Key tasks: Create and submit a purchase requisition

Applies To: Microsoft Dynamics AX 2012 R3, Microsoft Dynamics AX 2012 R2, Microsoft Dynamics AX 2012 Feature Pack, Microsoft Dynamics AX 2012

You can use a purchase requisition to submit a request for items or services that your organization requires.

When using purchase requisitions, you can do the following:

• Request items and services from an internal catalog. You can also request items and services that are not listed in a catalog.

• Request items or services on behalf of someone else, or for a legal entity or operating unit other than the one in which you hold a primary position.

• Suggest a vendor to order an item or service from.

• Distribute an amount on a purchase requisition line to multiple financial accounts and dimensions.

• Perform budget-checking on the purchase requisition if your organization uses budget-checking.

• Submit the purchase requisition for review and approval.

What do you want to do?

Learn more about...

Create a purchase requisition

View and modify purchase requisition lines

Suggest a vendor

Distribute an amount on a purchase requisition line

Perform a budget check for a purchase requisition line

Submit a purchase requisition to workflow

Work with a requisition purpose in Microsoft Dynamics AX 2012 R2

Find form help

Find related tasks

Learn more about...

Click these links to find more information about the concepts that are discussed in this topic.

About purchase requisitions

About statuses for purchase requisitions

Overview of a purchase requisition workflow

Create a purchase requisition

Use this procedure to create a purchase requisition to request items or services for yourself, on behalf of other people, or for other legal entities or operating units. If you create purchase requisitions on behalf of another person, the purchasing policies that apply to that person, such as spending authority or available catalog items, are applied to these purchase requisition lines. If you create purchase requisitions for other legal entities or operating units, the purchasing policies that apply to those legal entities and operation units are applied to the purchase requisition lines.

1. Click Procurement and sourcing > Common > Purchase requisitions > Purchase requisitions prepared by me.

2. On the Purchase requisitions prepared by me list page, on the Action Pane, click Purchase requisition.

3. In the Prepare a new purchase requisition form, enter a name for the purchase requisition, and select the requested date and accounting date for the purchase requisition. By default, these dates are copied to the purchase requisition lines. They can be changed at the line level. The requested date is the requested delivery date. The accounting date is used to record the accounting entry in the general ledger, and to validate whether budget funds are available.

   Note

   The requested date can be modified to allow for a lead time that is associated with a product on a purchase requisition line.

4. If the purchase requisition has lines for project expenditures, select the Select default project check box, and then enter the following information:

   • In the Buying legal entity field, select the legal entity to which the project is assigned.

   • In the Project ID field, select the project ID to display by default on all purchase requisition lines for the project.

   Note

   The project data can be deleted or changed at the purchase requisition line level, but it will only be copied to the purchase requisition lines that are assigned to the buying legal entity that the project is assigned to.

5. In the Purchase requisitions form, on the Purchase requisition header FastTab, select a business justification reason, and enter a description. By default, the business justification reason that you select appears for the purchase requisition lines, but you can change it at the line level.

   Note

   If you want to place a purchase requisition on hold, select the On hold check box in the Sourcing area, and provide an Explanation.

   This control is available only if Microsoft Dynamics AX 2012 R3 is installed.

6. To add line items to the purchase requisition, on the Purchase requisition lines FastTab, click Add items.

   Note

   You can also click Add line to add a line item and manually enter the required information.

7. In the Add items form, on the Catalog items tab, select the items that you want to add to the purchase requisition, and then click Select ->. You can select multiple items to add them to your purchase requisition at the same time.

   Note

   If additional details about the product, inventory, or project dimensions are required for the items or services that you selected, enter them on the Details tab in the lower pane.

   The list of items on the Catalog items tab is filtered by requester, buying legal entity, and receiving operating unit. You can also filter the list by procurement category.

   Note

   If you have been granted permission to request items or services on behalf of another user or another legal entity or operating unit, you can select the requester, the buying legal entity, and the receiving operating unit for which you are authorized to request items or services.

8. To add items that are not found in a catalog, click the Non-catalog items tab, and follow these steps for each product that you want to order:

   1. Enter a product name.

   2. Select a procurement category for the product, and enter an optional description.

   3. In the Vendor account field, do one of the following:

      • Select an approved vendor.

      • Leave the field blank. A purchasing agent will select a vendor during the purchase requisition approval process.

      • Suggest a new vendor for the product. For more information about how to suggest a vendor, see the “Suggest a vendor” procedure later in this topic.

