Purchasing#
The following features expand standard Microsoft Dynamics 365 Business Central1 functionality to provide additional options to those working in your organization’s procurement department.
Tolerance (time) in both directions#
In the standard Microsoft Dynamics 365 Business Central1 a tolerance time can be set for the procurement run to avoid too many change notifications. This refers to the length of time that a requirement cover (e.g. a purchase order) can be received earlier than a requirement originator (e.g. an order) requires this.
The setup is done in Microsoft Dynamics 365 Business Central1 Standard first centrally in the production setup via the field "Standard tolerance period" and can be overridden article specific in the article or inventory data with the field "Tolerance period".
In KUMAVISION factory365 the standard fields were renamed to "Standard tolerance period too early" and "Tolerance period too early".
Furthermore, the production setup was extended by the "Standard tolerance period too late" and the article or stock data by "Tolerance period too late". Thus, in KUMAVISION factory365 tolerances can be defined in both directions in the replenishment procedure "lot-by-lot".
Note
Basically, the lot accumulation period must be defined if the tolerance period is to be used. Here the rule applies that the lot accumulation period must be larger than the tolerance period.
Tolerance setup#
Global#
Enter the term "Production setup" via the user search and select the corresponding link.
Via the "Planning" info tab, you have the option of entering the tolerance times in the "Standard tolerance period too early" and "Standard tolerance period too late" fields.
Specific#
To set and define specific tolerances, open the desired item or inventory data card for this purpose. On the "Planning" info tab, you can define the tolerances in the "Tolerance period Too early" and "Tolerance period Too late" fields.
Note
The specific tolerances override the global tolerances from the production setup.
Optimized planning parameters#
In Microsoft Dynamics 365 Business Central1, reservations must not be used for the planning parameter "minimum stock". Otherwise, this could lead to untraceable proposal lines.
In KUMAVISION factory365, the planning parameters for the replenishment procedures "Fixed order quantity" and "Replenish to maximum stock" have been optimized so that the "Reserve" field is set to "Never" by default.
When the replenishment procedure is changed to "Fixed order quantity" or "Replenish to maximum stock", the system automatically checks whether any reservations still exist. If this is the case, a message appears informing you to delete them.
Collective requests#
The function extension "Collective inquiries" is to prevent that as soon as a FA component with reservation reference is given via the order proposal into a purchase inquiry, the reservation reference to the later order is not lost.
The order proposal line with reservation and inquiry reference must not be deleted when the "Calculate planning" function is repeatedly executed. Additional requirements are determined as further order proposal lines.
If the purchase inquiry line is converted into a purchase order, the reservation is inherited to the purchase order from the existing order proposal line, and the additional inquiry lines are deleted or marked as ordered.
To be able to use this functionality, the following settings must be made in advance:
Setup#
In the "Accounts Payable & Purchasing", a number series for the collective requests must first be stored in the "Collective request number series" field on the "Number series" info tab.
Procedure#
If procurement planning is run for an article via the planning or order worksheet, it is possible to send price inquiries to various vendors for the respective proposal line via the "Generate collective inquiry" function.
To do this, the "Generate price inquiry" checkbox is first set for the corresponding proposal line. For the marked line(s), the desired vendors for generating the purchase requests can be stored via "Related" > "Price request" > "Selection for price request" > "Assignment for current data record" or for "Assignment for marked data record".
For the actual generation of the collective inquiry, subsequently execute the function "Create collective inquiry" under "Related" > "Other".
A subsequent message gives you the information how many inquiries have been created by the system. Furthermore, the order proposal line receives an identifier with the associated collective inquiry number in the "Collective inquiry no." field and the associated line number in the "Collective inquiry line" field.
Collective request#
Via the column "Collective request no." of the suggestion line, you have the possibility to get into the collective request by a lookup on the number. Otherwise, you can access the overview via the user search using the search term "Collective requests", from which you can also call up the desired collective request.
Inforegister General#
| field | description |
|---|---|
| No. | Indicates the number of the collection request according to the defined number series. |
| Description | Gives a description of the collection request. |
| User ID | Indicates the user ID from which the collection request has been created. |
| Creation Date | Specifies the date when the collection request has been created. |
| Requested end date | Specifies a requested end date by which the request process should be completed. |
| Status | Distinguishes between the following statuses: Requested: A collection request has the status "Requested", if it is still in the editing process. Finished: A collection request has the status "Finished", as soon as an order has been created from the collection request. Empty: A collection request has the status "Empty", as soon as the collection request has been cancelled with the function "Cancel" in the matrix. |
| Number of requests | Indicates the number of requests associated with the collection request. A lookup on the number, you get to the purchase request overview, which is filtered to the associated requests of the collection request. |
Inforegister Collective request lines#
In the collective request lines you can see the article lines which have been requested.
