Create a purchase order
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Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012
Use this procedure to create a purchase order that has all the information that you need to purchase specific products at a specific price or for a specific delivery date from a vendor.
This topic has been updated to include information about features that were added or changed in the following hotfix for Microsoft Dynamics AX 2012 R3 Cumulative Update 8: KB3047235
Click Procurement and sourcing > Common > Purchase orders > All purchase orders. On the Action Pane, on the Purchase order tab, in the New group, click Purchase order to create a new purchase order.
Click Accounts payable > Common > Purchase orders > All purchase orders. On the Action Pane, on the Purchase order tab, in the New group, click Purchase order to create a new purchase order.
In the Create purchase order form, select a vendor account.
Click Yes to copy vendor information such as the address, delivery address, currency, invoice account number, and language to the purchase order.
Click No to create the new purchase order without copying previous vendor purchase information.
On the General FastTab, in the Purchase type field, select the type of purchase order to create. For more information about order types, see About purchase order types.
Optionally, enter or modify the rest of the information in the Create purchase order form, and then click OK. The new purchase order is displayed.
If a purchase agreement exists for the selected vendor, you can order against the purchase agreement. Purchase agreements are available in the Purchase agreement ID field. For more information, see Create a purchase release order.
In the Purchase order lines grid, click Add line or press Ctrl+N to create a new purchase order line.
At a minimum, on the purchase order line, specify an item or a procurement category, a purchase quantity, a unit of measure, and a unit price.
On the Line details FastTab, on the Delivery tab, enter a delivery date in the Delivery date field. If the purchase order is based on a purchase agreement, the delivery date must be in the validity period of the associated purchase agreement line.
If the purchase order is for a fixed asset, use the Fixed assets tab on the Line details FastTab to enter an existing fixed asset number. You can also create a new fixed asset here.
Click Add line or press Ctrl+N to create additional lines for the purchase order.
To create accounting distributions for a purchase order line, select the line. Then, on the Action Pane, on the Financials tab, click Distribute amounts. For more information, see Create accounting distributions for purchase orders.
To view subledger journal lines, select the line. Then, on the Action Pane, on the Financials tab, click Subledger journal. For more information, see View subledger journals for purchase orders.
If you enable committed costs for purchase orders on the Cost control tab of the Project parameters form, and if you enable budget control for the project on the Setup tab of the Project details form, the purchase order is subject to budget control for the project. If workflow is implemented, the project budget is checked when each line is saved, but it is not reduced until the purchase order is approved.
If you turn on budget control, and you select Purchase orders and Enable budget control for line item on entry in the Select source documents area of the Budget control configuration form, the first column in the Purchase order lines grid in the Purchase order form displays a budget check icon. A red X indicates that the budget check failed, a yellow triangle indicates that the budget check passed with warnings, and a green check mark indicates that the budget check passed. This column is blank if budget checking is not performed. Budget check results can be affected by settings for project budget control, over-budget permissions, and other budget control parameters and settings. For more information, see About budget control.
To display inventory dimensions on the line in the Purchase order lines grid, click Purchase order line > Dimensions.
To validate a purchase order with a vendor before the purchase order is confirmed, on the Action Pane, under Purchase, in the Generate group, click Purchase inquiry.
To reference reserved budget, on the Line details FastTab, under General budget reservations, provide document and line numbers for a general budget reservation. You can click Advanced selection options to search for more reservations.
General budget reservations are available only if the Public Sector configuration key is selected and if Microsoft Dynamics AX 2012 R3 Cumulative Update 8 is installed with the following hotfix: KB3047235
For a project purchase order, the budget reservation line must reference a project. For a non-project purchase order, the budget reservation line cannot reference a project. For more information, see Use project accounting with general budget reservations (Public sector).
Purchase order lines that reference a general budget reservation cannot be edited. This restriction exists to prevent potential accounting errors if changes are made to the purchase order accounting distributions. However, you can add new lines to the purchase order as a way to make changes.
When you specify a general budget reservation on a purchase order line, all project details and project distributions are copied. Because of the budget reservation reference, some of the project details are not editable. For more information, see Create a general budget reservation (Public sector).