Part 1: How to Control Item Availability & Access Pricing Info in Microsoft Dynamics AX

Part 1: How to Control Item Availability & Access Pricing Info in Microsoft Dynamics AX

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By Glen Kiessling, Fullscope Senior Business Analyst

Item Lists is a new feature in Microsoft Dynamics AX 2012 R3, and it can be found in the Sales and Marketing module in the Setup section. This feature is designed to give you more options when creating a sales order and adding lines to the order. Item Lists gives you the option to have customer specific lists and to have Item Lists that are accessible to all customers at sales order creation.

Sales Order “Copy From All” Command

Prior to this new option, the only method to hasten the addition of sales order lines to a new or existing sales order was the “Copy From All” or “Copy From Journal” command in the Copy section of the Sales Order tab in the Action Pane on the sales order lines view (See image 1). (For this article, I will cover only the “Copy From All” command which allows copying from sales orders, quotations, confirmations, packing slips, invoices and project invoices.) This form allows you to select a sales order in the top grid and then shows all items from that order in the bottom grid. All items in the lower grid appear selected and ready to copy to the sales order. You can de-select individual items, and then can change the quantity or unit characteristics on each line. Whatever you manipulate will be copied to the sales order line(s). There will be a line created for each item. This form does allow the copy of charges and also the recalculation of pricing but they are options that must be checked before clicking OK to create the lines. If you forget to check the recalculate prices box, then exact pricing from the copies sales order will populate the new sales order. These could easily be out of date prices which, at a minimum, would require manual correction by you, or at worst the sales order and invoicing might occur with inaccurate pricing.

Image 1 – “Copy From All” Command Image 1 – “Copy From All” Command

Item List Requirements

There are two checkboxes that are required to activate the Item List functionality.

  1. In Accounts Receivable Parameters on the General fast tab in the section titled Item List, the Prompt for Item List checkbox must be checked (See image 2).
    - Once this box is checked the Item List form will appear during the creation of all sales orders.
  2. If you do  not want to use an Item List, then click the closed button on the form to continue to the newly created sales order in lines view.
    On the customer master record on the Sales Order Defaults fast tab in the section titled Item List, the Enable Item List checkbox must be checked (See image 3).
    - This is required so that you can setup an Item List for this specific customer.

Image 2 – Accounts Receivable Parameters Prompt for Item List Checkbox Image 2 – Accounts Receivable Parameters Prompt for Item List Checkbox

Image 3 – Customer Master Enable Item List Checkbox Image 3 – Customer Master Enable Item List Checkbox

A customer specific item list reflects the customer account number on the item list and will only be available for selection during sales order creation for that specific customer. It will not appear when a sales order is created for any other customer. The item list allows any number of items to be added and maintained, along with their respective Units of Measure and quantities. (See image 4)

Image 4 – Customer Specific Item List Image 4 – Customer Specific Item List

Non-Customer Specific Item List

A non-customer specific item list has all the characteristic described above except it is available for selection during sales order creation for all customers and all sales orders. It does not reflect a specific customer account. This could be used for sales groups etc. (see image 5)

Image 5 – Non-Customer Specific Item List Image 5 – Non-Customer Specific Item List

Set up Customer Specific Item List

To set up a customer specific item, make sure that the checkboxes mentioned in the Requirements section above are checked and then follow these steps:

  1. Access the Item List form in the Sales and Marketing module, Setup section and click Item List.
  2. Click Item List Generation in the top bar (see image 6)
  3. Select a Generation Type (see image 7):
    a - Number of Orders – uses a designated number of sales orders from the past for the customer account specified to create the Item List.
    b - Number of Days – uses all orders for the customer specified for the number of days specified to create the Item List.
  4. Set Value (see image 8) – this is the number of orders or the number of days to specify for the generation type set in item 3 above.
  5. Set Minimum Quantity (see image 8) – if you enter any number above 0 in this field then orders with that number of lines or less will be omitted from use in item list generation.
  6. Select customer account number (see image 8)
  7. Click OK (see image 8)

The items from the generation will appear in the grid with quantities and units of measure. You may adjust quantities and units of measure on each line. You may add lines with additional items that did not appear in the auto generation and you may also delete lines. Once you have the list completed as desired, you may close the form.

Image 6 – Item List Generation Button Image 6 – Item List Generation Button

Image 7 – Generation Types Image 7 – Generation Types

Image 8 – Define Item List Generation Parameters Image 8 – Define Item List Generation Parameters

Set up Non-Customer Specific Item List

A non-customer specific item list does not allow auto generation of items. To set up a non-customer specific item, make sure that the checkboxes mentioned in the Requirements section above are checked and then follow these steps:

  1. Access the Item List form in the Sales and Marketing module, Setup section and click Item List.
  2. Click New in the top bar (see image 9)
  3. Enter a description(Name) for the item list in the description field (see image 9)
  4. A blank grid will appear (see image 9), on the first line select an item number in the item number field. The product name will appear once selection is made (see image 10).
  5. Enter a quantity in the quantity field (see image 10).
  6. Enter a unit of measure in the unit field (see image 10).
  7. Repeat steps 4 through 6 until all desired items have be added to the item list grid
  8. Click Close

Image 10 – Enter Items, Quantities and Units of Measure Image 10 – Enter Items, Quantities and Units of Measure

Image 9 – Setup Non-Customer Specific List Image 9 – Setup Non-Customer Specific List

That’s a lot to digest for this post.  Check back next week for Part 2, and meantime, shoot me any direct questions at glen.kiessling@fullscope.com


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