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Using external item descriptions on sales orders

  • 1.  Using external item descriptions on sales orders

    Posted 5 days ago
    Does anyone know if it is possible to use an external item description to create a sales order line in AX 2012?  We have a scenario where a customer will be sending in their own item number on an order but we will also have our own internal item number.  The person entering the sales order will not necessarily know what the internal item number will be and would need to use the customers number to create the sales order line.

    We have been using the the external item description for other external documents (packing slip, invoice, etc.) but never to create the sales order line.

    I found an old post relating to AX 2009 indicating that this functionality may be a customization but I'm not sure if it was something that is possible in 2012.  We are currently running 2012 R3.



    Brandon King
    P Graham Dunn
    Dalton OH

  • 2.  RE: Using external item descriptions on sales orders

    Posted 5 days ago
    Hi Brandon,

    I did a quick test, and external item id cannot be used to enter the Item number on a sales order line.

    If you enter an Item Id which does not exist, R3 opens the Item search dialogue. This can be configured at Sales and marketing -> Setup -> Search, but in standard, cannot be configured to search External item ids.


    Guy Terry
    Application Consultant


  • 3.  RE: Using external item descriptions on sales orders

    Posted 5 days ago
    Hello Brandon,

    If I remember correctly,, you should be able to add the customer's item number in the sales external description and associated it with the customer number.  When you create a sales order to the specific customer, you use your internal item number on the sales order and the customer item number will automatically show in the text field.   If you need to show the customer's item number on the invoice, you will need to use the form setup.

    At the moment I do not have access to AX (we've moved to D365) otherwise, I would attach a print screen.

    I hope this is helpful.

    Anilda Pena
    Sr. IT Business Analyst
    Omniparts Automotive
    Franklin TN


  • 4.  RE: Using external item descriptions on sales orders

    Posted 5 days ago
    Your posts suggests this is for a specific customer, if you are not using the Item Search name field for any other purpose then you could add the customers number into this field. If you type the exact searchname field into the item number field AX should substitute this for your item number.
    You would still need to use the External item number to print the number as you do now.

    Good luck...

    Duane Jenkin
    Business Analyst
    Tourism Holdings Limited
    Hamilton, New Zealand


  • 5.  RE: Using external item descriptions on sales orders

    Posted 5 days ago
    We are using 2012 R3 and customer service uses the external ID all the time, but it is customer specific. On the customer, go to Sell tab, Setup> External ID descriptions. We also using this on the flip side with our vendors and purchase orders. If you want the external ID to show on documents, go to AR> Setup> Forms> Forms setup. For PO, the setup is on the same spot under Procurement and sourcing.
    Good Luck!

    Sarah Gabriel
    Operations Business Analyst
    Kai USA Ltd
    Tualatin OR


  • 6.  RE: Using external item descriptions on sales orders

    Posted 2 days ago
    Edited by Jonathan Howe 2 days ago
    Brandon, we had a customisation in AX2009 which did what you describe. We have just upgraded to D365 F&O and have had to redevelop the customisation as no functionality has been introduced to do this.

    Our customisation not only allows sales staff to create sales order lines by entering the customer part/item number but it also allows us to record multiple part numbers against an item for a specific customer account - this is something you cannot so in vanilla AX/D365.

    Jonathan Howe
    IT Manager
    Cross Manufacturing Company (1938) Ltd
    Bath, UK.


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