| field | description |
|---|---|
| Type | Indicates the type of the request line. |
| No | Indicates the number of the requested line item. This field is related to the "Type" field. |
| Quantity | Get the quantity that has been requested. |
| Quantity (base) | Indicates the quantity (base) that has been requested. |
| Order Quantity | Indicates the order quantity. |
| Order Quantity (Base) | Indicates the Order Quantity (Base). |
| Remaining order quantity | Indicates a possible remaining order quantity. |
| Remaining quantity (base) | Gives a possible remaining order quantity (base). |
| Unit Code | Indicates how a unit of the item or resource is measured (e.g. pieces or hours). |
| Variant code | Indicates the variant of an item (if applicable). |
| Work Type Code | Indicates a work type code. |
| Storage Location Code | Specifies a code for the storage location where the requested items will be registered. |
| Finished | The checkmark is set once an order has been created and there is no remaining order quantity. |
Matrix#
The menu item "Display matrix" takes you to an overview that shows you the requested item(s) with the corresponding vendor requests summarized in one line.
Using the buttons on the "General" info tab, you can select which information is to be displayed in the rows.
In the matrix lines you have the possibility to store the confirmed prices of the suppliers and to compare them with each other.
Otherwise, you can also store the prices directly in the purchase request. The system transfers the prices from the purchase request to the matrix overview and vice versa, automatically.
Create order#
As soon as you have chosen a supplier, you can accept the quantity via the matrix by clicking on the quantity of the corresponding supplier.
The "Accept" screen will open where you can accept the quantity via the "Quantity to accept" field. The status for the creditor changes in the line to "Allocated" while the other one gets the status "Not allocated".
You can then use the "Generate purchase order" action in the ribbon to generate the desired purchase order. You will receive a message that the order has been created. The matrix then receives the status "Order/Purchase order". The collective inquiry receives the status "Finished" and the associated order proposal line is deleted.
Via the "Cancel" function in the menu area of the matrix lines, you also have the option to cancel the process after a distribution. A query appears asking whether the associated inquiries should also be deleted. After confirming with "Yes", these are deleted and the collective inquiry receives the status "empty". The reference to the order proposal line is also deleted, so that it is possible to start the process from scratch.
Note
If the planning is recalculated a second time, all lines will be recalculated except for the lines that are in a collective request. The lines that are in a collective request remain unchanged in the planning/order worksheet.
Purchase consignment processing#
With the purchasing consignment processing you have the possibility to manage a supplier warehouse in KUMAVISION factory365 in order to map possible receipts/issues of consignment items.
Setup#
Origin codes#
In the origin codes, a corresponding code must be created by specifying a code (abbreviation) and a description. This origin code is then assigned in the origin code setup.
Origin code setup#
In the origin code setup, you can store the origin code previously set up for consignment processing on the "Purchasing" info tab in the "Consignment withdrawal" field.
| field | Description |
|---|---|
| Consignment Withdrawal | Specifies the origin code for the purchasing process during warehouse withdrawal. Setting up this origin code allows direct posting of purchasing deliveries when posting the purchasing document in conjunction with a "controlled" storage location. |
Warehouse Setup#
In the warehouse setup, first of all, the field "Einst.-Pr. (averages) Ber.-Art" on the info tab "General" for the cost price calculation must be mandatorily set to the option "Artikel Lagerort und Variante".
Furthermore, for consignment processing, the number series must be set on the "Numbering" info tab and the purchase order type must be set on the "General" info tab.
| Field | Description |
|---|---|
| Consignment Withdrawal Numbers | Indicates the number series for the consignment withdrawal. |
| Consignment Withdrawal Numbers | |
| Purchase Order Type Consignment Withdrawal | Indicates the purchase order type for the purchase orders generated from consignment withdrawals. |
Storage location#
For the consignment storage location, the following fields must also be set up on the storage location card:
| field | description |
|---|---|
| Consignment Withdrawal | Identifies the storage location as a "consignment warehouse" for purchasing. The indicator can only be changed if no "open item items" exist on the storage location. Furthermore, all item items must be settled and in a closed warehouse posting period. Note: Please note that the switch is only released for the DACH region. |
| Vendor No. | Indicates the vendor number of a consignment storage location. The field is a mandatory field if it is a consignment warehouse without storage bins. If the consignment warehouse is set up with storage bins, primarily the vendor number in the respective storage bins will be checked, if no unique assignment is found in the storage bins, the content of this field will be used. Please note: Please note: The field is a mandatory field if it is a consignment warehouse without storage bins. |
For consignment storage locations (switch consignment withdrawal set) the following has to be considered:
- the "controlled logistics" as well as the "outgoing logistics documents" (goods issue, picking or warehouse picking) cannot be used and must be deactivated accordingly in the setup.
- within the warehouse entries this indicator is checked in particular in connection with cost prices. No warehouse values may be posted to these marked storage locations.
