using

the icon on the desktop.

2. To open the

development

environment, click

CTRL+D.

3. In the AOT, open Forms,

then select

Tutorial_WorkflowProc

essor.

4. Right-click and select

Open.

5. Click Start.

DEMO 1 : CREATE A REQUISITION FOR AN APPROVED PURCHASE ORDER


Alicia needs highlighters for an upcoming workshop, so she enters a request via the

employee self-service portal. The product she is looking for is not there, but there is a

procurement category she can choose and then describe the product she needs. The

system will suggest a vendor for the procurement category. She also needs a printer so

that she can order from an external catalog.

When the request is submitted, the system is set up to automatically approve the requisition

and generate a PO. The system is also setup to automatically approve the PO.

Inga, the purchasing manager, will see the PO in her list page as an approved PO that needs to

be confirmed.

1. Open a browser and enter the

URL:

http://dynamicsax.contoso.com/s

ites/DynamicsAx/EmployeeServic

es to open the Employee Self

Service Portal.

2. Make sure that Alicia is signed in;

otherwise, click System Account

and select Sign in as Different

User. Sign in as Alicia, and make

sure the company is USMF.

In the portal, Alicia can create expense reports, order products, view the organization, review

approvals, register her time, update personal information, and respond to questionnaires. Alicia

likes that; one place to go to access all these administrative tasks. This looks simple.

3. Click Order products.

Here she can filter on

categories; search for items; or

access common tasks, for

example, ordering products,

viewing the shopping cart, and

accessing orders.

http://dynamicsax.contoso.com/sites/DynamicsAx/EmployeeServices




4. Alicia explores the categories and

clicks the Office Equipment and

accessories and supplies

section, opens Office and desk

accessories, and then selects

Highlighters.

By default, the product catalog

will open the tab for vendors

because there are no products

defined for the category. She

will find a list of vendors from

which she is allowed to order

highlighter pens.

The system will display US-104

Fabrikam, the one supplier that

is defined as being the

preferred vendor in the

procurement catalog for USMF.

To see more details about how

procurement works in the rich

client, go to Procurement and

sourcing > Common >

Catalogs > Procurement

Catalog.

5. Alicia clicks the shopping basket

icon, which is located on the line

for the preferred vendor.

6. She enters the highlighter pen.

Product name: Yellow

Highlighters

Description: Yellow glow,

long life

Price: 10

Unit symbol: ea

Quantity: 50

7. Then she clicks Add to cart.


The system acknowledges that

the request is added to the

shopping cart.

Microsoft Dynamics AX 2012 allows users to buy based on categories and does not necessarily

require an inventory item. This allows Alicia to easily enter this request without having to

request an item to be created first.

Alicia also needs blue

highlighter pens. She repeats

the steps above for the blue

pens.

8. Click the shopping basket icon

on the vendor line, and

complete the dialog with:

Name: Blue Highlighter pen

Description: Glowing blue,

long life

Price: 11

Unit symbol: ea

Quantity: 40

9. Click Add to cart.


10. Alicia explores the categories in

order to find a new printer and

clicks on OFFICE AND DESK

ASSESSORIES; she wants to

explore the punch out catalog

that is available on the shopping

portal, so she selects the

“external” tab. Now she can

navigate to the zones catalog by

clicking on Zones catalog.

11. Navigation in to the Zones

catalog.

12. She navigates to Hardware

products.


13. Then selects Zones printers.

14. She finds the Dell printer she

needs and adds it to the cart.


15. Then she clicks on the basket

icon to get to the Zones basket.

16. Click on Checkout to complete

the order on Zones.

17. This will redirect back to the

Employee services shopping

portal. Information about the

Dell printer is automatically

added to the new order line. She

can also see the 2 other lines that

she added before punching out.

18. She selects all items in the

shopping cart and clicks the

Order icon to check out.

19. In the checkout form, she needs

to specify a reason for the

request. She selects Specific

request, and then she enters

some additional details, accepts

the requested date (for the sake

of the demo), and clicks Next.


20. She validates the lines entered

and clicks Submit.

21. The requisition has been created.

22. Click Close.

1. C

l

i

c

DEMO 2: APPROVAL OF PURCHASE REQUISITION

Now Alicia has submitted the requisition for further processing.

The workflow is set up to require an approval from Inga if the total net amount on the

requisition is above 200 USD, because Alicia has a spending limit of 200 USD.

