Purchase Orders, Receipts, and Invoices in Dynamics AX 2012

Introduction

This tutorial provides a step-by-step guide on managing purchase orders, receipts, and invoices in Microsoft Dynamics AX 2012. Understanding this process is essential for effectively handling procurement tasks and ensuring accurate financial records within your organization.

Step 1: Create a Purchase Order

Creating a purchase order (PO) is the first step in the procurement process. Follow these steps:

1. Navigate to the Purchase Order Module

   • Open Dynamics AX and go to the 'Procurement and Sourcing' module.

2. Initiate a New Purchase Order

   • Select "Purchase Orders" from the menu.
   • Click on "New" to create a new PO.

3. Enter Vendor Information

   • Select the vendor from whom you are purchasing.
   • Ensure all details like vendor address and contact information are correct.

4. Add Items to the Purchase Order

   • In the lines section, add the items you wish to order.
   • Specify quantities, item numbers, and pricing.

5. Review and Confirm the Purchase Order

   • Check all entered details for accuracy.
   • Save the PO and then send it to the vendor for confirmation.

Step 2: Receive Items from the Purchase Order

Once the items have been delivered, you need to record the receipt. Here’s how:

1. Access the Purchase Order

   • Go back to the 'Purchase Orders' list.
   • Select the PO for which you want to record a receipt.

2. Create a Receipt

   • Click on the "Receive" button to create a receipt for the items.
   • Confirm the quantities received and adjust if necessary.

3. Validate Receipt Details

   • Ensure that the received items match the PO.
   • Note any discrepancies in quantities or item conditions.

4. Post the Receipt

   • Once validated, post the receipt to update the inventory and financial records.

Step 3: Match Vendor Invoice to the Purchase Order and Receipt

After receiving the items, you need to match the vendor's invoice to the PO and receipt. Follow these steps:

1. Access the Invoice Module

   • Go to the 'Accounts Payable' module in Dynamics AX.

2. Create a New Vendor Invoice

   • Click on "Vendor Invoices" and select "New."
   • Choose the corresponding vendor associated with the PO.

3. Link the Invoice to the Purchase Order

   • In the invoice details, select the option to match the invoice to a PO.
   • Choose the appropriate PO that was used to receive items.

4. Verify Invoice Amounts

   • Check that the invoice amount matches the PO and received amounts.
   • Adjust any discrepancies based on agreements with the vendor.

5. Post the Invoice

   • After verification, post the invoice to record the transaction in the financial system.

Conclusion

By following these steps, you can efficiently manage purchase orders, receipts, and vendor invoices in Dynamics AX 2012. This process helps to streamline procurement operations and maintain accurate records. For further efficiency, consider exploring advanced features in Dynamics AX that can automate parts of this process.