Chapter 5: Item Arrival and Registration

CHAPTER 5: ITEM ARRIVAL AND REGISTRATION

Objectives
The objectives are:

• Set up registration requirements for incoming items.

• Set up the Arrival overview form and start, register and update item
arrivals.

Introduction
Item Arrival and Registration introduces the features that support receiving items
in a company.

In addition, it will cover how to perform the following tasks in Microsoft

Dynamics ® AX 2009:

• Set up requirements to registration before you add an item in to

inventory.
• Set up the Arrival overview form.
• Perform item arrival.

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Item Registration Setup

Microsoft Dynamics AX 2009 can be set up to enable the requirement that users
record the item number, configuration, quantity, and dimensions, before
recording a physical update.

This is useful when a company wants to ensure that batch numbers, or serial
numbers are recorded at arrival so that they can be tracked through inventory.

A company may also want to ensure that the status of the incoming items are
described enough to give another user outside the warehouse good information
about the whereabouts of an item.

Inventory Model Group

The Inventory model group controls the item's registration requirements. This is
located at Inventory management > Setup > Inventory > Inventory model
groups.

FIGURE 5.1 INVENTORY MODEL GROUP FORM - GENERAL TAB

Set up and maintain the settings for the Inventory model group on the Setup tab.

The fields in the Physical update field group determine the workflow used when
you send or receive items. With these you can set rules around how an order is
handled, both for receiving and shipping.

The Receiving requirements and Registration requirement check boxes affect

the registration process when receiving items.

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Registration Requirements
In the Registration requirements check box, users can select whether item
receipts must be registered before inventory is physically updated.

When it is selected, the status of the item receipt inventory transaction must be
Registered before the item's packing slip is updated.

The Registration requirements parameter is generally used with warehouse

management. Registered items are part of physical inventory. You can register
items in the Warehouse management journals, or by clicking Inventory >
Registration on the relevant journals and orders.

Receiving Requirements
When the Receiving requirements check box is selected, users must physically
update the item receipts before financially updating them.

In addition, users must enter and post a packing slip before posting the
corresponding vendor invoice. If there is a difference between the received
quantity on the packing slip and the invoiced quantity on the invoice, an icon
shows in the Packing slip quantity match column in the Posting invoice form.

Item Arrival
In Microsoft Dynamics AX 2009, the Arrival overview form is introduced to
improve the overview of items expected to arrive as incoming goods. The
Arrival overview form is a tool to estimate and plan the resource capacity that is
required to efficiently handle incoming goods.

Scenario

Sammy, who is responsible for shipping and receiving, needs a good overview of
the expected incoming items, including when to expect them. When items arrive,
he can efficiently match the information that arrives with the items to the
receiving information in the system.

Arrival Overview Form

The Arrival overview form provides an overview of items that are expected to
arrive and about the date they are expected to arrive.

When items arrive in the inbound dock, the Arrival overview form is used to
match the information accompanying the items with the information in Microsoft
Dynamics AX 2009. The settings in this form can be saved for each user and for
each computer so that users can have their personal settings on computers put in
the inbound area. One user can have multiple setups.

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The Arrival overview form is opened through Inventory management >

Periodic > Arrival overview

FIGURE 5.2 ARRIVAL OVERVIEW FORM

The Overview tab consists of four main sections:

• Display options - specify or filter on what receipts to display in the

Arrival overview form
• Receipts field group - provides an overview of the expected receipts,
grouped by date, warehouse, and order number
• Lines field group - for the selected receipt, a detailed list of expected
receipt lines
• Totals information - an overview of the totals for the lines selected
with the Select for arrival check box and for all lines in progress

Arrival Overview Form - Filter Options

In the Display options field group, a user can filter on, for example, expected
arrivals on a specific day for one or more warehouses.

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This kind of filtering must be specified under the Range field group. A user can
filter on:

• Date range
• Warehouses
• Vendor reference
• Account number
• Item number
• Mode of delivery
• RMA number

There are four predefined filtering templates that can be selected in the Setup
name field on the Setup tab:

• Today: Filters on all receipts expected today

• Inquiry: An empty template to specify all the necessary filtering or
to use with the bar code scanner.
• Options used: Default filtering that cannot be overwritten or deleted.
• Return order: Return orders

NOTE: The filters Today and Inquiry are default filters with suggested settings.
However, these two filters can be renamed or changed by the user.

The filter is applied to the Lines pane and the Receipts pane is automatically
updated. The Receipts pane displays the order headers and the Lines pane
displays the lines attached to the selected order header. When an order header is
selected, all lines in the order are displayed in the Lines pane. This includes lines
that do not fall under the selected filter. These lines are marked Out of range.

Example

A purchase order has been created for two items going to two warehouses:
Warehouse1 and Warehouse2.

When a user filters on Warehouse1 in the Arrival overview form, the Receipts
pane displays the purchase order header, and the Lines pane displays the line for
both Warehouse1 and Warehouse2.

However, the line for Warehouse2 is marked as Out of range and will therefore
not be included when the user starts the arrival.

