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Inventory registration is a preliminary step before posting the product receipt. The options, which are available for inventory registration, are depending on the warehouse policy.

Referring to the required level of detail, Dynamics AX supports two core warehouse policies:

 Basic approach – No pallet management and no detailed tracking of transactions within the warehouse required

 Advanced warehouse management – Detailed planning and tracking of warehouse work with pallets or other handling units

Depending on the warehouse policy, there are following ways for processing the inventory registration:

 Basic approach

o Registration form – From the order line (e.g. for entering serial numbers) o Item arrival journal – In inventory, avoiding the purchase order form o Arrival overview – Generating item arrival journals

 Advanced warehouse management

o Mobile device – Recording transactions on the mobile devices portal

Inventory registration is only possible for stocked items (as specified in the item model group). The item model group of the purchased item further controls whether you have to post registration before posting the product receipt (Inventory management> Setup> Inventory> Item model groups, checkbox Registration requirements on the tab Inventory policies).

For order lines containing a procurement category or a non-stocked item, inventory registration is not available. You can only post a product receipt for these lines.

This section covers the inventory registration process in the basic approach for warehouse management. Section 8.1.2 contains a description on how to process item receipts if using the advanced warehouse management.

3.5.3.1 Registration in a Purchase Order Line

If it is required to register the item quantity before posting the product receipt, the usual way is to post an item arrival journal or – if using advanced warehouse management – to register mobile device transactions.

But you can also record the inventory registration independently from these advanced options, for example if you need to split the transaction of a single order line into lines with different locations, batch numbers, or serial numbers.

In order to access the item registration from the purchase order form, click the button Update line/Registration in the toolbar of the tab Purchase order lines after selecting the appropriate order line.

The inventory registration form contains two areas: The Transactions tab shows the status of the inventory transaction(s) linked to the order line. The Registration lines tab is used to post the registration.

When accessing the inventory registration from a purchase order line, the tab Transactions initially shows a single inventory transaction, which has been created when entering the order line. This transaction is split into multiple lines if you post

partial deliveries, or if you split the line manually. When registering inventory dimensions like different batch or serial numbers (if applicable), you can split a line by clicking the button Split or Create serial numbers in the toolbar of the tab Transactions.

Figure 3-23: Registering a receipt in the inventory registration form

In order to record and post the inventory registration, insert appropriate lines in the tab Registration lines. As an alternative to manually inserting a record by clicking the button Add in this tab, you can click the button Add registration line in the toolbar of the tab Transactions (see Figure 3-23).

Before posting the registration by clicking the button Confirm registration on the tab Registration lines, you can change the warehouse, the quantity, and applicable inventory dimensions as required. In a partial registration, which is recorded by entering a smaller than the original quantity on the tab Registration lines before posting, the inventory transaction splits into two lines – one for the registered quantity, and one for the remaining quantity.

If you have already started a registration on the tab Registration lines and you want to cancel it before posting, click the button Remove all. Clicking this button restores the registration as it has been before starting the current registration.

3.5.3.2 Registration Status

Once the inventory registration is posted, the recorded quantity shows the status

“Registered” and is available in inventory. After registration, you can transfer, sell, or consume the registered quantity as required in your company.

The Line quantity form (button GENERAL/Related information/Line quantity in the action pane of the order) shows the posted quantity in the column Registered.

Unlike product receipt and invoice posting, which generate voucher documents containing unchanging transactions, inventory registration is a preliminary transaction. If you reset an inventory registration, there is no posted transaction of the original registration any more.

The only transaction which you can still view after resetting a registration is the posted item arrival journal (if registration has been posted through an item arrival journal) or transactions in the advanced warehouse management (if the registration has been posted on mobile devices).

3.5.3.3 Item Arrival Journal

If it is required to register item receipts in the warehouse separately from posting vendor packing slips (product receipts) in the office, you can use item arrival journals. Posting an item arrival journal generates the same transactions in inventory and in purchasing as the registration directly in the purchase order line.

You can access the item arrival journals in the form Inventory management> Journal entries> Item arrival> Item arrival. Registering and posting an item arrival journal works similar to other inventory journals (see section 7.4.2).

3.5.3.4 Arrival Overview

The form Inventory management> Inbound orders> Arrival overview provides an overview of expected item arrivals. On the tab Arrival options and Arrival query details of the form, you can enter filter criteria like the date range of expected receipts (Days back, Days forward), the warehouse, or the vendor (Account number).

Clicking the button Update in the action pane applies the selected criteria. If you want to use the same filter criteria repeatedly, click the button Arrival overview profiles or New arrival overview profile and create one or more profiles with appropriate filter settings. On the tab Arrival options of the arrival overview, you can subsequently select an Arrival overview profile name.

After selecting receipts for arrival (column Select for arrival on the tab Receipts or the tab Lines), click the button Start arrival in the toolbar of the tab Receipts. Starting the arrival creates – but does not post – an item arrival journal for the selected lines with the journal name selected on the tab Arrival options.

