Working with MS Dynamics AX 2012

Contents

Sales Quotations

Sales Orders

Distribution

Item Reservation

Customer Returns

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Contents

Sales Quotations

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Sales Quotations

Review sales order processing

Request

Customer/Prospect Sales team

Quotation

Sales Quotations (cont)

SQ SetupCreating

SQConfirm

SQConvert SQ to SO

MAIN STEPS

Creating SQ Template

Sales Quotations (cont)

• Click Sales and Marketing>Common>Sales Quotations>All Quotations> Button New/Sales Quotation

Sales Quotations (cont)

Creating a quotation:• Create header information about the quotation in the

Header view of the Quotation form.

• Create the individual lines in the Line view of the Quotation form.

Sales Quotations (cont)Status DefinitionCreated When the sales quotation is originally generated, the status is set to created.

Sent The Quotation is generated. On the Sales quotation form, from the Quotation tab in the Action Pane, click Send quotation in the Generate group. This opens the Send quotation form, where you can generate a printed quotation.

Confirmed The quotation is confirmed and converted to a sales order. The confirmation date is inserted into the quotation and the quotation is closed for editing. From the Follow up tab in the Action Pane, click Confirm in the Status group. This opens the Confirm quotation form.

Lost The quotation is lost and a different company won the quote. From the Follow up tab in the Action Pane, click Lost in the Status group. This opens the Lose quotation form, and when it is complete updates the status to lost and is closed for editing.

Canceled The quotation is canceled because the customer no longer needs the goods requested. From the Follow up tab in the Action Pane, click Cancel in the Status group. This opens the Cancel quotation form, and when it is complete updates the status to canceled and is closed for editing.

Sales Quotations (cont)

• Confirm a Sales Quotation• Sales order is created.• All values from the sales quotation are copied to

the sales order.• A reference to the sales quotation is inserted in the

sales order.• The confirmation date is inserted in the sales

quotation.• The Quotation status is set to Confirmed.• The sales quotation is closed for editing.• A quotation confirmation journal record is created.

Sales Quotations (cont)• Periodic Updates : Sales quotations can be

updated in mass• Quotation – Sales quotations can be printed in mass• Confirmation – Sales quotations can be confirmed

in mass• Quotation lost – Sales quotations can be lost in mass• Quotation canceled – Sales quotations can be

canceled in mass• Mass create quotations – Sales quotations can be

created in mass

Sales Quotations (cont)• Print Quotation• Prints from the Quotation option from the Sales

quotation form• Creates a quotation journal record

• Deleting Sales Quotations• Delete one at a time• Delete in mass

Sales Quotations (cont)• Demonstration how to process a sales

quotation

Sales Quotations (cont)• Lab 1: Create a SQ and convert it to SO• Lab 2: Create a SQ template (option)• Lab 3: Mass create SQ (option)

(Picking lab in exercise book)

Sales Quotations features• Copy From All• Copy a whole sales quotation or pieces from

various sales quotations.

• Trade Agreements and Supplementary Items• Allows for the setup of discounts and prices for

sales quotations• Options:• Sales price• Line discount• Multiline discount• Total discount• Supplementary sales items

Sales Quotations features (cont)• Multiple Ship To Addresses• Delivery address defaults from the customer’s

address• Quotation delivery address can be changed to the

customer’s alternative address• Delivery address can be designated by the sales

quotation line item

• Include Quotations in Master Scheduling• Make sure items in sales quotations are in stock if

quotations are won• Include Quotation check box

• Price Simulation• Create a price simulation for a selected quotation

header or a single quotation line

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Sales Orders

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Sales Order

Sales team Customer

Sales Order (cont)

SO list page

Sales Order (cont)

SO line view

Sales Order (cont)

SO header view

Sales Order (cont)SO Type Definition

Journal Use as a draft; it has no effect on stock quantities and does not generate item transactions. Order journal lines are not included in master scheduling.

Subscription Use for recurring orders. When the order is invoiced, the order status is set automatically to open order. Quantity delivered invoiced and remaining deliveries are updated.

Sales Order Use when the customer actually places or confirms an order.

