One of the most common questions I get during Dynamics AX implementations is what the various statuses mean when looking at inventory transactions. Users understandably get confused as to why a Production order shows as “Purchased.” Hopefully, this quick guide will shed some light on this topic. A “receipt” is basically any inventory transaction where the quantity of your inventory increases. This could be via a Purchase order, production order, sales return, inventory adjustment, and so on. An “issue” is any inventory transaction where inventory quantity decreases. For example, a sale of an item, a purchase return to a vendor, an adjustment down, etc. So basically, think of these as supply and demand, or additions and subtractions of inventory.
The various statuses of receipt and issue transactions just represent the different steps in supply and demand. Note: The only statuses not explained in this blog are Quotation issue and Quotation receipt, as they will only ever occur for quotes in AX.
- Purchased: the quantity of the transaction has been invoiced. Invoiced purchases orders or Ended production orders would have this status, for example.
- Received: the quantity of the transaction has been received into inventory and can generate ledger postings. This basically means you have added inventory but not yet invoiced, like a received purchase order or production order that has been Reported as Finished.
- Registered: the quantity has been registered into inventory but the order itself has not been updated to received. You would see this if you use the registration step for Purchase order lines. It’s basically the equivalent to the “Picked” issue status.
- Arrived: the quantity of the transaction is being or about to be transported on a pallet. The quantity hasn’t been registered into physical inventory yet.
- Ordered: the quantity of the transaction has been ordered. This is the status you would see for a created Purchase or Production order.
Only the first 3 have an impact on the physical evaluation of inventory. Purchased has an impact on the financial evaluation of inventory, and Received also can depending on your cost evaluation setup.
- Sold: the quantity of the order has been subtracted from inventory and invoiced.
- Deducted: the quantity of the order has been subtracted from inventory and the order is ready to have ledger postings generated. You would see this status, for example, when a sales order has a posted packing slip for the line quantity.
- Picked: the quantity of the inventory has been picked from inventory.
- Reserved Physical: the quantity of inventory is reserved against the transaction. It cannot be moved or used on other orders while it is in this status/
- Ordered Reserved: the quantity of the transaction is reserved against an incoming transaction. You would see this, for example, when you reserve or mark demand against an open purchase order.
- On Order: the quantity of the transactions is on an open order, for example, a sales order line is created but not yet reserved or picked.
Only the first 3 have an impact on the physical evaluation of inventory. Sold is the only Issue status that has an impact on the financial evaluation of inventory, and Deducted can also depending on the cost evaluation setup in the system.
So as you can see, if you use some simple logic to explain these statuses, your users will catch on quickly as they begin to process transactions in the system. Don’t be afraid of the new terminology, it just may take a little while to click!