Part 2: How to Control Item Availability & Access Pricing Info in Microsoft Dynamics AX
This is the second part of a blog post that explores List Items, 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.
Create a Sales Order from a Customer Specific Item List
Go to the Sales and Marketing or Accounts Receivable module in the Common section, click Sales Orders, then click All Sales Orders. On the Action Pane in the New section, click the Sales Order button*(see image 11). This will open the Create Sales Order form (see image 12), select customer account (see image 13), then on the General fast tab fill in Customer Requisition and Customer Reference fields as required, and select Site and Warehouse. On the Shipping fast tab, set the Requested Ship Date and the Requested Receipt Date (see image 13), then select the Mode of Delivery and Delivery Terms and click OK. Provided the checkboxes covered in the requirements section above are checked, this will open the Item List form (see image 14). On the left of this form are the Item Lists available to use with this customer. There will only be one list that is directly linked to the customer account as AX only allows one, but any of the non-customer specific lists will also show in this section. Click on the Item List desired. Manipulate the Items grid to include exactly the items, quantities and units of measure desired. Click the Copy and Close button** at the top of the form. This will close the Item List form and open the new Sales Order with the items (see image 15), quantities and units of measure from the Item List form on the sales order lines.
* A sales order can be created from the Customer Master by highlighting a customer account in the grid and then going to the Sell tab in the Action Pane and clicking the Sales Order button in the New section. This method of creating a Sales Order does not utilize the Item List functionality
** You can click the Copy button at the top of the form and this will open the new Sales Order with the items and quantities from the Item List but the Item List form will remain open in the background.
Create a Sales Order from a Non-Customer Specific Item List
This process is the same as stated above but you select one of the non-customer specific Item Lists (see image 17). These types of Item Lists are available to all customers on all Sales Orders, regardless of whether or not the checkbox on the customer master file is checked to allow Item Lists. The checkbox on the Accounts Receivable Parameters turns on the functionality of Item List and makes the Item List form appear when clicking OK on the Create Sales Order form. The checkbox on the customer master file allows an Item List for that specific customer to be created.
Create a Sales Order without Using the Item List Option
If you do not want to use an Item List to create a Sales Order or if no Item List displays on the Item List form when it appears, you should click the close button at the bottom of the form (see image 15). This will open the Sales Order with no lines as normal.
Use of Item Lists vs. Copy Order Lines
The “Copy From All” function has its purpose but can inadvertently cause issues if you forget to click certain checkboxes for certain purposes. The ”Copy From All” function also copies information from the Sales Order Header on the order used and this can provide incorrect dates, sites, warehouses, modes of delivery and delivery terms. It is also possible to copy header and line charges from the Sale Order used that may or may not be desired or accurate.
The Item List does not refer to any previous sales orders when creating a New Sales Order, it only allows selection of items, their quantities and units of measure. When the item lines appear on the new Sales Order, AX acts as if they were added manually and adds all relevant information just as in the standard creation of Sales Order lines. This avoids the possible human errors in the “Copy From All” functionality. This also allows for some control of items for purchase by specific customers. By setting up Customer Specific Item Lists with only items that the specific customer is allowed to purchase and then setting business policies that all customer have a Customer Specific
Item List and all Sales Orders are to be created from the Item List form, will allow some control of what items a customer is permitted to purchase. This is not foolproof but it is better that spending time and money on a customization for this requirement.
Item Lists and Trade Agreements with Current or Future Effectivity
Since items added to a Sales Order from an Item List are just like normally created sales order lines, the Trade Agreement Pricing that match the effectivity dates provided by the parameters on the Sales Order will apply. Trade Agreements with future pricing, based on Price Date, will also apply correctly when using the Item List method.
Auto Charges and Item Lists
In addition to pricing, all Auto Charges setup for the Header or the Lines of the Sales Order will be created as normal when using the Item List method.
Item List Short Comings
There are a couple of things to realize when using the Item List method to create sales order lines.
- When the checkbox for Item List Generation is checked in Account Receivable Parameters, it activates the Item List form for all customers and all sales orders, even if the customer you are creating a sales order for is not activated for an Item List. This is easily skipped by closing the Item List form when it appears but it does present an extra step in creating a sales order.
- Since Microsoft did not include Catch Weight in R3, the code for Catch Weight items in the Item List form is not complete. You can still put Catch Weight items on an Item List and they do create sales order lines but the quantities and units of measure from the Item List do not move to the sales order line. Instead for a Catch Weight item, you end up with a line on the sales order for the item, but with a quantity of 1 and the Catch Weight unit of measure regardless of what was present on the Item List for quantity and unit of measure.
I covered a lot of ground in these two posts -- if you have questions, shoot me an email at firstname.lastname@example.org