NOTE: In fields like Warehouses or Vendor reference under the Range field group,
more than one name can be entered if separated with a comma.

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Arrival Overview Form - Settings

On the Setup tab of the Arrival overview form, more setups can be specified for
what is displayed on the Overview tab.

FIGURE 5.3 ARRIVAL OVERVIEW FORM - SETUP TAB

The settings on the Arrival overview form are described in the following table.

Setting Description
Restrict to site Restrict the display to one site.
Journal field group Define which journal name to use and assign
warehouse and location to use as default values
on the journal lines. A journal name must be
specified; if warehouse and location is not
specified, the information from the inventory
transaction is used.
Miscellaneous field group Define if the form will update automatically
when it is opened and if updates must be
automatic when the values are changed.
Transaction types shown Define which transaction types to show in the list
field group of receipts.
Maintenance Select a specific setup in the Setup name field to
which you want to make changes, delete, or
copy.
Return orders Include return orders.

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NOTE: The settings on the form are automatically saved as the default under the name
Options used when the form is closed.

The settings in the Arrival overview form can be saved for each user and for
each computer so that users can have their personal settings on each computer
put in the inbound area. The options are defined and saved under a user-defined
name on the Setup tab.

Example

When Sammy, who is responsible for shipping and receiving, arrives at work
every morning, he wants to view all the expected receipts from production to
warehouse GW for the current day to establish a good overview of the day's
work. Instead of performing the same filtering every morning, he sets up the
Arrival overview form one time with the necessary settings and saves them in a
new template called Production. Also, Sammy wants this to update on startup of
the Arrival overview form.

Procedure - Create a New Template

To create a new template for the settings on the Arrival overview form to
support the example, follow these steps:

1. Open the Arrival Overview form.

2. On the Overview tab, specify zero (0) in both the Days back and
Days forward fields. This means that the list filters on the current
day.
3. Specify a warehouse.
4. Click the Setup tab in the Arrival overview form.
5. Specify the settings for the template. According to the earlier
example with Sammy:
o Select the check box Update on startup in the Miscellaneous
field group.
o Select the check box Production orders in Transaction types
shown field group.

6. Click the Modify... button and then Save as.

7. Specify, in the Save form, the name of the new template Production,
and then click OK.
8. Now the new template Production is available in the Setup name
drop-down list on the Arrival Overview form. When Production is
selected, all expected production receipts for the current day are
listed.

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Procedure - Copy Settings

To copy the setup from other user's settings, follow these steps:

1. Click the Setup tab in the Arrival overview form.

2. Click the Modify… button and then Copy setup from other user's
settings.
3. In the Copy setup from other user's settings form, specify the
name Company, User ID, Computer name, and Setup name for the
template you want to copy.
4. Click Copy.

NOTE: The settings in the Range field group on the Overview tab are also saved as
part of the setup.

Managing Item Arrivals

When a company manages the arrival of items to the inbound dock, several
separate tasks will typically be performed by different users, such as viewing and
starting expected arrivals.

View Expected Arrivals

The warehouse manager, or the person responsible for receiving goods, first
needs an overview of the expected arrivals so that he or she can plan the work
and assign tasks to individual warehouse workers.

Start Arrivals

When the goods arrive in the inbound dock, the warehouse manager or the
warehouse worker verifies the information on the paperwork accompanying the
goods and compares it with the information in Microsoft Dynamics AX 2009.
Each delivery that has been matched with an order can be pre-registered so that it
shows that the receipt is in progress.

Procedure - View Expected Arrivals

View the expected arrivals with the following steps:

1. Click Inventory management > Periodic > Arrival overview to

open the Arrival overview form.
2. Use the options on the Overview tab to filter on the expected arrivals
that you want to have listed in the Arrival overview form.
3. Click the Update button to update information that is shown in the
form, depending on the ranges used.

The Receipts pane now shows arrivals that are expected on or before the current
date.

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Procedure - Start an Item Arrival

To start an item arrival, you can follow these steps:

1. Click Inventory management > Periodic > Arrival overview to

open the Arrival overview form.
2. Use the options in the Range field group to filter on the information
supplied with the goods, for example the Vendor reference.
3. In the Receipts pane or Lines pane, select the Select for arrival
check box for the relevant lines and then click the Start arrival
button. Multiple arrivals can be selected and started at the same time.

Microsoft Dynamics AX 2009 now selects all related lines within the specified
range having a missing quantity to register, and generates an Item arrival
journal with the corresponding match between receipt reference and journal.
They system will create all lines by using the automatic initialization of quantity.

NOTE: An arrival journal must be selected in the Name field on the Setup tab of the
Arrival overview form before you generate arrival journals.

TIP: Use the link in the InfoLog to go directly to the created journal.

Procedure - Register Arrivals

When the goods in the inbound dock are being moved to the designated
warehouse, the warehouse manager will register the arrival of the goods in
Microsoft Dynamics AX 2009, in arrival journals.