- within the function "Get items" of the Intrastat book sheet, the items on these storage locations will not be taken into account.
- in all outgoing documents (sales, service, stock transfer order, production order, assembly order, projects as well as purchase credit note and purchase complaint) this storage location cannot be used. The use of conisgnation warehouses is also restricted in the book.sheets. In the Book.sheet article, a consignment warehouse cannot be used. In the article Stock transfer book. sheets, again, the consignment warehouse can also be used, but here only for internal stock transfers between consignment storage locations or storage bins. 5. Withdrawal from this storage location is only possible via the "Consignment withdrawal" document and the subsequent process. The inventory process is an exception here.
- the receipt to this storage location can only be posted via a corresponding purchase order or invoice (without value). The inventory process is an exception here.
- the function "cancel goods receipt" in the "posted purchase deliveries" is not available.
Storage bins#
The storage bins can still be set up and used. It is also possible to assign the storage bins to a specific vendor via the "Vendor no." field.
Note
The "Vendor no." field can only be used for storage locations with the "EK consignment warehouse" indicator. It is only possible to change the field if there is no storage location content. If the field is not set up, then the vendor number must be stored in the storage location.
Attention
It is technically possible to set up storage locations with different vendor numbers, but special attention must be paid to this in the warehouse organization with regard to ownership.Basically, it is recommended to set up a separate storage location for each vendor.
Warehouse posting setup#
Despite a general check that no warehouse values can be posted, it is recommended to set up appropriate separate G/L accounts that are not used in balance sheets or similar in the required "Warehouse posting setup".
Stock data#
The following setups must be made for the items that will be handled through this process:
- within the inventory data card used by a storage location with the "EK Consignment" indicator, the procurement method "Purchasing" must be set up.
- Furthermore, a corresponding vendor number must be assigned to the inventory data card. In accordance with the Microsoft Dynamics 365 Business Central1 standard, this is adopted as a default within MRP via the purchase order and planning worksheets. The possible setup of a vendor number in the storage bins of the consignment warehouse have no direct influence within the planning and scheduling.
- for the storage locations of the consumptions of the consignment articles must be furnished appropriate stockkeeping data with the procurement procedure "transfer" and the appropriate consignment stock as "transfer of warehouse orrcode".
- the use of the replenishment procedures are not restricted in the inventory data and are basically supported according to Microsoft Dynamics 365 Business Central1standard.
- the inventory data card for the consignment warehouse can only be deleted if there are no "open" item items on this combination. Furthermore, all article items must be settled and in a closed warehouse posting period.
Note
In connection with the stock issue method "Standard", the "Cost price (fixed)" is immediately set to 0 by the system within the corresponding stock data card and can also not be changed.
Report selection - warehouse#
In the "Report selection - warehouse", the additional option "Consignment withdrawals" is available for customer-specific documents.
Carry out consignment processing#
The processes for consignment processing are described below:
Receipts Consignment Stock#
An addition for a consignment warehouse can only be made via the document types "Purchase order" or "Purchase invoice". Here, the basic rule is that the document lines with a consignment stock have a line amount of "0". Any article surcharge/discount allocations will be prevented.
Surcharges resulting from the "Metal taxation surcharge" module will only be transferred to the following documents in the purchase orders at the time of the consignment withdrawals.
Any checks regarding the line amounts are made during the document release.
In the lines of the purchasing and logistics documents, the vendor number from the storage location(s) is taken into account when assigning or selecting the corresponding storage bins.
Currently, the billing documents for deliveries to the consignment warehouse must be posted directly from the purchase order when posting, or via separate invoice runs when using logistics documents.
Consignment warehouse withdrawals#
The withdrawal from the consignment warehouse is done via the consignment withdrawal card. To do this, first call up the "Consignment issue overview" via the user search. Via "New" in the menu ribbon you can create a new withdrawal using the table below.
Alternatively, you can create the withdrawal documents from the planning worksheets using the "Perform event notification" function.
