Purchase menu and functionality

The purchase menu covers 2 main aspects. The ability to do express registration, and to create and process purchase orders. The 4 options presented to the user are:


Express registration.
This program allows the worker to perform a purchase line registration into a location.

Create Purchase Journal.
This program allows the worker to create a purchase journal with purchase lines that can later be confirmed and sent to a vendor.

Add Purchase lines.
This program allows the worker add purchase lines to a journal or existing purchase order.

Product Receipt posting.
This program allows the worker to post the product receipt (Purchase Packing slip update)

Express registration

Express registration is a process, where the worker very easily can do a registration of purchase lines into a location. When a purchase line is registered into a location, the quantity will be included in the physical inventory. The physical cost is not posted, and after the registration process is done, and then a product receipt posting must be done, to post the physical cost.


Field and filter explanation:
Bar code:
Accepts item barcodes or EAN128 codes.
Lookup is filtered to only show open purchase lines. If purchase is filled in, then bar code lookup will filter within the purchase.
View details will open the released products form.

The magnifier button will open the items details for this item/barcode.

Accepts confirmed purchase ID’s.

Lookup is filtered to only show open purchase lines with the specified item barcode. If item barcode is not filled in, then purchase lookup will filter on all open purchase orders.

View details will open the purchase order form.
The magnifier button will show all purchase lines in a separate form, showing quantity and remaining quantity.

Warehouse, location, pallet and Batch
Based on enabled storage- and tracking dimensions, the form will request dimensions like warehouse, location, pallet ID or batch number. Only enabled dimensions will show.

Serial numbers are not supported in the express receive.

When the registration is complete, the worker must press the Add button to perform the registration. When doing this, the form will be emptied, and ready for the next item/scan.

What the Columbus PDA will do when posting a express registration, it to create a single line in the Arrival Journal, and instantly post it. So all express registrations will have an arrival journal associated to the posting. The name of the arrival journal will be “Express registration, Purchase %1, Date %2”.

Other design considerations
The reason why the item barcode is the first registration is because it is most likely only the product that does have a barcode attached. But to change the scanning sequence, is a small change that can be done upon request.

Setup Considerations
The express receive will use the default arrival journal. It is therefore important to create a arrival journal name, that do NOT validate pick, buffer and transports. Set up the default arrival journal like this:


Create purchase journal

The create purchase journal is a small form, that allows the worker to build up purchase journals, based on scanning item barcodes. The process starts either by scanning/selecting vendor or by scanning item barcode. The scenario is that this form can be used by a warehouse working that walks around in a warehouse or a store, and orders refills from the primary vendor. After all scanning is done, the worker returns to a PC, and changes the purchase order from journal to order, and then completes the normal order processing of the purchase order.


Field and filter explanation:

Select or enter the vendor ID. The system will automatically fill inn the vendor name in the field below.

Lookup on the vendor only filtering away blocked vendors.

View details will bring up the vendor details.

In the vendor field, it is also allowed to scan item barcode. The PDA, will then fill automatically fill in the item barcode, and the primary vendor.

Bar code:
Accepts item barcodes or EAN128 codes.
Lookup is filtered to only show item barcodes that has the selected vendor as primary vendor. If not vendor is filled in, then it will show all items bar codes.

View details will open the released products form.

The magnifier button will open the items details for this item/barcode.

The item name will also be displayed when the bar code is filled in.

Warehouse will be automatically filled in, based on the primary and current warehouse, selected in the PDA setup.

The quantity will accept EAN 128. If the item barcode is associated with a quantity, then this will be used.

Open orders
The open orders field is used to show other existing open purchase lines that exists for the item. This field is used to help the worker determine if he should check more before ordering.

This form have both a “create” and a “add” function, because if there already exists an open purchase journal to the same vendor, then the form will add the item barcode to the existing purchase order. If the item barcode already exists on the purchase journal, then the quantity will just increase. Else the purchase line and purchase journal will be created.


Add purchase line

The add purchase line is actually the same screen as the create purchase journal screen.


Refer to the previous form for explanation of the field. The main difference is that the vendor field has been replaced with a purchase ID field. The other difference is that it is possible to add lines to a normal purchase order on this screen. Also a magnifier button for seeing the contents of the purchase order has been added. The idea here is that the form can be used to register/create purchase orders in the receive department. One scenario could be registration of blind receipts, where goods has been ordered without having a valid purchase order. Remember to validate and confirm the purchase order as done in the normal order processing after the registration is completed.


Product receipt posting

Posting of product receipt is an important process in Dynamics AX 2012. The process will generate a product receipt formletter, and will also change the inventory transactions to status “received”. Also any item cost will be physically posted to ledger.


The Columbus PDA product receipt posting will ONLY post registered quantities. If the form does not accept the purchase ID you enter/select, it is because the purchase order lines are not registered. The scenario is that the worker uses express registration, and when done the worker can do a product receipt posting to complete the arrival process.

The other criteria is that the selected purchase order must be “confirmed”. Only approved purchase orders will generate a error.

The purchase magnifier will show the registered quantity, and the “remainder” quantity.

Product receipt number:
This is the vendors packingslip number, and must be entered/scanned to be allowed to post the product receipt.

Document date:
If the goods are received on another date then the current date, then the document date can be adjusted.

If the user wants a printout of the product receipt, then select the print option. The printer is determined by the print management setup of standard dynamics AX 2012.

2 thoughts on “Purchase menu and functionality

    • The MC3090 has a resolution of 320×240 and MC3190 is 320×320 so that is too small for this solution. The minimum screensize is 640×480. But there is no problem in downsizing the screens, and use smaller fonts. So the answer er “out-of-the-box” = no, 16 hours of work = yes.


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