Inventory Pick & Receive and Transfer Dynamics AX and Retail Stores

This blog explains some scenario’s about the inventory postings and procedures between the Retail Headquarter (HQ) environment and the Retail stores (POS > Point-of-Sale). The examples are used from the Dynamics AX R2 VM (drop 1). The procedures are explained with the usage of  the following documents:

• Purchase order from HQ to Store (real-time)
• Transfer order from HQ to Store (real-time)
• Transfer order from Store to HQ (real-time)
• Counting journal from HQ to Store (real-time)
• Counting journal from Store to HQ (real-time)
• POS Sale from Store to HQ (periodically)

Purchase order from HQ to Store

Purchase orders are created at the head office. If a retail warehouse is included in the purchase order header, the order can be received at the store by using Microsoft Dynamics AX for Retail POS. After the quantities that are received at the store are entered, they can be saved locally for additional modification. Alternatively, the quantities can be committed and sent to the head office. At the head office, the quantities that were received at the store are displayed in Microsoft Dynamics AX, in the Receive now field on the purchase order.

Step 1: create a purchase order for the New York store. The inventory transaction linked to this purchase order line receives the “Receipt status = Ordered”. Confirm the purchase order.

Step 2: from HQ point of view the on-hand inventory can be reviewed via the on-hand inventory in path: Inventory and warehouse management > Common > On-hand inventory.

From the POS point of view the current inventory can be reviewed via the “Inventory lookup” form.

Step 3: the transaction service places the new purchase order in the New York POS.

Step 4: select the purchase order and review the details. Receive the quantities via the option “Receive all” or the “Enter quantity” option and select the “Commit” button. The POS is returning the message “All lines were committed successfully”. The order is still available in the order list on the POS, with the status “Open”.

Step 5: after the commitment of the Receipt the “Receive now” purchase order line is updated with the quantities received. Review the purchase order via path: Accounts payable > Common > Purchase orders > All purchase orders.

Step 6: the inventory is not updated yet. Therefore the receipt must be posted on the purchase order. Best is to select the “Receive now quantity” on the product receipt. Post the receipt. The status of the inventory transactions is changed to “Receipt status = Received”.

Step 7: review the inventory on hand on the Head Quarter and in the POS. Both applications will state the updated inventory quantity.

Step 8: review the status of the purchase order in the POS. You will mention that the order is no longer available for Picking and Receiving since all items are received. The order is available during partly deliveries.

Transfer order from HQ / Store to Store

A transfer order may specify that a particular store is a location that items can be shipped to. In this case, the transfer order appears at the store as a receiving request in Retail POS or Enterprise Portal. After the quantities that are received at the store are entered, they can be saved locally for additional modification. Alternatively, the quantities can be committed and sent to the head office. At the head office, the quantities that were received at the store are displayed in Microsoft Dynamics AX, in the Receive now field on the transfer order.

Step 1: create a transfer order for the New York store (path: Inventory and warehouse management > Periodic > Transfer orders). The inventory transaction linked to this transfer order line receives the “Receipt status = Ordered” for the Store location New York. The transfer order lines receives the “Issue status = On order” for the HQ.

Step 2: from HQ point of view the on-hand inventory can be reviewed via the on-hand inventory in path: Inventory and warehouse management > Common > On-hand inventory. From the POS point of view the current inventory can be reviewed via the “Inventory lookup” form.

Step 3: ship the transfer order to the store. Use the posting option “Post > Ship transfer order”. Review the inventory transactions and notice that two new lines are added during transfer.

Step 4: the transaction service places the new Transfer in – order in the New York POS.

Step 5: select the Transfer order and review the details. Receive the quantities via the option ”Receive all” or the “Enter quantity” option and select the “Commit” button. The POS is returning the message “All lines were committed successfully”. The order is still available in the order list on the POS, with the status “Open”.

Step 6: after the commitment of the Receipt the “Receive now” transfer order line is updated with the quantities received. Review the transfer order via path: Inventory and warehouse management > Periodic > Transfer orders.

Step 7: the inventory is not updated yet. Therefore the receipt must be posted on the transfer order. Best is to select the “Receive now quantity” on the product receipt. Post the receipt. The status of the inventory transactions is changed to “Receipt status = Purchased” and “Issue status “Sold”. The status of the transfer order is set to “Received”.

Step 8: review the inventory on hand on the Head Quarter and in the POS. Both applications will state the updated inventory quantity.

Step 9: review the status of the transfer order in the POS. You will mention that the order is no longer available for Picking and Receiving since all items are received. The order is available during partly deliveries.

Transfer order from Store to HQ / Store

A transfer order may specify that a particular store is a location that items can be shipped from. In this case, the transfer order appears at the store as a picking request in Retail POS or Enterprise Portal for Microsoft Dynamics AX. After the quantities that are requested are picked, they are committed and sent to the head office. At the head office, the quantities that were picked at the store are displayed in Microsoft Dynamics AX, in the Ship now field on the transfer order.

Step 1: create a transfer order from the New York store to HQ (path: Inventory and warehouse management > Periodic > Transfer orders). The inventory transaction linked to this transfer order line receives the “Receipt status = Ordered” for HQ. The transfer order lines receives the “Issue status = On order” for the Store New York.

Step 2: from HQ point of view the on-hand inventory can be reviewed via the on-hand inventory in path: Inventory and warehouse management > Common > On-hand inventory. From the POS point of view the current inventory can be reviewed via the “Inventory lookup” form.

Step 3: the transaction service places the new Transfer out – order in the New York POS.

Step 4: select the Transfer order and review the details. Receive the quantities via the option ”Pick all” or the “Enter quantity” option and select the “Commit” button. The POS is returning the message “All lines were committed successfully”. The order is still available in the order list on the POS, with the status “Open”.

Step 6: after the commitment of the Pick the “Ship now” transfer order line is updated with the quantities picked . Review the transfer order via path: Inventory and warehouse management > Periodic > Transfer orders.

Step 7: ship the transfer order to the HQ. Use the posting option “Post > Ship transfer order”. Review the inventory transactions and notice that two new lines are added during transfer.

Step 8: the inventory is not updated yet. Therefore the receipt must be posted on the transfer order. Best is to select the “Receive now quantity” on the product receipt. Post the receipt. The status of the inventory transactions is changed to “Receipt status = Purchased” and “Issue status “Sold”.

Step 9: review the inventory on hand on the Head Quarter and in the POS. Both applications will state the updated inventory quantity.

Step 10: review the status of the transfer order in the POS. You will mention that the order is no longer available for Picking and Receiving since all items are received. The order is available during partly deliveries.