Hope all of you had blasting New Year celebrations!!!
I wish you a very happy New year and hope all of us will make the whole year wonderful.
Wanted to discuss on the complete procurement cycle which starts from Creating PR, PR to RFQ and RFQ to PO, but, don’t want to make it boring one for the Daxers who already knew it. At the same time, don’t want to ignore the newbies and their questions.
I hope my coming few posts on the PR creation and PR to RFQ creation will comfort the newbies in this area, also, I expect few interesting questions in this area will be answered(especially the ones which I am seeing frequently in the forums)
The readers who are familiar with the PR and RFQ process: can go through the below questions and if you have the answers for all the below, you may skip these posts.
Readers who are not familiar with PR process: just don’t stress about the below questions and go on with reading the posts.
Can we create a Purchase requisition without having a workflow created?
How to create the RFQ from the PR and exactly at which stage we can create the RFQ?
If an RFQ is created from a PR, can we process the PR to next level without completing the RFQ process?
Can we create multiple RFQs for a Single PR? If so, how?
Once a PR is approved, how can we manually create the PO with reference to the approved PR?
Can we configure the system in such a way that a PO is created automatically upon PR approval? What is the setup that is required in AX2012?
What if we want the system to automatically create the Purchase orders, only when the PR amount is below a particular value and if it exceeds system should not create the PO.
Can we create a RFQ without having a PR created?
How a PO can be created from the RFQ?
Can we have two POs created from a single RFQ? (Elaborating my question) Suppose, if an RFQ has 2 items x and y, supplier A quoted a better price for item X whereas supplier B quoted a better price for item y. In this case, will it be possible to create two POs from a single RFQ i.e., one PO to supplier A, other PO to supplier B?
Those, who are still reading, I appreciate your learning zeal.
To start working on purchase requisition below are the initial things that need to be setup in the system.
-> Link the user to an Employee – without linking the user to an employee you cannot create the PR as system will not know which employee is creating the PR.
To link the user to employee, have an employee created in AX and link the employee to user by going to System Administration>Users>Relations>
Note: The beginners usually see the “New purchase requisition” button is disabled in the Purchase requisitions form or an error “Preparer must be filled in”. Linking the user to an employee will resolve these two issues.
Setup the workflow – without having the workflow created, you can just create the purchase requisition but cannot process it further (I am not explaining the workflow creation as I am focusing on the other things)
Questions & Answers:
Q: Can we create a Purchase requisition without having a workflow setup in the AX system? (This is the questions by most of the beginners)
A: You can create the purchase requisition without setting up the Purchase requisition workflow. But, you cannot process it further which means it is no use of just creating and leaving the purchase requisition in the form. If the PR workflow is setup in the system, then based on the approval hierarchy, it awaits the approval from the respective user.
Q: Can we create an RFQ from the PR? Does any further setup required?
Ans: Yes, you can definitely create the RFQ and no other setup required for the same. We are going to see the RFQ creation process in the coming post.
Q: Can we create multiple RFQs for a Single PR? If so, how?
Ans: You can definitely create multiple RFQs from a single PR. Of course, you can do it only when the PR has multiple lines. So, if a PR has 2 lines, then you can create RFQ1 for Line1 and RFQ2 for Lines and process them independently.
Q: How to create the RFQ from the PR and exactly at which stage we can create the RFQ?
Ans: You can see the “Request for Quotation” button in the Purchase requisition which will be enabled only when the PR status is “In review”. So, an RFQ can be created only when the status of the PR is “In review” that too it can be created by the user who needs to review it (as per the workflow setup). My next post will explain it in detail.
Q: From a PR, can we directly create the PO without creating an RFQ?
A: Yes, we can create the PO without having the RFQ created, as the RFQ creation is not a mandate process from the PR it is an optional case where in case you want to get the quotation from multiple suppliers and choose one among them.
I didn’t explain the Purchase requisition creation process as it can be found anywhere over the net or in the training manuals. You can go through the below link to understand why the purchase requisition is used in the organization and creation process of the same. (I will be filling the gaps :D)
Hope you will like the post and wait for the coming posts regarding the RFQ and PO Creations from PR.
Your suggestions and feedback on this post is most welcome. Feel free to contact me for any queries.
Catch you with interesting posts very soon. Keep Daxing!!!