View Unused Purchase Order Sequence number

(0) Share

Report

Posted on by Ethan Ong

1,800

Hi all,

I have difficulty in retrieving unused/cancelled Purchase Order sequence number. In the Purchase Order listing view, I will see PO###13 and the next number is PO####15. Now I did it deliberately to test whether there is an audit trail to view who had press "Esc" before even creating the PO.

I am looking high and low for it for the features such as Audit trail in General Ledger module but could NOT retrieve anything. If in future the client who is finance which to retrieve such errant work, where can he or she retrieve it?

Please advice.

Thanks.

*This post is locked for comments

All responses (12)

Answers (1)

Ethan Ong 1,800 on at

Like (0)

Report

RE: View Unused Purchase Order Sequence number

hi guys,

thanks for the enlightenment . We are introducing Ax2012R3 for our client. Anyways The suggestion and feedback are grear. Really appreciate all your help and knowledge on AX.
Maxim Gorbunov 456 on at

Like (0)

Report

RE: View Unused Purchase Order Sequence number

Correction:

Rao,

You are right if we are talking about AX2009 and earlier. Starting from AX2012, voided purchase orders no longer exist.

Ethan,

Which version of AX are you using?

Regards,
Maxim
Maxim Gorbunov 456 on at

Like (0)

Report

RE: View Unused Purchase Order Sequence number

Hi Rao,

I think you confused that with the voided sales orders. Indeed, deleted sales orders can be saved in the voided sales order table in the Sales and marketing module. No similar functionality exists for purchase orders. A versioning approach is used in the purchase order module instead. Each modification of a confirmed purchase order creates a new purchase order version. Unconfirmed purchase orders are not considered documents and therefore they are not saved anywhere if deleted.

Regards,

Maxim
Javed Akhtar 45 on at

Like (0)

Report

RE: View Unused Purchase Order Sequence number

If your purchases are marked as voided (in AP parameters) - you can see the deleted purchase orders in AP-> Inquiries -> History -> Voided Purchase Orders...
Maxim Gorbunov 456 on at

Like (0)

Report

RE: View Unused Purchase Order Sequence number

Hi Ethan,

What you are looking for is a purchase order confirmation. Purchase order confirmations are documents that are sent to vendors to order goods or services. Purchase orders are merely journals which bear no financial meaning until they are confirmed (i.e. posted). You don't expect your journal numbers to be in sequence, do you? I would agree that the choice of name is somewhat unfortunate and purchase orders should have been named purchase order journals but that's the name that's been used in AX for over 15 years and we will have to live with that.

Welcome to the world of Dynamics AX. I hope the product will grow on you :)

Kind regards,

Maxim
Mea_ 60,278 on at

Like (0)

Report

RE: View Unused Purchase Order Sequence number

I did not say anything about how audit works :)

I just said that in AX you can delete SO or PO and you cannot delete invoice or packing slip, that's all. I know a lot of customers that have "delete order after invoicing" parameter enabled in AR, so they don't store invoiced SO at all because of performance reasons, probably it breaks data integrity and internal control your are talking about but it is what it is.

However this is not related to you original question at all.

Did you try to use continuous number seq ?

Also you can set number seq to manual, in this case you will be able to enter any numbers you want.

Another option is customization, if AX does not meat your requirements you can always implement whatever you want, it is not so hard to track who canceled PO creation if you don't want to use database log.
Ethan Ong 1,800 on at

Like (0)

Report

RE: View Unused Purchase Order Sequence number

Hi ievgen,

Thank you for your enlightenment on how Audit works. Please rest assured, if you have any audit friends behave that way, please let me know on how they way they practise. Although the natural audit works is by way of completeness and accuracy in reporting which leads to data integrity and internal control in the system.

But I bet AX do not have such thing as "Internal Control" as well. So far is NOT even stated such function available. Sigh...

Thanks for the information though.
Mea_ 60,278 on at

Like (0)

Report

RE: View Unused Purchase Order Sequence number

You can find "Jumping" numbers across AX and it's ok. As I said you can use continuous number seq for PO in that case AX will reuse all number so you won't have any gaps. However, it has performance impact as well and general recommendation from MS is to use them only if there is legal requirements. I have no idea if you have it in Singapore so it's up to you. You can read more here technet.microsoft.com/.../hh209457.aspx.

PO is a source document so you can create one by mistake and delete it immediately, it should not be a problem. I have never heard about some one looking at PO's or any requirements to store PO, only Invoices. Don't forget that PO could be changed, that's why you have history on it and you can post confirmation as well.

As far as I know there is no audit for number seq in AX, so probably data base log is only option.
Ethan Ong 1,800 on at

Like (0)

Report

RE: View Unused Purchase Order Sequence number

ievgen, in order for you to derive Invoice in the first place, you need PO. PO is subject to management approver before you can even reached to invoice.

As for auditor, they will trace all the way from Purchase invoice, to DO and back to the inception source document which is the PO and vice versa.

So if the auditor ask why the number is jumping? How would answer in this case? Is it system bug? Is it data integrity? Is it someone trying to circumvent the controls, by issuing the PO without being notice by the approver, which collude with Supplier to supply the deliveries and change the company handsomely....

Hence, is the only solution is via Database log? Or is there any alternative that we can tweak from the front end? I recalled there is voucher trail, but that is only if the source document get posted.

But thank you for the immediate response though.
Verified answer

Mea_ 60,278 on at

Like (0)

Report

RE: View Unused Purchase Order Sequence number

As far as I know PO is just a source document and could be deleted, so it is not a subject of audit process. Usually you need to take care only about invoices.

You can have continuous or not continuous number sequence, they have different behavior, what type are you using ?

So what's wrong with data base log ?