   4. Enter a quantity, unit price, and currency for the product, and then enter the unit of measure in which the product is purchased.

   5. If the product can be ordered online, you can enter a web address and the external item number that is assigned by the vendor.

   6. Click Select -> to add the non-catalog item to the list of products that you want to add to the purchase requisition.

9. Optional: You can specify a general budget reservation on a purchase requisition line.

   Note

   General budget reservations are available only if the Public Sector configuration key is selected and if Microsoft Dynamics AX 2012 R3 Cumulative Update 8 is installed with the following hotfix: KB3047235

   If you use project accounting, all project details and project distributions are copied. Because of the budget reservation reference, some of the project details are not editable. For more information, see About general budget reservations (Public sector) and Use project accounting with general budget reservations (Public sector).

10. In the selected products list, review the items that you selected.

    • To view or modify the product dimensions, inventory dimensions, and project dimensions for the selected product, click the Details tab.

    • To remove a product, select the check box next to it, and then click Remove.

11. Click OK to add the products to the purchase requisition.

12. View or modify the purchase requisition lines, and then submit the purchase requisition for review and approval.

Back to top

View and modify purchase requisition lines

After you add products to the purchase requisition, you can view the purchase requisition lines and view or modify the details for each line item. You can continue to add or remove items and services as long as the purchase requisition has a status of Draft. If the purchase requisition has been submitted for review, you must recall it before you can remove a purchase requisition line. For more information about purchase requisition statuses, see About statuses for purchase requisitions.

1. Click Procurement and sourcing > Common > Purchase requisitions > Purchase requisitions prepared by me.

2. On the Purchase requisitions prepared by me list page, double-click the purchase requisition that contains the lines that you want to modify.

3. In the Purchase requisitions form, on the Action Pane, on the Purchase requisition tab, in the Maintain group, click Edit.

4. On the Purchase requisition lines FastTab, select the line that you want to view or modify, and then click Details.

5. View or modify information about the delivery address and other details, such as the fixed asset group, project, financial dimensions, and inventory dimensions for the line.

6. If the line item qualifies as a fixed asset, on the Fixed assets FastTab, enter any additional information about the item. After the asset information is entered, the system evaluates the data and automatically assigns the appropriate asset group to the item. Asset groups are user–defined codes that identify the purpose for purchasing the fixed asset.

7. After you change the purchase requisition line, on the Action Pane, on the Purchase requisition line tab, click Line details.

8. If you have no additional changes to the purchase requisition lines, submit the purchase requisition for review and approval.

Back to top

Suggest a vendor

Use this procedure to suggest a new vendor for a product. This option is available only for purchase requisition lines that reference a non-catalog item or service.

1. Click Procurement and sourcing > Common > Purchase requisitions > Purchase requisitions prepared by me.

2. On the Purchase requisitions prepared by me list page, select the purchase requisition for which you want to suggest a vendor, and then on the Action Pane, on the Purchase requisition tab, click Edit.

3. In the Purchase requisitions form, on the Purchase requisition lines FastTab, select the line for which you want to suggest a vendor. Click Purchase requisition line > Suggest vendors.

4. In the Vendor suggestions form, select a vendor from a list of company vendors or propose a new vendor with whom you want to do business. Do one of the following:

   • To select a vendor from the list of company vendors, on the Company vendors FastTab, click Add. In the Vendor account field, select the company vendor from the list.

   • To propose a new vendor, on the New proposed vendors FastTab, click Add. Enter the name of the proposed vendor, and add contact information such as a telephone number and email address. You can add details about your suggestion in the Notes field.

Back to top

Distribute an amount on a purchase requisition line

Use this procedure to distribute an amount on a purchase requisition line to multiple financial accounts and dimensions. You can also modify the default financial accounts where the purchase of the item is recorded.

1. Click Procurement and sourcing > Common > Purchase requisitions > Purchase requisitions prepared by me.

2. On the Purchase requisitions prepared by me list page, create a new purchase requisition or select one in the list, and then on the Action Pane, on the Purchase requisition tab, click Edit.

3. In the Purchase requisitions form, on the Purchase requisition lines FastTab, create or select a purchase requisition line. Click Financials > Distribute amounts.

4. In the Accounting distributions form, you can view the default distribution for the product on the selected purchase requisition line. If you want to override the default settings and distribute the cost of the product to multiple financial accounts and dimensions, follow these steps:

   1. In the Purchase requisition lines field, select the amount that you want to distribute. You can distribute the extended price, discount, and charges individually, or you can distribute the net amount of the line.