Inforegister General#
| field | description |
|---|---|
| No. | Allocation of a consecutive document number from the number series defined in the warehouse facility. |
| Document date | Indicates the document date. |
| Assigned Date | Indicates the date when a user was assigned. This field is used as an information field for the logistics processes and is automatically set when a user is assigned. |
| Assigned Time | Indicates the time when the assignment of a user took place. The field serves as an information field for the logistics processes and is automatically set with the assignment of a user. |
| Assigned User ID | Indicates the warehouse employee who is processing this document. |
| Consignment Warehouse Location Code | Indicates the warehouse location of the withdrawals. The selection is limited to the consignment warehouses set up in the system. |
Inforegister Lines#
| field | Description |
|---|---|
| Article No. | Indicates the article number of the item to be withdrawn. To assign article tracking, a corresponding callout is provided in the document lines menu. |
| Variant Code | Indicates (if available) the article variant to be taken. |
| Description | Indicates the corresponding article description of the article to be withdrawn. |
| Vendor Code Indicates the associated vendor from the storage location or bin. | |
| Description 2 Indicates (if available) the additional related item description of the item to be taken. | |
| Quantity | Indicates the total target withdrawal quantity. |
| Unit Code | Indicates the unit code. |
| Reserved Quantity | Indicates how many units of the item have been reserved in the row. |
| Purchased Movement Quantity | Indicates the actual quantity of the withdrawal posted. |
| Consignment Storage Location | Indicates the consignment storage location. The field is pre-populated with the header information. A LookUp to other consignment warehouses for a manual change is possible. |
| Consignment storage bin | If the selected consignment warehouse is set up with storage bins, it will be specified in this field. |
| Storage location code | Indicates the destination storage location. |
| Storage bin code | Indicates the destination storage bin. |
| Takeout quantity | Actual takeout quantity (partial quantity postings) |
| can be set via functions and is automatically supplied with the target quantity when the document line is created. | |
| Date due | Is automatically taken from the planning worksheets during creation and represents the requirement date from planning. |
Note
When withdrawal lines are entered, a check is made for the availability of the articles or variants. If the articles are subject to a serial or batch number obligation, the corresponding article tracking must be assigned for each line.
Functions in the menu ribbon#
Post#
The function is used to post the consignment issue.
Note
Only the rows with a transaction quantity will be considered by the posting process.
Fill movement quantity#
The field "Movement quantity" in the existing withdrawal lines will be filled with the remaining quantity (Difference "Quantity" and "Geb. Quantity").
Clear movement quantity#
Deletes the movement quantity in all withdrawal lines for manual entry by the user (partial quantity withdrawals or similar).
Print#
If a document has been stored in the "Report selection - warehouse", it can be printed out here.
Note
The document must be created and set up on a customer-specific basis.
Posted purchase deliveries#
The function "Cancel goods receipt" for posted deliveries from a consignment issue, as well as for the consignment receipts, are not allowed and cannot be executed.
Invoice consignment withdrawals#
The purchase orders posted through the consignment withdrawals can be identified through the "Purchase order type". Based on the "Purchase order" document, a new document "Display consignment withdrawal" is created. Based on this document, the withdrawal can be reported to the respective vendor and the invoice can be requested. The printing of this document completes the purchasing document and therefore no further lines are added to this document in the context of consignment withdrawals.
Billing is then done again in the Microsoft Dynamics 365 Business Central1 standard processes of the purchase invoice or directly in the purchase order.
Planning / Disposition#
Via the setup of the respective replenishment procedures, consignment processing is also taken into account within the purchase order and planning worksheets.
If a proposal line is generated on the basis of an inventory data card with stock transfer from a consignment warehouse, the option "consignment withdrawal" is set instead of the procurement method "stock transfer".
By means of the function "Execute event notification" the order proposal lines with the procurement method "Consignment issue" will be transferred to it, if the option "Create stock transfer orders" is activated. Any reservations (due to the set replenishment procedure) are passed on from the order proposal line to the consignment issue line.
Inventory#
An inventory is also possible in principle within the consignment storage locations. However, only quantity corrections are possible here. However, it is not possible to post warehouse values
Revaluation#
The standard functionality "Revaluation book.sheets" is not available for consignment storage locations.
Intrastat#
The consignment warehouses are excluded in the "Get items" function of the Intrastat book.sheet.
There are two procedures to follow for Intrastat:
- if the vendor has a domestic VAT ID, then he must report the intra-Community movement of goods to the consignment warehouse. In this case, the withdrawal is a domestic transaction, which is also defined in the creditor by setting up the booking groups and country codes.
- however, if the vendor does not have a domestic VAT ID, the delivery (withdrawal from the consignment warehouse) must be included in the report as an intra-Community delivery of origin type "32". This is also demonstrably guaranteed due to the above-described accounting procedures.
Attention
With Microsoft Dynamics 365 Business Central1 version 24.0, the previous Intrastat functionality is outsourced to a standalone app (must be activated via the function management). Within the new Intrastat functionality, deliveries to the consignment warehouse can be excluded via the switch "Skip zero amounts".
Direct deliveries#
Since storage locations marked "consignment warehouse" cannot be used in outgoing documents, direct deliveries must first be processed via consignment withdrawal to a sales warehouse. Direct posting out of the consignment warehouse is prevented.
Quality Management Module#
The Quality Management Module can be used within the consignment warehouses, provided that the storage location is managed with "storage bins". If the receiving inspections should already take place at receipt to the consignment warehouse, you can decide via the setup at the storage location whether a new receiving inspection should take place at the receiving warehouse or not when the items are removed from the consignment warehouse.