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Using external item descriptions on sales orders

  • 1.  Using external item descriptions on sales orders

    Posted Feb 11, 2020 03:14 PM
    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.

    Thanks!

    #AX2012

    ------------------------------
    Brandon King
    P Graham Dunn
    Dalton OH
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    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


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

    TOP CONTRIBUTOR
    Posted Feb 11, 2020 04:58 PM
    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

    ------------------------------
    Guy Terry
    Application Consultant
    Annata
    Portsmouth
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


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

    TOP CONTRIBUTOR
    Posted 14 days ago
    "R3 opens the Item search dialogue."

    what's "R3" ?


    ------------------------------
    Zvika Rimalt
    Functional Consultant
    Vancouver BC
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


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

    SILVER CONTRIBUTOR
    Posted Feb 11, 2020 06:25 PM
    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.
    Regards,Anilda

    ------------------------------
    Anilda Pena
    Sr. IT Business Analyst
    Omniparts Automotive
    Franklin TN
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


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

    SILVER CONTRIBUTOR
    Posted Feb 12, 2020 01:36 AM
    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
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


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

    TOP CONTRIBUTOR
    Posted Feb 12, 2020 11:23 AM
    Brandon,
    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
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


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

    Posted Feb 15, 2020 09:15 AM
    Edited by Jonathan Howe Feb 15, 2020 09:15 AM
    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.


    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


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

    Posted Feb 20, 2020 08:06 AM
    Thank you all for the suggestions.  After learning more about the situation internally, we determined that we will actually be able to set the items up using the customer's item number rather than having our own.  Luckily this time around it turned out to be the easiest solution for everyone involved!

    ------------------------------
    Brandon King
    P Graham Dunn
    Dalton OH
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


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

    TOP CONTRIBUTOR
    Posted Feb 21, 2020 12:22 PM
    Just remember - Setting up a part using an external source for the part number can be required at times - however it requires extra diligence to ensure proper setup.
    Once you've loaded inventory or other transactions, the setup will be fairly locked down....
    (If you were using an internal part number and a problem occurs, you may simply decide to discontinue the old part, and create a new correctly configured part. This won't be an option when your using an outside source for the part numbers...)


    ------------------------------
    Tony Zeigler
    Senior Consultant
    Strategic Solutions NW, LLC
    Beaverton OR
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


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

    SILVER CONTRIBUTOR
    Posted 13 days ago
    We have a customization for this sort of reverse lookup in AX 2012 R3.  We added a menu option to the sales order line "lightening bolt" menu for "Copy... from external item list" that accessed the table with correct filtering to aid the customer service person in finding the correct internal number to use on the order line.   We are grappling with how to live without this when we move to D365.

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    Lynn Kinsman
    Senior Systems Analyst, AX 2012 and D365 F&O
    Kodak Alaris Inc.
    Rochester NY
    ------------------------------

    The first step toward cloud success. - Migrate from AX to D365 with expert guidance from Microsoft. I'm Ready


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