Note: The demo is performed from Employee services because in many cases Alicia’s manager

would have approved, and this person would not necessarily have access to Microsoft

Dynamics AX 2012. The workflow can be configured to managerial approval if needed.


Log on to Employee services

as Inga, and then navigate to

My Approvals.

2. Inga views the requisition by

clicking the ID Purchase

requisition 0000xx in the grid.

Inga can read the details that

Alicia has entered.

Under Actions, she explores the

actions she can take on the

requisition.


3. She selects Approve.

She can add comments related

to the approval.

4. Close the requisition.

Inga has approved the requisition.

DEMO 3: PURCHASING DEPARTMENT COMPLETING PURCHASE REQUEST

AND HANDLING THE PURCHASE ORDER

Now the requisition has been approved.

The purchasing policy in the company allows the purchase requisition on an approval to

directly generate a purchase order.

Inga will see what happened with the purchase requisition, and that it became a PO. Alicia

needs to process the PO and communicate with the vendor to obtain a confirmed delivery

date.

To review the procurement policy for USMF, navigate to USMF > Procurement and sourcing

> Setup > Policies > Purchasing policies. Select Procurement Policy USMF, then expand the

Policy rules FastTab and select the Purchase order creation and demand consolidation


rule, double click on it and you can see the policy is set up to automatically convert approved

requisitions into purchase orders.

Alternate option: Change the policy to not automatically create PO’s, and use the consolidation

opportunities form to “merge” multiple requisitions per vendor.

5. In the Windows client, Inga

navigates to Procurement and

Sourcing > Common >

Purchase requisitions > All

Purchase requisitions.

6. Find the requisition that you just

submitted (it has the highest ID),

and see that it’s closed.

7. Open the requisition details by

clicking on the requisition.

To open the related purchase

order, Inga clicks on the

purchase order ID in the line

related fact box. This PO relates

to the requisition line.

As there are 2 requisition lines

for the same vendor, the

purchase order reference is the

same for these 2 lines.

There is a separate purchase

order for the requisition line

related to the Zones vendor.


Log in as Alicia, since she has

permission to update and

confirm the PO.

In the purchase order details for

vendor US-104 she finds the 2

lines.

8. Click on Line details and the

Delivery tab to see that there is

no confirmed delivery date yet.

9. Alicia updates the confirmed

delivery date, and then she clicks

Edit to add the confirmed date

for today.

10. Alicia clicks the Purchase tab,

and then in the Generate

section, she clicks Confirm.

11. Click the Purchase order tab. In

the Show section, open the PO

Header view. On the General

tab, check that the Approval

status has changed to

Confirmed.


12. Go back to line view in the Show

section, click Line View, and click

the Address tab.

13. In Line details, Inga can see that

the requester is Alicia.

14. Any attention information, for

example, about the employee's

location, that is available on the

requisition would be copied to

the PO. (For Alicia, no attention

info available).

15. Close the purchase order.

DEMO 4: DECENTRALIZED PRODUCT RECEIPT

Alicia, a requester of the product, is the employee who requested the highlighter pens. Once the

highlighters arrive, they will be delivered directly to her office. Alicia is also authorized to

confirm the receipt of these goods and services once they are delivered.

Alicia does not have Microsoft Dynamics AX 2012 Windows client access, so she will confirm the

receipt of goods via employee services.

Note: The Printer ordered from the zones catalog will not appear in the unconfirmed product

receipts since this was not set up in the preparation Procurement and sourcing > Setup >

Policies > Confirmation of product receipts policies.

1. Log on as Alicia.

2. Open Employee Self

Service at

http://dynamicsax.conto

so.com/sites/DynamicsA

x/EmployeeServices.

3. Make sure the company

is USMF.

4. In the Employee

Services start page, click

Order Products >

Unconfirmed product

receipts.





5. Click the line number of

the unconfirmed

product receipt line for

the yellow highlighter

pens.

6. On the Action pane, click

Receive.

The Receive Items form is

displayed for line 1 and defaults

to the quantity ordered. In this

case, it is 50.

7. Click the Save and close

button.

After Alicia confirms receipt for the full quantity of the product on line 1, line 1 disappears

from the list of items to receive.

8. Highlight the

second purchase

order line (blue

highlighter pens),

and click Reject on

the Action pane.

The Reject Items form

is displayed for line 2,

defaulting to the

quantity ordered. In this

case, it is 40.

9. Enter a Reject

comment.