   2. In the Distributed by field, select the method of distribution. You can distribute by percent, amount, or quantity.

   3. Click Split to copy the financial account to a new line.

   4. On the new line, select a ledger account and dimension, and then enter the amount that you want to charge to each account and dimension. The amount that you enter for the new line is subtracted from the amount on the original line.

5. If you want to delete a distribution line, select the line, and then click Delete. You cannot delete the original line.

6. If you want to clear all distributions except the original line, click Reset.

7. If you want to split the original line amount equally among the listed financial accounts and dimensions, click Distribute equally.

8. To save your changes and return to the purchase requisition, click Close.

Back to top

Perform a budget check for a purchase requisition line

Use this procedure to view the details about budget errors or warnings for the amounts on a purchase requisition or a purchase requisition line. If your organization uses dimensions, such as departments or cost centers, you can view the budget check results for a combination of financial accounts and dimensions assigned to a purchase requisition line.

You must perform a budget check before you can view the budget check result. When you perform a budget check, the amount on the purchase requisition line is subtracted from the available budget amount. If the amount on the line exceeds the available budget amount, you receive a warning.

1. Click Procurement and sourcing > Common > Purchase requisitions > Purchase requisitions prepared by me.

2. On the Purchase requisitions prepared by me list page, create a new purchase requisition or select one in the list. On the Action Pane, on the Purchase requisition tab, click Edit.

3. In the Purchase requisitions form, you can perform a budget check for all lines or for a selected line. Do one of the following:

   • To perform a budget check for all lines, on the Action Pane, on the Financials tab, in the Budget group, click Perform budget checking.

   • To perform a budget check on a specific line, on the Purchase requisition lines FastTab, select a line, and then click Financials > Perform budget checking.

4. To view the result of the budget check, on the Purchase requisitions form, on the Action Pane, on the Financials tab, in the Budget group, click Budget check errors or warnings.

The result of the budget check is either Budget check passed, Budget check passed but with warnings, or Budget check failed. The Budget check result detail field displays a detailed explanation of the budget check result, and suggests actions that you can take to manage the error or warning.

Back to top

Submit a purchase requisition to workflow

To submit a purchase requisition (or replenishment requisition) to workflow, you must be the preparer. All required fields must be filled in, and the requisition must contain at least one line item before it can be submitted. The requisition must have a status of Draft.

The workflow process can route the requisition through the review process as a single document. Alternatively, the lines on the requisition can be routed individually to the appropriate reviewers. If the requisition lines are reviewed individually, the review process must be completed for all requisition lines before the review process for the requisition can be completed. The overall status of the requisition is controlled by the status of the requisition lines.

For more information about how to configure workflow for requisition lines, see Set up Procurement and sourcing workflows.

If you are using general budget reservations with your purchase requisitions, you can add a reservation task to your purchase requisition workflow. You can also create general budget reservation workflows.

For more information, see Set up general budget reservation workflows (Public sector).

1. Click Procurement and sourcing > Common > Purchase requisitions > Purchase requisitions prepared by me.

2. On the Purchase requisitions prepared by me list page, select the requisition that you want to submit to workflow.

3. In the workflow message bar, click Submit.

4. In the dialog box that opens, enter a comment in the Comment field, and then click Submit.

5. To recall a requisition that you have submitted to workflow, in the workflow message bar, click Actions > Recall.

6. To view the workflow history for a requisition that you have submitted to workflow, in the workflow message bar, click Actions > View history.

Back to top

Work with a requisition purpose in Microsoft Dynamics AX 2012 R2

In Microsoft Dynamics AX 2012 R2, the concept of a requisition purpose has been introduced. A requisition purpose allows for more flexibility in how requisition demand can be fulfilled. When you create a requisition, you can assign one of two purposes to it: consumption or replenishment. The default purpose is consumption. This is equivalent to a purchase requisition in earlier versions of Microsoft Dynamics AX, where the replenishment purpose was not available. Depending on the requisition purpose and how your organization is set up, requisition demand can be fulfilled by a purchase order, transfer order, production order, or kanban. For more information about requisition purposes and how they affect the requisition process, see About purchase requisitions.

