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Dynamics 365 Community / Forums / Finance | Project Operations, Human Resources, ... / The best way to regist...
Finance | Project Operations, Human Resources, ...
Suggested answer

The best way to register non ordered items

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Posted on by Kamil_M 5

Hi,

I wonder about the best way to register items i PO received process which was no orderd due to vendor mistake. 

In businness scenario sometimes we have to register some goods which wasn't exist in our products portfolio. So how we can register them to further expleinantion ? And process them through WHS.

The first idea is to generate "dummy" item which will be represent all of non orderd items but as You know this solutions has a lot of shortcomings. (plenty of different items in one index etc.)

Therefore, I am asking fot the best way to keep information about this type of goods in AX.

  • Kamil_M Profile Picture
    Kamil_M 5 on at
    RE: The best way to register non ordered items

    Hi Junaid

    Yes, these kinds of vendor errors are only posted physically and waiting for the situation to be clarified in our magazine. Most often they return to the vendor on the next occasion.

    The most popular situation is when we receive wrong tires size or model or etc. (and we dont have proper EAN in our system)

    Now I think about another solutions. If we use inventory status - "wrong item". And register all on purchase order as expected items on PO.

    It doesn't matter for system status "wrong item"  on for example (tires in size 17 instead tires in size 18) or (air filter instead oil filter) so we dont need to create "dummy" items for this type of mistake when we don't have the proper EAN number in InventTable.

    Or is posibility to use inbound loads to record all differents between origing PO and receive process.

  • Suggested answer
    Junaid Idrees Profile Picture
    Junaid Idrees on at
    RE: The best way to register non ordered items

    Hi Kamil,

    Means you will only post product receipt to update the stock but without invoice to just maintain physical cost. Is my understanding correct? The question is do you usually run inventory closing at month end?

    Yeah it is dummy or regular items but end of the day it will get recorded in Inventtable and honestly speaking on real ground, nothing is called dummy and if it has stock in your inventory :)  

    what kind of items these are that you register from mobile device?

  • Kamil_M Profile Picture
    Kamil_M 5 on at
    RE: The best way to register non ordered items

    Hello everyone

    @Ludwig - As far i know no modyfication was made in this instance of AX.

      This form on my screenshot is WHSWorkExecuteDisplayPOItemReceiving which was created in Mobile device menu items.

    @Junaid - Thanks for Your response.

    The key needs in this proces is to keep stock of this items and physical transactions. But i would like to avoid use "dummy" items due to nessery of creation records in InventTable dynamicly from mobile device - its can be underperforming.

    Hence my question. :)

    But as far i see is no better option.

  • Suggested answer
    Junaid Idrees Profile Picture
    Junaid Idrees on at
    RE: The best way to register non ordered items

    Hi Kamil,

    I will also suggest to use "procurement category"  an easiest way without creating or releasing products. The only downfall side of this work around is that you can use category to book your expenses to your P & L account but not as stockable product.

    And if your requirement is to create a inventory based product to facilitate your non ordered items then i suggest to create a sperate dummy item group/item model group and link all your dummy products with them. You can also use specific prefix to maintain those dummy products.

  • Suggested answer
    Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: The best way to register non ordered items

    Hi Kamil M,

    Personally, I would use a procurement category that posts amounts to an expense account.

    The assumption here is that you don't really care much about the additional items that you get.

    If, on the other hand side, you need to count, register, stock, etc. those non-ordered items then it might be better to use items instead of a procurement category.

    About your registration issue:

    Is the pop-up window that you shared part of a localization or a modification that has been made to your system?

    I have not seen a similar form before and wonder whether some changes that have been implemented in your system are responsible for the issue that you are prevented from registering those items.

    Best regards,

    Ludwig

  • Kamil_M Profile Picture
    Kamil_M 5 on at
    RE: The best way to register non ordered items

    Hi Ludwig

    First of all i thank You for the response.

    My question not concern some a specifc bug in AX. Is more about asking for advice to find the right concept to register items which we don't have in released products. (in table ECOResProductTable)
    This case concern D365 F&O and 2012 R3 both

    I was faced with this businnes scenario and think about possible solutions with use as little as possible modifications:

    1) As I wrote above - i would like to use some "dummy" itemId which will be represent all kind of no orderd items and additional logic to "register" new purchline in order from mobile device;

    2) I will use ProcurementCategory and and additional logic to "register" new purchline in order from mobile device;

    As You see below AX prevent me to register some non expected items;

    CommunityScreenShot2.JPG

  • Ludwig Reinhard Profile Picture
    Ludwig Reinhard Microsoft Employee on at
    RE: The best way to register non ordered items

    Hello Kamil,

    I noticed that your thread is already open a couple of days but that no response has been provided.

    Can you let us know if you have already been able to get things sorted out in the meantime?

    Also, do you operate AX2012 or D365FO?

    Best regards,

    Ludwig

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