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:

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
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
If ticked both the product name and the product description are copied into the sales order line text field Ticked
External item description Overwrite
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:


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

Scenario 1: Both and Both and Append


Sales order line



Scenario 2: Our and Both and Append


Sales order


Scenario 3: Our and Description and Append


Sales order



Sales order


Scenario 5: Your and Both and Overwrite


Sales order


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


Sales order


Hopefully, one of these scenarios meets your business requirements.

Sales price trade agreement with quantity breaks in AX 2012

In October I created a post about sales price trade agreements (see here).

Miranda left a comment asking for an explanation of a price break scenario like this:

Buy 1 – 5 units, you pay $48.00

Buy 6-10 units, you pay $44.00

Buy 11-24 units, you pay $42.00

Buy 25+ units, you pay $39.00

I’m not sure how to put screen-shots in replies to Comments, so I’ve created this post. I’m working in the standard Dynamics AX 2012 R3 CU9 demo image. I’ve created a new item. Incidentally when I setup a new item I usually set the default site in the Default order settings and the Default warehouse in the Site specific order settings – that saves a bit of time when you’re creating sales orders. Here’s the sales price trade agreement:

(I have to come clean and admit that my first attempt, on the first row I had a From = 0.00 and a To = 5.00. That doesn’t work – so notice that the To quantity on the first row is the same as the From quantity on the next row, and so on for all rows). I’ve also ticked ‘Find next’ but in this case I don’t think that’s doing anything.

I’ve created these sales price trade agreements for a customer price group, because that’s how it’s normally done, but of course you can have sales prices for a specific customer (Table) or all customers (All). I’ve also set a ‘From date’, because I think that’s best practice. When these prices are changed you should set the ‘To date’ on these records, and create new ones with the appropriate ‘From date’.

I need to check that my customer is in this sales price group and then I can create a sales order.

Here’s the sales order – this isn’t trying to be a realistic sales order, it’s a dummy just to test the prices, and I’m testing each ‘boundary condition’:

I’ve also added a line using a different unit of measure. I’ve declared that this item 1 Pair = 2 ea. As expected the sales price trade agreement isn’t found. The sales price trade agreement is defined for a specific sales unit of measure, and for a sales order currency.

Miranda’s comment also mentioned variants, so I’ve setup a product master with a couple of configurations. The Product dimension group setup defines whether the dimension is active for sales price search:

Config is used for sales prices. If the sales price trade agreement row has a configuration, it is used – if it doesn’t, it’s the default for all configurations:

So I’ve got different prices for my two configurations for 1 to 5 units, but the same price for 6 or more units.

Here’s the sales order test of that setup:

One final thing – Sales and marketing > Inquires > Prices can also be used to test your sales price trade agreement setup:

Hope this is useful – thanks for the comments and feedback.

Explode a sales order line in AX 2012 R3

In a workshop today we were discussing a sales process where the customer orders a kit of parts. One option we looked at was supplementary items – and I’ve already documented them in an earlier post. So today I’m looking at the ‘Explode > BOM Lines’ function on sales order lines. First I’ll setup the item the customer orders, ‘ITEM-ABC’ and define its Bill of material as one of ‘PART-A’, ‘PART-B’, and ‘PART-C’:

I’ve Approved the BoM and made it Active.

Now let’s create a sales order for our kit item:

Now choose the Sales order line > Explode > BOM lines menu option:

When you choose that menu option, the system displays the Active bill of material:

You can’t make any changes on this form, but don’t just click OK, (because nothing happens, which is a bit disconcerting). Before you click OK, select the BOM lines you want, logically all of them:

and then when you click OK, the system adds those sales order lines:

Notice however, that the system’s cancelled the original sales order line. Now you might take the view that that’s fair enough – obviously we don’t want to issue the kit item and issue the component items – but we’re losing the opportunity to print a delivery note or invoice for the item the customer ordered – and we’re losing the option to give the customer a favourable price for ordering the kit (as opposed to ordering the individual items). So one work-around here is to add an additional [Service] item into the Bill of material, which is going to be the sales order line that picks up the sales price and gets printed on the packing slip and invoice. Optionally, you might want to suppress the printing of the other [zero priced] lines on the Invoice.

Given these issues, you may want to look at the ‘Auto-report as finished’ option on the item:

Now, when we post the sales order packing slip, the system creates and posts a BOM journal:

The BOM journal takes the components out of inventory and receives the item we’re delivering:

In earlier versions of Dynamics AX the system used to create and post the BOM journal when you post the sales order invoice, which meant that you had to set up the Auto-report as finished item to allow negative inventory (since you delivered it before you received it), but this doesn’t give us perfect solution either – there’s no way of creating a picking list and sending that to the warehouse to tell them to pick the components.

I think the ‘Explode’ option is closer to a working solution – but still needs some customisation to make it work.