1. Click Inventory management > Periodic > Arrival overview to

open the Arrival overview form.
2. Select the receipts for the arrival that is to be registered and then
click Journals > Show arrivals from receipts. Or, select Show
arrivals from lines to see the lines that have been created in an
arrival journal.
3. In the Location journal form, select a journal and then click Lines
to see detailed information.
4. Make the necessary updates, for example the quantity information,
and the click Post to complete the registration.

Procedure - Update Arrival Information and Post a

Packing Slip
When all goods have been registered, the warehouse manager or the purchasing
manager will update the received items with a packing slip to add the physical
cost.

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To update arrival information and post a packing slip, follow these steps:

1. Click Inventory management > Periodic > Arrival overview to

open the Arrival overview form.
2. Click Packing slip ready journals to display a list of the journals
that are ready for packing slip update.
3. Select the journals that must be updated and then click Functions >
Packing slip to open the Posting form.
4. Type the packing slip number, if not already done on the journal, and
then click OK to post the packing slip.

NOTE: If anything is specified within the Range field group on the Overview tab of the
Arrival overview form, these specifications are also considered when the system is
finding the packing slip ready journals.

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Lab 5.1 - Manage an Item Arrival

Contoso Entertainment Systems - Company CEU

Scenario

You are a warehouse worker at Contoso Entertainment Systems and you want an
overview of the expected arrivals so that you can plan today's work.

When the goods arrive in the inbound dock, you will verify the information on
the paperwork accompanying the goods and compare it with the information in
Microsoft Dynamics AX 2009. You will pre-register an order so that it shows
that the receipt is in progress.

Challenge Yourself!

1. Create a purchase order for one piece of item number 1552,

Installation manual for projectors, for arrival today from vendor
1101.
2. View the expected arrivals for today.
3. Start the item arrival.
4. Register the receipt of the item.
5. Update the vendor packing slip information and post the packing
slip.

Need a Little Help?

1. Create the purchase order in Accounts payable > Purchase Order

Details
2. Use the Arrival overview form to start and register the item arrival.
3. Post the packing slip from the Arrival overview form.

Step by Step
Create the Purchase order:

1. Open Accounts payable > Purchase Order Details.

2. Click CTRL+N, and select Vendor account 1101
3. Click Yes to transfer vendor information, and then click OK
4. Select 1552 in the Item number field
5. Click the General tab, and update the Delivery date field to today's
date.
6. Close the Purchase order form.

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View the expected arrivals for today:

1. Click Inventory management > Periodic > Arrival overview to

open the Arrival overview form.
2. Type “0” in the Days back field
3. Type “0” in the Days forward field.
4. Click the Update button to update information that is shown in the
Arrival overview form.

Start the item arrival:

1. In the Receipts pane or Lines pane, select the Select for arrival
check box for the relevant lines, and then click the Start arrival
button.

Register the receipt of the items:

1. Select the receipts for the arrival that is to be registered and then
click Journals > Show arrivals from receipts. Or, select Show
arrivals from lines to see the lines that have been created in an
arrival journal.
2. In the Location journal form, select a journal and click Lines to see
detailed information, and then close the Lines form.
3. Click Post to complete the registration.

Post the packing slip:

1. Select the line that you want to post.

2. Click Packing slip ready journals to display a list of the journals
that are ready for packing slip update.
3. Select the journal that must be updated and then click Functions >
Packing slip to open the Posting form.
4. Type “5” in the Packing slip number field, and then click OK to post
the packing slip.

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Summary
Item Arrival and Registration discussed the following topics:

• Registration requirements and the setup in the Inventory model

group.
• Item arrival procedures and how to set up a view in the Arrival
overview form.

Item arrival and registration is useful when a company wants to ensure that items
are tracked at the first entry in to the warehouse to give the warehouse manager
or personnel a good overview of their daily tasks, and a one stop point of contact
in Microsoft Dynamics AX 2009 to start, register and update item arrivals.

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Test Your Knowledge

Test your knowledge with the following questions.

1. "Today" is one of the predefined filtering templates that can be selected in

Arrival Overview form. What is filtered when this filter template is applied?
( ) All receipts of purchase orders that were created today
( ) Default filtering that cannot be overwritten or deleted
( ) All receipts expected today
( ) Return orders

2. Which parameter do you select if you want to ensure that a packing slip is
entered and posted before a vendor invoice?
( ) Registration requirements
( ) Receiving requirements
( ) Picking requirements
( ) Deduction requirements

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Quick Interaction: Lessons Learned

Take a moment and write down three key points you have learned from this
chapter:

1.

2.

3.

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Solutions
Test Your Knowledge
1. "Today" is one of the predefined filtering templates that can be selected in
Arrival Overview form. What is filtered when this filter template is applied?
( ) All receipts of purchase orders that were created today
( ) Default filtering that cannot be overwritten or deleted
(•) All receipts expected today
( ) Return orders

2. Which parameter do you select if you want to ensure that a packing slip is
entered and posted before a vendor invoice?
( ) Registration requirements
(•) Receiving requirements
( ) Picking requirements
( ) Deduction requirements

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