Create Purchase Documents for G/L Accounts and Components
Instead of using a dummy item number when an item does not exist when demand is created, a purchase quote (for open Document BOM lines), purchase order or requisition line can be created against a G/L account or a component. This functionality is available from a Construction Order line or Document BOM but is typically used from the Construction Orders for handling the purchasing of long lead time items.
- On the Lines FastTab of the Construction Order, choose Functions > Purch. G/L Acc./Item to create either a Requisition Worksheet or a Purchase Order for a line type = G/L Account or Item.
- On the Actions menu of the Document BOM, choose the Purch. G/L Acc./Item action to create either a Requisition Worksheet, Purchase Quote, or a Purchase Order for a line type = G/L Account or Item.
The type of purchase document to be created also depends on the status of the Construction Order/Document BOM line:
| Construction Order | Document BOM | Status | Purchase Document |
|---|---|---|---|
| ✗ | ✗ | Open | Purchase Quote |
| ✗ | Work Preparation | Requisition Worksheet Purchase Order |
|
| ✗ | ✗ | Released | Requisition Worksheet Purchase Order |
| ✗ | ✗ | Closed | Requisition Worksheet Purchase Quote Purchase Order |
Note
If more than one line is selected for processing, it is not possible to choose which document should be created (Purchase Quote/Purchase Order/Requisition Worksheet) – only Requisition Lines will be created. The G/L Account must have a vendor assigned in the Vendor No. field on the Purchase FastTab of the G/L Account Card page.
Additionally, a check prevents the creation of Purchase Quotes for released Document BOM/Construction Order lines because Microsoft Dynamics 365 Business Central cannot create a reservation to a Purchase Quote. Therefore, this check ensures that the Document BOM/Construction Order line will not create any other demand while a purchase quote has been created against it.
Once a purchase document is created for a Document BOM/Construction Order line, no changes can be made to the line, even after posting. If you need to delete the Document BOM/Construction Order line, warning and question messages open. In purchase orders, if the value in the Direct Unit Cost Excl. VAT field is changed prior to posting, the new amount will be transferred to the Document BOM/Construction Order line.
If you have the integration with Advanced Manufacturing Suite (AMS), Line Text that is linked to the Document BOM/Construction Order line is also copied to the purchase order line. For more information, see Text in document BOMs and Text in construction order line.
Example – Create Requisition Line for G/L Account from Construction Order
Note
In versions 8.1 and later, the Purchase Exists field shows the type of document created instead of Yes or No.
In the following video, a Sales Order and Construction Order were created for 1 unit of item D-1000. On the last line of the Construction Order, a line was inserted for G/L Account = ACCOUNT, Exp. Quantity = 1, and Unit Cost (CC) = 100.
On the Lines FastTab, the Purch. G/L Acc./Item action is run. With the Requisition Worksheet option selected, the OK button is chosen and then the DEFAULT requisition worksheet is selected. A confirmation message is generated and the G/L Account line is updated as follows:
- Purchase Exists = Yes
- Purchase Status = Purchase Created
The Yes value is selected in the Purchase Exists field and the Requisition Worksheets page opens with the G/L Account for the Unit Cost entered on the Construction Order line. The Carry Out Action Message action is run.
In the Construction Order, the Purch. G/L Acc./Item action is run again to open the Purchase Order. The Purchase Order has been created for the G/L Account for the Unit Cost entered on the Construction Order line.
The Purchase Order is posted and the Construction Order line shows that the G/L Account line has been updated as follows:
- Purchase Exists = No
- Purchase Status = Purchase Posted
No changes can be made to the line after the purchase document is created or posted.
Example – Create Purchase Order for G/L Account from Construction Order
Note
In versions 8.1 and later, the Purchase Exists field shows the type of document created instead of Yes or No. In versions 9.3 and later, the documents available for creation are different based on the status of the Construction Order line.
In the following video, a Sales Order and Construction Order were created for 1 unit of item D-1000. On the last line of the Construction Order, a line was inserted for G/L Account = ACCOUNT, Exp. Quantity = 1, and Unit Cost (CC) = 100.
