External Item Description: AX Supply Chain Functionality

Hi folks, today I am going to blog about one of the Supply chain management process which is widely used in many industries especially in distribution businesses like spare parts, FMCG goods, Pharmaceuticals and so on. You name it and AX will configure the business process as per the requirement.

Business scenario for distribution industries: As we know the distributor procures/purchase the goods from the vendor. These goods/products/items will be having different item information like item code/number, item text, prices and etc… The major concern for the distributor is that they want to maintain their own item code/number in system along with vendor code and, push it to their dealers/franchises in nutshell push their products to market. But, when a distributor is raising a purchase order against the vendor, the system should provide the vendor item code which is maintained in the vendor item master, the reason Vendor will not be maintaining the distributor’s item code (doesn’t make sense for the vendor). So, below are the steps to configure this business scenario in Microsoft Dynamics AX 2012 R3 at the distributor level.


Let’s configure the AXAPTA for maintaining the External item information at distributor environment.

Start by selecting the product against which the item code (Vendor item code) needs to maintained. For that go to product information management  à Common à Released products form. Go to detailed form of the selected product. Under purchase action tab à Related information à External item description. Here item is “bearing”


Click on External item description icon and a form will appear. Enter the desired information required as shown in below form. Here the external item number is “SA45NM” which is nothing but the item number for bearing which a vendor maintains. In the vendor relation line, enter the vendor account number against which the current item is getting procured. Save and close the form.


After this setup, verify the vendor account information for this setup against the item “Bearing”. You will see the same form as shown above. Go to Accounts payable or Procurement and Sourcing module à Common à Vendors à All Vendors


Click on “External Item Description” icon and you will see the form with additional variant information if there is any. This is a standard form common for both product and product masters.


Close the form. This is all the mandatory setups which you will be needing to configure the system to store the external item code.

Whether this setup will work or not? How to test? What’s the result? So, folks every setup verification is done through transaction level. The bottom line; if a distributor is creating a purchase order for bearing items, the external item description information should be available in purchase order form and also in reports.

Let’s create a purchase order for item “Bearing” against 104 vendor. Go to Accounts payable or Procurement and Sourcing module à Common à Purchase orders à all purchase order à Click on purchase order icon under new under purchase order action tab. Select the vendor “104” and click on create. A purchase order form will be displayed and enter the item name “Bearing” on purchase order line tab.


As you can see, at line level after selecting the vendor “104” with same product “Bearing” will display the external item number in general line details. Also, if you want to see the print preview of your purchase order, click on purchase order confirmation tab under journals and a form will be displayed and click on print/preview and select any copy to see the external item number in page preview.

Also, in procurement and sourcing have something called “Forms” under setup. In that under general as highlighted in below image; under item number you have 3 options “Our, Your and, Both”. Select any option and see the position of external item number in print preview form.


There are also additional information’s like description, text and so on. The user can have it as per the requirement. Hence, the cycle is complete.

I will be blogging on another topic of Supply chain management soon enough. Till then, enjoy reading!!!!!!!!!!


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