Returned order

Use when the customer returns items to stock. A return-item number (RMA number) is assigned automatically and can be viewed on the Other tab.

Item requirements

Created automatically when you make an item sale through a Project module. The project number can be seen in the Project column.

Sales Order (cont)

SO Status Definition

Open When the sales order is originally generated, the status is set to created.

Delivered The order is delivered completely to customer.

Invoiced The order is confirmed by customer and invoiced.

Canceled The order is canceled.

Sales Order (cont)• Demonstration how to create a Sales Order

Sales Order (cont)

• Lab 4: Create a SO

(Picking lab in exercise book)

Sales Order (cont)The Multiple ship to functionality enables users to

specify delivery addresses for each order line instead of only according to the order header.

• Use the Multiple ship to functionality to:• Specify multiple customer delivery addresses on sales

order lines.• Copy addresses that are manually entered on the sales

order into the Alternative addresses table for reuse later.• Select if sales order documents are printed for each

delivery address or for each order.

Sales Order (cont)Enhanced Delivery Date Control examines:

• Various levels at which the delivery date control can be enabled.• The range of factors to include in the delivery

data calculation to give you the most accurate delivery date.• Using the Available dates functionality to

simulate different delivery scenarios and accept or reject calculated delivery dates.

Sales Order (cont)

Sales Order (cont)The things to consider when you are calculating the earliest possible delivery date are:

• Delivery date control method: None, Sales lead time, ATP, ATP + Issue margin or CTP • Coverage calendar • Order deadlines • Transport time • Transport calendars • Customer receipt calendars

Sales Order (cont)Fallback Warehouse• The Transport form is controlled based on warehouse

and not site.

• The Fallback warehouse for site form is introduced in Microsoft Dynamics AX 2012, where you can specify a fallback warehouse for a site. • This means that if only the site is specified on a

sales order line, the necessary information for the Transport form is pulled from the fallback warehouse for that specific site instead.

Sales Order (cont)• The purpose of the Supply overview form in

Microsoft Dynamics AX 2012 is to provide an overview of the available supply—beyond the default supply option—and to enable the user to view and compare the alternatives for supplying items that the customer requires at the time he or she specified.

• Other locations include the following:• Sites other than the one making the delivery• Vendors that are not typically used• Alternative ways of producing the item

Sales Order (cont)

Sales Order (cont)The Available ship and receipt dates form provides an

immediate and clear warning if you can deliver a sales order in time to meet the customer's requirements. • In the Available ship and receipt dates form, perform

the following:• View the dates on which you can/cannot ship a sales order

in the upper part of the form and the reason why the date is unavailable, for example, if the shipping date falls on a closed date in the transport calendar.

• Resolve the problem, for example, change the mode of delivery for the order.

Sales Order (cont)• The delivery date control feature allows for

the possibility of specifying order entry deadlines for each site and the consideration that sites might be located in different time zones.

• This deadline in Microsoft Dynamics AX 2012 is named Order entry deadline.

Sales Order (cont)• Example : different order entry deadline for

each site.• A company consists of two sites. The sites are

located in two time zones.

Site A Site B

California Florida

Pacific Standard Time (PST) Eastern Standard Time (EST)

Sales Order (cont)• Site A and B have defined the following order

entry deadlinesOrder Entry Deadlines Site A

PST Order Entry Deadlines – Site B

EST

Monday 13.00 Monday 14.00

Tuesday 13.00 Tuesday 14.00

Wednesday 13.00 Wednesday 14.00

Thursday 13.00 Thursday 14.00

Friday 13.00 Friday 14.00

Sales Order (cont)• Demonstration how to set order entry

deadline

Sales Order : Direct Delivery

Sales Order : Direct Delivery• The advantages over the traditional non-direct

delivery distribution supply chain are:• Reduced time from when you create sales orders to

the delivery to the customer.• No inventory carrying or labor costs because the

items never physically enter inventory.• Reduced transportation costs because the items go

directly from the vendor to the customer.• Reduced administration time and less chance of

order entry error because purchase orders are directly created from the sales order and there is a single point to update delivery/receipt of orders.

