Lab - Work with procure-to-purchase processes

  • 25 minutes

Read this first - before you start the lab!

Important

For this lab, you CANNOT sign in with your own credentials. Use the following steps to sign in to your lab environment with the correct credentials.

  1. Ensure that you are signed in to Microsoft Learn.

  2. Select Launch VM mode or Sign in to launch VM mode in this unit.

  3. In the Resources tab on the lab side bar, select the T icon next to Password in the MININT box, to have the administrator password for the Virtual Machine entered for you.

    Screenshot of the administrator password.

  4. Select Enter.

  5. Microsoft Edge will open. Wait for it to navigate to the Sign in page for finance and operations.

  6. On the Microsoft Sign in page in finance and operations, place your mouse cursor into the Username field.

  7. On the Resources tab of the lab side bar, below the Azure portal heading, select the T icon next to Username, then press Enter.

    Screenshot of the Username field and the Sign in dialog box that appears.

  8. Your mouse cursor will now be in the Password page.

  9. On the Resources tab of the lab side bar, below the Azure portal heading, select the T icon next to select Password, then press Enter.

    Screenshot of the Password field the Enter password dialog box that appears.

  10. Don't stay signed in or store the password on the virtual machine.

  11. Select Accept in the Permissions requested page.

    Screenshot of the Permissions requested page.

  12. To see the lab instructions, select the Instructions tab on the lab side bar.

You can now begin your work on this lab.

Before you begin

Before you start work on this lab, you must ensure that the Batch Management Service has been started. To do this, perform the following steps:

  1. Select the Start button at the bottom left of the virtual machine, and search for, and select the Services app.
  2. In the app, scroll down to find Microsoft Dynamics 365 Unified Operations: Batch Management Service.
  3. Then right-click on it and select Start.

Scenario - Create and process a purchase requisition

Create a purchase requisition for 5 pieces of 24-inch HDMI cables by using the procurement category of Computers.

Ensure that your user is associated with a worker. The company in which the worker is employed determines the buying legal entity, hence the policy applied.

Create a purchase requisition

  1. In company USMF, go to Procurement and sourcing > Purchase requisitions > All purchase requisitions.
  2. Select New.
  3. In the Name field, enter New HDMI Cables.
  4. Select OK.
  5. In the Reason field, select General (General supplies).
  6. In the Details field, enter New, longer HDMI cables.

Add an item to the purchase requisition

  1. Select Add products on the Purchase requisition lines FastTab.
  2. Select the Computers procurement category (a subcategory of Office Machines).
  3. Select Add unlisted product to lines.
  4. In the Product name field, enter 24-inch HDMI Cable.
  5. In the Unit field, enter ea.
  6. Select OK.
  7. Select the Details tab in the bottom-right of the page.
  8. In the Quantity field, enter 5.
  9. In the Unit price field, enter 41.
  10. In the Vendor account field, select 1001 (Acme Office Supplies).
  11. Select OK.
  12. Select Save.

Submit a purchase requisition for approval

  1. Select Workflow at the top of the page, and then select Submit.
  2. In the Comment field, enter Request for longer HDMI cables.
  3. Select Submit.
  4. Select Workflow > Workflow history
  5. Select the Refresh icon in the top-right of the page a few times, and wait until the workflow items show records.
  6. Select the Reassign button in the Work items FastTab.
  7. Select Admin in the User field.
  8. Select Reassign.
  9. Close the Workflow history page

Approve the purchase requisition

  1. Select Workflow at the top, and then select Approve.
  2. In the Comment field, enter Approved.
  3. Select Approve.

Scenario - Create and process a request for quotation

Send out a request for quotation to additional suppliers US-111 (Contoso Office Supply) and US-103 (Rain Projectors) for 500 of A0001 (HDMI 6' Cables), then reply and accept a request for quotation (RFQ).

Prerequisite - Enable the RFQ to be edited

  1. Go to Procurement and sourcing > Setup > Procurement and sourcing parameters.
  2. Select the Request for quotation tab.
  3. Enable the Purchaser can edit vendors bid option.
  4. Click Save, and close the page.

Create a request for quotation

  1. Go to Procurement and sourcing > Requests for quotations > All requests for quotations.
  2. Select New.
  3. In the Purchase type field, select Purchase order.
  4. In the Document title field, enter HDMI Cables.
  5. In the Site field, select 1 (Home speakers production).
  6. In the Warehouse field, select 13 (Site 1 - Finished Goods).
  7. Select OK.

Add a line to the request for quotation

  1. If necessary, select Add line to add a line to the list.
  2. In the Line type field, select Item.
  3. In the Item number field, select A0001 (HDMI 6' Cables).
  4. In the Quantity field, enter 500.
  5. Select Save.

Send the request for quotation to the vendors

  1. Select Options at the top, and then select Header view.
  2. Open the Vendor FastTab.
  3. If necessary, select Add to add a line to the list.
  4. In the Vendor account field, select US-111 (Contoso office supply).
  5. Select Add.
  6. In the Vendor account field, select US-103 (Rain Projectors).
  7. Select Save.
  8. Select Quotation at the top, and then select Send under the Process section.
  9. Select OK.

Reply to an RFQ

  1. Go to Procurement and sourcing > Requests for quotations > All requests for quotations.
  2. Open the requests for quotations that were created in the previous steps.
  3. Select Options in the Action Pane, and then select Header.
  4. From Header, go to the list of vendors by expanding the Vendor FastTab.
  5. Select the vendor US-111 in the Vendor FastTab.
  6. Select Manage replies in the Quotation tab on the Action Pane.
  7. Select Edit RFQ reply in the Edit tab.
  8. Select the Lines FastTab.
  9. In the Unit field, enter ea.
  10. In the Unit price field, enter 10.00.
  11. Select Save.
  12. Select Submit.
  13. Select Close in the dialog box displaying You have successfully submitted your bid which appears.

Accept a vendor's reply

  1. Select the Request for quotation number for US-111 (Contoso Office Supply).
  2. Select Reply at the top, and then select Accept under the Process section.
  3. Select OK.

Create purchase policies

In this scenario, you will create a purchase requisition permission policy and purchasing policy.

Create a purchase requisition permission policy

  1. Go to Procurement and sourcing > Setup > Policies > Purchase requisition permissions.
  2. Select Mike Danseglio in the list of workers.
  3. Change to the Requester FastTab.
  4. Select Add in the Requester FastTab on the right side of the screen.
  5. In the Name field, select Susan Burk.
  6. Select Save.

Create a purchasing policy

  1. Go to Procurement and sourcing > Setup > Policies > Purchasing policies.
  2. Select New and then Policy.
  3. In the Name field, enter Office Supplies.
  4. In the Description field, enter Office supplies policies.
  5. Expand the Policy rules FastTab.
  6. In the Policy rule type field, select Category access policy rule(0).
  7. Select Create policy rule in the Policy rules section.
  8. Select Office and Desk Accessories in the Available Categories list.
  9. Select the right-arrow button.
  10. Select OK.
  11. Select Save.
  12. Close the pages.

Close the lab environment

  1. Select Done in the Instructions pane in the lab side bar.
  2. In the Lab is complete window, select Continue, and then select Leave to return to the next unit in the module.