A requisition that has a purpose of replenishment represents a demand to replenish inventory, or request items or services. For example, you might want to create a requisition to replenish items so that they can be sold at a specific retail location at a specific time. The demand can be fulfilled by a purchase order, transfer order, production order, or kanban. When the requisition purpose is replenishment, demand is expressed as a quantity instead of a monetary amount. Therefore, encumbrance accounting, budgetary control, business rules for fixed asset determination (BRAD), project accounting, and any related rules do not apply. Any tasks described earlier in this topic that refer to accounting, budget, assets, financial dimensions, project, vendors, and so on do not apply. Only products that are stocked and released to the specified legal entity can fulfill replenishment requisition demand.

By using requisitions with a purpose of replenishment, you can do the following:

• Request items and services from an internal catalog.

• Request items or services on behalf of someone else, or for a legal entity or operating unit other than the one in which you hold a primary position.

• Submit the purchase requisition for review and approval.

The requisition purpose Replenishment must be enabled for your organization before you can create a requisition with a purpose of replenishment. For more information about how to set up requisition purposes, see Requisition purpose rule (form).

Create a requisition with a purpose of replenishment

1. Click Procurement and sourcing > Common > Purchase requisitions > Purchase requisitions prepared by me.

2. On the Purchase requisitions prepared by me list page, on the Action Pane, click Purchase requisition.

3. In the Prepare a new purchase requisition form, enter a name for the purchase requisition, and select the requested date for the requisition. By default, these dates are copied to the requisition lines. They can be changed at the line level. The requested date is the requested delivery date.

4. Select the Replenishment requisition purpose. The requisition purpose might be preselected if Replenishment is the default requisition purpose for your organization.

5. In the Purchase requisitions form, on the Purchase requisition header FastTab, select a business justification reason, and enter a description. By default, the business justification reason that you select is displayed for the requisition lines, but you can change it at the line level.

6. To add line items to the requisition, on the Purchase requisition lines FastTab, click Add items.

   Note

   You can also click Add line to add a line item and manually enter the required information.

7. In the Add items form, on the Catalog items tab, select the items to add to the requisition, and then click Select ->. You can select multiple items so that you can add them to your requisition at the same time.

   Note

   If additional details about the product or inventory dimensions are required for the items or services that you selected, enter them on the Details tab in the lower pane.

   The list of items on the Catalog items tab is filtered by requester, buying legal entity, and receiving operating unit. You can also filter the list by category.

   Note

   If you have been granted permission to request items or services on behalf of another user or another legal entity or operating unit, you can select the requester, the buying legal entity, and the receiving operating unit that you are authorized to request items or services for.

8. Click OK to add the products to the requisition.

9. View or modify the requisition lines. Submit the requisition for review and approval.

After you add products to the requisition, you can view the requisition lines and view or modify the details for each line item. You can continue to add or remove items and services as long as the requisition has a status of Draft. If the requisition has been submitted for review, you must recall it before you can remove a requisition line. For more information about requisition statuses, see About statuses for purchase requisitions.

View and modify replenishment requisition lines

1. Click Procurement and sourcing > Common > Purchase requisitions > Purchase requisitions prepared by me.

2. On the Purchase requisitions prepared by me list page, double-click the requisition that contains the lines to modify.

3. In the Purchase requisitions form, on the Action Pane, on the Purchase requisition tab, in the Maintain group, click Edit.

4. On the Purchase requisition lines FastTab, select the requisition line to view or modify, and then click Details.

5. After you modify the requisition line, on the Action Pane, on the Purchase requisition line tab, click Line details.

6. If you have no additional changes to the lines, submit the requisition for review and approval.

Submit a replenishment requisition to workflow

1. To use requisitions that have a purpose of replenishment, Microsoft Dynamics AX 2012 R2 must be set up to include requisition demand in master scheduling.

2. After requisition demand in master scheduling is set up, approved requisitions that have a purpose of replenishment are automatically released to master scheduling, and the fulfillment method for the demand created by these requisitions is determined. This method is determined by the supply policies that have been set up for the items in your organization and planned by using master scheduling.

3. After a replenishment requisition has been created and approved, no additional user action is required. For more information, see Set up master plans to include requisitions.

   For step-by-step instructions about how to submit a replenishment requisition to workflow, see “Submit a purchase requisition to workflow” earlier in this topic.

Back to top

Find form help

Purchase requisitions (form)

Purchase requisitions - lines (form)

Purchase requisitions (list page)

Vendor suggestions (form)

Business justifications (form)

Find related tasks

Set up permissions for ordering products on behalf of someone else

Set up business justification codes

View the history for a purchase requisition

Set up master plans to include requisitions