Sales Order : Direct Delivery• Lab 5 Make a direct delivery• (Picking lab in exercise book)

Sales Order (cont)

Sales team Customer

Sales Order (cont)

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Distribution

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Distribution

Distribution (cont)

• Picking Process• Picking Routes• Deliver Picked Items• Shipment Process

Distribution (cont)• The Shipping Process figure shows the

process in Microsoft Dynamics® AX 2012 for shipping items. The oval circles show the inventory statuses.

Distribution (cont)

Distribution (cont)• The Release sales order picking functionality

helps warehouse employees gain an overview of the sales orders that are to be released for picking, based on actual availability of items and considering customer service priority.

• By using this platform for the picking process, you are ensured that only picking lists for items in stock are created.

Distribution (cont)

Distribution (cont)• Demonstration how to release sale order

picking?

Distribution (cont) - picking list registration• You can set up a pick to be automatically

registered by selecting Completed in the Picking route status parameter in the Account receivable parameters.

• Automatic registration of a pick means that a sales order can continue to the Packing slip update after you post the Picking list because the Picking list registration step is automatically completed.

Distribution (cont) - picking list registrationItems that require a manual documentation of

dimension values, such as serial or batch numbers, follow a one-step or two-step picking process. (research by yourself)

• The manual one-step process: • Use this process when you know the dimension values at the

time of picking and can specify them during the pick process. The process involves registering the actual dimension values when you post the pick.

• The manual two-step process: • Enables you to assign a picking task and then perform the

physical pick. The two-step process will be covered in the Microsoft Dynamics AX 2012 Warehouse Management course.

Distribution (cont) - picking list registration• Serial and batch numbers are inventory

storage dimensions and can only be allocated to items, where the Inventory dimension group allows for it.

• When the dimension values Serial number and Batch number are enabled, you must specify them when picking, unless Blank issue allowed is enabled for the storage dimension.

Distribution (cont)

• Lab 6: Item Picking Registration (Picking lab in exercise book)• Automatically• Manual (option)

Distribution (cont)

• During the picking process, you can work with a transaction in the Pick form.

• To enable the attribution of various Inventory dimension values, a picked line can be:• Reversed• Edited• Split

• To update a pick on a sales line, you must first reverse the transaction.

Distribution (cont)

Sales Order (cont)• Demonstration how to• Edit a pick.• Reverse a pick.• Split a pick

Distribution (cont)

• Lab 7: Edit, Reverse, and Split and Pick• (Picking lab in exercise book)

Review

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Item Reservation

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Item ReservationScenario

The Contoso Company processes hundreds of sales orders every day. The sales order processors confirm that sufficient inventory is on-hand to satisfy each order as they record the orders. To make sure that the inventory sold is available when the order is picked, they use the Microsoft Dynamics AX 2012 reservations functionality. In this manner, the item(s) is reserved from the time of sale onward, and the sales order processors can confirm the order and delivery date at the time of sale.

Item Reservation (cont)Item Reservations is a process that enables users

to perform the following:

• Manual reservations, Automatic reservations, and Explosion reservations from a sales order. • View reservation information from the Items form

and from the Sales order form. • Lock reservations. • Cancel and change reservations. • Pick reserved serialized items.

Item Reservation (cont)Reasons for viewing reservations:• Answer questions about available items• Inquire about delivery dates• View requirements for new purchases• View how items, on-hand or ordered, are

reserved for various orders

Item Reservation (cont)Reservation type

Description

Manual Manual reservations are performed in the Reservation form. Open this form from the sales order or purchase order line.

Automatic Automatic reservations reserve inventory automatically upon creating order lines. Inventory is reserved in the order that the order lines are created. For BOMs, the reservation is on the BOM item number, not on the components which make up the BOM.

Explosion The Explosion reservation option works according to the set up for master planning coverage for the item. Whether a reservation is made on existing on-hand or ordered items, or a planned order is created to cover the requirement depends on the coverage settings for the item.

Item Reservation (cont)Scenario

One of Contoso Company's customers, Graphic Design Training Center, has called to order 40 pieces of the Standard DVD Player - Black (1701).