In order to post the arrival journal, open the item arrival journals (Inventory management> Journal entries> Item arrival> Item arrival). Alternatively, you can click the button Journals/Show arrivals from receipts in the toolbar of the arrival overview tab Receipts after selecting the receipt, for which you have started the arrival.

The button Journals/Product receipt ready journals in the arrival overview shows posted arrival journals, for which the product receipt (see section 3.5.4 below) has not been posted yet.

3.5.3.5 Reversing an Inventory Registration

In order to reverse (cancel) a registration, which has been posted through an item arrival journal or through the registration form, open the registration form in the purchase order after selecting the appropriate order line.

On the tab Transactions of the registration form, click the button Add registration line after selecting the particular transaction. Then post the transaction like a regular inventory registration, but with a negative quantity.

3.5.4 Product Receipt

Posting the product receipt (vendor packing slip/delivery note) generates the physical inventory transaction, which finally receives the item in an unchanging voucher document.

3.5.4.1 Posting Dialog for Product Receipts

The way to post a product receipt is similar to a purchase order confirmation. You can access the posting dialog by clicking the button RECEIVE/Generate/Product receipt in the purchase order form after selecting the appropriate order.

The posting dialog shows the familiar format. The applicable option in the lookup field Quantity on the tab Parameters is depending on the prior process:

 Registered quantity – Select this option, if an inventory registration (item arrival) has been posted before posting the product receipt. Dynamics AX applies the registered (not yet received) quantity as default for the posting lines.

 Registered quantity and services – In addition to the registered quantity of inventoried items, Dynamics AX applies the ordered quantity for order lines referring to product categories and non-inventoried items.

 Ordered quantity – Dynamics AX applies the total remaining quantity.

 Receive now quantity – Dynamics AX applies the quantity of the order line column Receive now.

The posting quantity shows in the column Quantity on the tab Lines in the lower area of the posting dialog. If required, you can change the quantities there before posting.

The other parameters in the posting dialog are similar to the purchase order confirmation parameters (see section 3.4.5), except for the following options:

 Product receipt – Column on the tab Overview of the posting dialog, in which you have to enter the packing slip number of your vendor.

 Print product receipt – Slider on the tab Parameters of the posting dialog, which is usually set to “No” because you probably don’t print your own document when receiving the vendor’s packing slip.

If an exclamation mark (!) shows in front of a product receipt record on the tab Overview of the posting dialog, it indicates an issue with posting. A possible reason

is that the selected quantity in the posting dialog is “Registered quantity”, but there has not been an inventory registration before the product receipt. Selecting the quantity “Ordered quantity” in the posting dialog usually solves this problem.

3.5.4.2 Summary Update and Other Options for Posting

Similar to the option in the purchase order confirmation, the posting dialog for product receipts is also available as a periodic activity for summary updates. In the posting dialog for summary update (Procurement and sourcing> Purchase orders>

Receiving products> Post product receipt), you have to enter a filter by clicking the button Select. After closing the filter dialog, you can collect multiple purchase orders into one collective product receipt by clicking the button Arrange. More information on arranging orders to collective documents is available in section 4.6.2 of this book.

An alternative way to access the product receipt posting dialog is available, if an item arrival journal (see section 7.4.2) has been posted for the purchase order. In this case, you can post the product receipt by clicking the button Functions/Product receipt in the action pane of the item arrival journal. If a Packing slip number has been entered on the tab Journal header details of the item arrival journal before posting, it applies as default value for the Product receipt number in the product receipt posting dialog.

3.5.4.3 Canceling a Product Receipt

You can cancel a posted product receipt using the Cancel feature in the product receipt inquiry form.

In order to access the product receipt inquiry, click the button RECEIVE/Journals/

Product receipt in the action pane of the purchase order form. After selecting the appropriate receipt, click the button Cancel in the toolbar of the tab Overview. If you just want to reduce the posted quantity, click the button Correct in the product receipt inquiry.

Canceling and correcting a product receipt does not change the original transaction, but posts a new transaction offsetting the original one.

3.5.4.4 Ledger Integration and Settings for Product Receipt Posting

If ledger integration is activated for the product receipt, Dynamics AX posts accrual transactions in the general ledger in parallel to the inventory transactions.

These ledger transactions are reversed when posting the related invoice.

There are two relevant settings for posting product receipts to the general ledger:

 Accounts payable parameters – The slider Post product receipt in ledger on the tab General has to be set to “Yes” for enabling ledger posting.

 Item model group – The checkbox Post physical inventory on the tab Costing method & cost recognition in the item model group of the item has to be selected.

Independently from the parameter setting, product receipt transactions of items with the inventory model “Standard costs” are always posted to the ledger.

Apart from the setting on ledger integration, the item model group contains two more relevant settings for product receipts: The checkbox Registration requirements in the item model group controls, if you have to post the inventory registration before posting the product receipt. The checkbox Receiving requirements controls, if you have to post the product receipt before posting the vendor invoice.

3.5.4.5 New in Dynamics ‘AX 7’

Since the old “Warehouse Management II” module is not supported in the new release, items referring to this functionality (e.g. pallets) have been removed.