On the Lines FastTab, the Purch. G/L Acc./Item action is run and the Purchase Order option is selected. A confirmation message is generated and on the G/L Account line:
- Purchase Exists = Yes
- Purchase Status = Purchase Created
The Purch. G/L Acc./Item action is run again and the message asking to open the existing purchase document is accepted. The Purchase Order opens with the G/L Account for the Unit Cost entered on the Construction Order line. The value in the Direct Unit Cost Excl. VAT field is changed to 200 to see the update to the Construction Order line.
The Purchase Order is posted and the Construction Order line shows that the following fields have been updated for the G/L Account line has been updated:
- Unit Cost (CC) = 200.00 (changed value in purchase order)
- Purchase Exists = No
- Purchase Status = Purchase Posted
- Freeze Unit Cost (CC) = selected (to ensure the cost is not changed if the Update Unit Cost & Price action is run)
Example – Create Purchase Documents for Components
Note
In versions 8.1 and later, the Purchase Exists field shows the type of document created instead of Yes or No. In versions 9.3 and later, the documents available for creation are different based on the status of the Construction Order line.
In the following video, different purchase documents are created for items D-7014 (Requisition), D-7015 (Quote), D-7017 (Quote), and D-7019 (Order) using the Purch. G/L Acc./Item action. The check for open Construction BOM lines for creation of Purchase Quotes is reviewed, as well as the release of an entire Construction BOM if open Purchase Quotes exist. Additionally, a production order is created to explain how reservations are maintained if the Purch. G/L Acc./Item action is run on other items in the Construction Order after a production order has been made.
First, a Requisition Worksheet is created for item D-7014. With the line selected, the Purch. G/L Acc/Item action is run. With the Requisition Worksheet option selected, the OK button is chosen and then the DEFAULT requisition worksheet is selected. A confirmation message is generated and on the line for item D-7014:
- Purchase Exists = Yes
- Purchase Status = Purchase Created
The Purch. G/L Acc./Item action is run again to open the Requisition Worksheets page. Notice that a reservation has been made for this item. Close the Requisition Worksheets page and go back to the Construction Order.
Next, a Purchase Quote is created for item D-7015. With the line selected, the Purch. G/L Acc./Item action is run and the Purchase Quote option is selected. A confirmation message is generated and on the line for item D-7016:
- Purchase Exists = Yes
- Purchase Status = Purchase Created
Now a check is made for processing open Construction Order lines. On the line for item D-7017, the Status field is changed to Released. The Purch. G/L Acc./Item action is run, and the Purchase Quote option is not available for selection because the line has been released. The line for item D-7017 is reopened and then the Purch. G/L Acc./Item. action is run. The Purchase Quote option is available and selected. In the Construction Order line, the Status field is changed to Released again and an error message opens stating that a purchase quote exists for the line and it must be made into an order or deleted to release it.
The release function is discarded and the Purchase Quote is re-opened and made into a Purchase Order. Notice that a reservation has been made for this item to the Construction Order line. Now it is possible to release the Construction Order line with the related Purchase Order.
Next, a Purchase Order is created for item D-7019. With the line selected, the Purch. G/L Acc./Item is run and the Purchase Order option is selected. A confirmation message is generated and on the line for item D-7019:
- Purchase Exists = Yes
- Purchase Status = Purchase Created
At this point, a requisition line, purchase quote, purchase quote to a purchase order, and a purchase order have been created. If the Release action is run for the entire Construction Order, an error message opens because of the open Purchase Quote.
Note
This same process can be done with a Document BOM.
The final step in this video is to show how reservations are handled on a Production Order. The purchase quote for item D-7015 is changed into an order and a production order is created for the entire Construction Order.
The Construction Order is re-opened and the line for item D-7100 is selected. On the Lines FastTab, the Purch. G/L Acc./Item action is run. A message opens stating that a production order already exists for this Construction Order line and confirms if the process should continue.
If the process continues, then everything works the same, only the reservation will be made directly between requisition/purchase order line and the production order component.
Note
If this process was done with a Document BOM, and a Construction Order was created instead of a production order, and an item should be purchased, a message opens stating that the construction order already exists. Cancel the process of creating the purchase document. Any further purchase processing for the item should be handled in the construction order.
See Also
Construction Line Planning Pool
Document BOM Planning Pool
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