10. Click the Save and

close button.


After Susan rejects receipt of the full quantity of the product on line 2, line 2 disappears

from the list of items to receive on the Employee services page. Also, a workflow process

may be enabled so that the purchasing agent (Alicia), can be notified that a line was rejected

by the requester. Even if Alicia is not notified of the receipt rejection, she can open the

Rejected confirmation of product receipts form, in Microsoft Dynamics AX 2012, to see the

rejected receipt lines.

11. Minimize the Enterprise Portal.

12. Open the Procurement and sourcing

module in the Microsoft Dynamics AX

2012 Windows client.

13. Navigate to Area Page > Common >

Purchase orders > Rejected

confirmation of product receipts.

The Rejected confirmation of product

receipts form is displayed.

Notice that the line that was just rejected

by Susan is displayed in this form.


DEMO : WORKFLOW SETUP

The purpose of this demo is to show how the requisition workflow is configured.

The workflow is setup to involve a procurement professional when the amount on the line is 0

or the vendor account is not listed. This will start a line review workflow for the requisition line.

When the line is updated, the approval workflow of the full requisition will continue.

1. Navigate to USMF >

Procurement and

sourcing > Setup >

Procurement and

sourcing workflows >

Purchase requisition

review.

2. Double click to open the

workflow.

3. Click the conditional

element Procurement

professional needed.

4. In the Action pane, click

Basic Settings, to open

the properties showing

basic settings.


The conditional element is

configured with two criteria in

the event a procurement

professional should participate

in the workflow:

When the net amount is 0, or

when there is no vendor on the

line.

5. In the Requisition

workflow, click

Purchase requisition

line-item workflow >

Basic settings, to open

the Properties form.

When a purchase professional is

needed, a sub workflow is

started for each line. This

workflow can be opened and

explored from the workflow list.

6. In the Requisition

workflow, click

Approve purchase

requisition, and then

click Automatic action.

The requisition is set to be

automatically approved when

the approval amount, excluding

tax, is below the spending limit

for the actual user.


7. To see how the

spending limit is

configured, navigate to

Organization

administration > Setup

> Signing limits >

Signing limit policies.

Open the Signing limit

USMF, where you can

see that the rule is for

the company Contoso

Entertainment Systems

USA (USMF). Under

Policy rules, check the

policy rule type is

Default signing limit by

clicking on the Effective

policy rule.

The default signing limit details

allows a spending limit of 200

USD for the jobs (Order

Processor_Purchasing Agent).


8. Go back to the

requisition workflow and

click the Approve

purchase requisition

element. Click Approval

step 1 and see the

assignment setup. In the

Modify step group of

the Action Pane, click

Assignment.

See that the approval action is

assigned to a Microsoft

Dynamics AX 2012 user.

If you want to demonstrate with

managerial approval, then you

should set up the approval as

assigned to Hierarchy.

9. Click the User tab. You

will see that Inga is the

approver

The Basic Settings defines the

message to the approver.


CONCLUSION

In conclusion, these demonstrations have guided you through major capabilities in

Microsoft Dynamics AX 2012 R2 that help organizations to streamline their employee

procurement processes.


DISCLAIMER

© 2014 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista, Microsoft

Dynamics and other product names are or may be registered trademarks and/or trademarks in the

U.S. and/or other countries. Other names and brands may be claimed as the property of others.

The information herein is for informational purposes only and represents the current view of

Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to

changing market conditions, it should not be interpreted to be a commitment on the part of

Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date

of this presentation.

Sample code included in this presentation is made available AS IS. THE ENTIRE RISK OF THE USE OR

THE RESULTS FROM THE USE OF THIS CODE REMAINS WITH THE USER.

MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE

INFORMATION IN THIS PRESENTATION. NO LICENSE, EXPRESS OR IMPLIED, BY ESTOPPEL OR

OTHERWISE, TO ANY INTELLECTUAL PROPERTY RIGHTS IS GRANTED BY THIS PRESENTATION.

Microsoft products are not intended for use in medical, life-saving, or life-sustaining applications.

Microsoft Dynamics is a line of integrated, adaptable business management solutions that enables

you and your people to make business decisions with greater confidence. Microsoft Dynamics works

like and with familiar Microsoft software, automating and streamlining financial, customer

relationship and supply chain processes in a way that helps you drive business success.

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Worldwide +1-701-281-6500 www.microsoft.com/dynamics

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