Graphic Design Training Center wants to verify the delivery of 20 pieces due in a week. The rest is to be shipped a month later.

The Contoso Company has a business process where no automatic reservation is made. Because of this, the sales order clerk must reserve the first 20 DVD players from current on-hand inventory to guarantee the customer's first delivery request. After you create the order, confirm the order is correct by viewing the transaction lines.

Item Reservation (cont) : Automatic• Oldest lot is Reserved First• Can reserve more than on-hand (Inventory

Management Parameters)• Control reservations for orders with the

status ‘Ordered’ by date (Item Model Group)• LIFO – Backward from delivery date• FIFO – Date-controlled

Item Reservation (cont) : Automatic

Reservation of batchs

Item Reservation (cont) : Automatic

Date controlled

Item Reservation (cont) : Automatic

Backward from ship date

Item Reservation (cont) : AutomaticLab 8: Automatic Reservation

(Picking lab in exercise book)

Item Reservation (cont) : ManualResearch by yourself

Lab 9: Manual Reservation (option)

(Picking lab in exercise book)

Item Reservation: Explosion

Item Reservation: Explosion

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Customer Returns

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Customer returns

• A customer can return an item to a company for various reasons. For example, it might be defective or not fulfill the customer's expectations.

• The return process begins when you receive a request from a customer to return an item.

Customer returns (cont)

• Returns can be categorized according to return reasons or methods of disposition, and specific charges can be combined with the various return categories.

• Applying reason codes on returns can help simplify the analysis of return patterns. The reason codes are set up to determine why a customer wants to return item(s). Some companies can have many reason codes and will group the reason codes for better overview and for accumulated reporting.

Customer returns (cont)

Customer returns (cont)

• Disposition codes are also a part of the customer returns setup. They determine what will happen to the returned items from both a physical and a financial perspective. The available options are defined by the disposition actions.

• As part of the item arrival and inspection, a disposition code will be assigned to the returned goods.

Customer returns (cont)

Customer returns (cont)• Microsoft Dynamics AX 2012 has six

predefined disposition actions that define the combination of the following:

• The physical handling of the returned item.• The financial effect of the return transaction.• If a replacement item must be sent to the customer.

• The Disposition actions and definitions are provided in the following table.

Customer returns (cont)Disposition Code DefinitionCredit Return the item to inventory, then credit the customer.

Credit only Credit the customer and do not return the item.Or, if the customer scraps the item, credit the customer.The Credit only disposition action is available from the Return order form only, as part of when you create the Return order.

Scrap Scrap the item, then credit the customer.

Replace and scrap Scrap the item, create a replacement order, then credit the customer.

Replace and credit Return the item to inventory, create a replacement order, then credit the customer.

Return to customer Reject the returned item, and return it to the customer.

Customer returns (cont)The Return order is much like a Sales order

and is also characterized by a status that indicates what is processed on the Return order. The statuses are:

• Created• Open• Invoiced• Canceled

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Customer returns (cont).

Customer returns (cont)• Demonstration how to process a customer

returns

Customer returns (cont)Lab 10 Create a Return Order

(Picking lab in exercise book)

Customer returns (cont)• You can use the Item arrival journal to register the

receipt of items from customers. You can create an item arrival journal manually, or by using the Arrival overview form.• When the status of the Return order in the Arrival

overview form is Completed, it means that journals are created and are ready to be registered.• You can select to:

• Send the returned items to quarantine.• Apply a disposition code.• Split an arrival registration.

Customer returns (cont)• Lab 11 Process a return Order• Lab 12: Generate the Packing Slip and

Invoice for the Return Order (option)

(Picking lab in exercise book)

Customer returns: Replacement• If a customer returns an item that is defective or

incorrect, you can create a Replacement order to use to send the new items to the customer.

• Replacement orders are usually created after a product is returned and inspected. However, when an item must be replaced before it is returned, or when the original item will not be returned, you can create a Replacement order immediately after you create a Return order.

Replacement (cont)• Demonstration how to process a replacement

order

THE ENDTHANK YOU FOR YOUR ATTENTION

RESEARCH BY YOURSELF FOR ANDVANCE