Sales order line descriptions in Dynamics AX 2012

A colleague has just reminded me that there’s an option to copy notes attached to a customer to a sales order header and item notes to the a sales order line. Murray Fife did a great blog post on that: https://dynamicsaxtipoftheday.com/2014/04/08/configure-customer-and-product-notes-to-copy-automatically-to-the-sales-order/

However, there are also a few configurations options which can be used to setup how the system builds the sales order line description. Mostly, the description on the sales order line is controlled by Forms setup. Accounts receivable > Setup > Forms > Form setup:

The setup is controlled by the first four fields:

Field Options Description Typically set as:
Item number in forms Our
Your
Both
Specifies whether the item number in external documents (e.g. invoices) should be the company’s item number, the customer’s item number, or both. Both
Blank item number in forms Item number This item number is not printed on external documents Blank
Include both name and description Blank
Ticked
If ticked both the product name and the product description are copied into the sales order line text field Ticked
External item description Overwrite
Append
Customer specific item descriptions are added to (or replace) the sales order line text field Append

On the product, we have a Product name and a Description. Both the Name and Description may be translated. Product information management > Common > Products > All products and product masters > Edit:

Product variants have their own Product name and Description:

And finally we have some Item setup. Product information management > Common > Released products > Edit:

Note that you don’t have an item name and description – these are set from the product, but the item can hold customer (or vendor) specific numbers and descriptions. Product information management > Common > Released products > Edit > Sell > External item description:

And:

Ok, so now we’re ready to look at some alternative setups.

Scenario 1: Both and Both and Append

Setup

Sales order line

I

Invoice

Scenario 2: Our and Both and Append

Setup

Sales order

Invoice

Scenario 3: Our and Description and Append

Setup

Sales order

Invoice

Setup

Sales order

Invoice

Scenario 5: Your and Both and Overwrite

Setup

Sales order

Invoice

Scenario 6: Your and Both and Overwrite (no customer External item setup)

Setup

Sales order

Invoice

Hopefully, one of these scenarios meets your business requirements.