Microsoft Dynamics AX 2012: Employee Procurement AX2012-DS007

Microsoft Dynamics AX2012:Employee procurement

March 2012Version 1.0.2

Contents

Employee Self Service Procurement demonstration3Introduction3Audience3Scenario3Key pains this demonstration addresses4Demo preset configuration4Demo 1: Employee self service purchasing5Demo 2: Manager approval of purchase requisition10Demo 3: Purchasing agent completing purchase request11Conclusion13Disclaimer14

Employee Self Service Procurement demonstrationIntroduction

Microsoft Dynamics AX 2012 helps organizations to effectively manage employee procurement spending. Customers have the following requirements in todays business: Need to control purchase costs. Processing needs to be efficient and quick. Employees need to be able to easily find products and services.AudienceThe demonstrations in this document should be used to present the value of employee procurement to business decision makers (BDMs), employees, managers, and purchasing managers. Scenario The following capabilities are highlighted in this demonstration: Employee orders different items via the Employee Self Service portal in Microsoft Dynamics AX 2012. This scenario highlights the ability to: Order inventory items, non-inventory items, and category-based items. Order from a suppliers catalog. Order on behalf. Enter sub-ledger distribution. Workflow to manage approval levels of purchase requisitions. Work item queues to manage workloads in the team. Ability to consolidate purchase requisitions.

Key Pains This demonstration addressesThis demonstration shows how Microsoft Dynamics AX 2012 can help address pain points that business users might experience. Business UserKey Pains Microsoft Dynamics AX 2012 helps to address

Employee I am busy; I dont have time to do administrative tasks. It takes too much time to get a purchase requisition approved. What I need is never set up in the system.

Manager Employee training is time consuming. The purchase requisition is incomplete, and I have to send it back to the employee. This is very time consuming.

Purchasing Because products and prices constantly change, I dont have time to keep items up to date in the inventory system. Purchase requisitions are incomplete or employees order the wrong items. Need better tools to be able to negotiate the best prices with the vendors.

Demo Preset ConfigurationThis script was written to support the Microsoft Dynamics AX 2012 RTM virtual machine image (VM), released in August 2011. To run this demonstration, ensure that the VM is up and running and that you have logged on as the system administrator.Log-on information: Domain: CONTOSO User: Adminstrator Password: pass@word1

Demo Pre-Setup

To show the demo, you need to perform the following steps:

1. Start workflow processing Open the development environment of Microsoft Dynamics AX (Icon on the desktop) In the AOT open Forms, and select Tutorial_WorkflowProcessor Right-click and select Open Click Start

Demo 1: Employee self service purchasing

In Microsoft Dynamics AX 2012, additional capabilities to support employee self-services scenarios in human resources, expense management, procurement, and project have been added. In this scenario the procurement capabilities are highlighted. This scenario is based on a typical employee named Michael. He is always busy and he likes to get things done. He likes his job but there are a few tasks that he needs to perform frequently that should be simple and intuitive, yet are not. Disparate systems, manual processes, and company approval policies make these simple tasks often time consuming and painful.Lets take a look how Microsoft Dynamics AX 2012 can help him manage these tasks.

The day started quite well. Michael managed to get into the office early to get things done. He has to prepare for a review meeting that is scheduled for Friday. He quickly walks over to the cafeteria to get a cup of coffee and rushes back into his office. And then it happens. He stumbles over the laptop bag that he dropped on the floor and pours the coffee over his second monitor. The coffee drips onto his desk and down to the floor, leaving a huge, ugly stain on the carpet. The monitor goes dark.So what now?He is already super busy and now he has to find out how to order a new monitor and contact workplace services to get the carpet cleaned. His company just implemented Microsoft Dynamics AX 2012. So lets see how the Employee Self Services capabilities help Michael complete the above mentioned tasks.

1. Click the Employee Self Service icon on the desktop to open the Employee Self Service Portal.2. Make sure that Michael is signed in. If he is not, click System Account and select Sign in as Different User. Sign in as Michael.

On the portal, he can create expense reports, order products, view the organization, review approvals, register his time, update personal information, and respond to questionnaires. Michael likes the fact that he can access all tasks in the same place. This looks simple.

3. Click Order Products.

Michael can filter on categories, search for items or access common tasks (for example, ordering products, viewing the shopping cart, and accessing orders).

Michael explores the Products and services section.4. Expand the Computers section, and then click Components.

The product catalog is displayed. Michael decides to add the Microsoft Arc Keyboard to his order.5. Click on the item description Microsoft Arc Keyboard to get more information

6. Click Add to cart

The keyboard is added to his shopping cart.

For a moment he considers ordering the same keyboard for his coworker Alicia. He could quickly send a message to Alicia using Microsoft Lync but she is usually not in the office that early so he decides to focus on ordering the monitor and carpet cleaning.

7. Click Order for Michael Redmond to show that Michael has the option to create purchase requisitions for other coworkers like Alicia.

Michael was surprised that the keyboard is available in Contosos inventory list. It must be the standard keyboard that most employees use. But usually, especially with electronics, inventory information isnt updated often and gets outdated quickly. Prices for monitors seem to be dropping regularly so it just makes sense to directly browse a suppliers catalog. Accessing the suppliers catelog via the employee self service portal also ensures that prefered vendors are used when ordering office supplies.

8. Click External websites to access a suppliers catalog9. Zones Catalog is listed here, and he clicks the link to access the catalog

10. Click OK

11. On Zones website, click Hardware and then Monitor & Accessories

12. Select a monitor and click Add to Cart 13. Then open the Shopping Cart

Michael reviews the the shopping cart items and checks out.

14. Click Checkout

The monitor is added to his existing shopping cart in the Employee self service portal in Microsoft Dynamics AX 2012.

That was simple. Now the only step left is to add the service for the carpet cleaning.

15. Click Workplace services and then selects Facilities

16. Click the Vendors tab to get a list of preferred vendors. Two vendors are listed and both have received good ratings.17. Select Esteemed Dragon Services and click Shopping cart

18. Enter the cleaning request: Product name: Carpet Cleaning Description: Remove coffee stain Price: 100 Unit symbol: ea Quantity: 119. Click Add to cart

Microsoft Dynamics AX 2012 allows users to buy items based on categories and does not necessarily require an inventory item. This allows Michael to easily enter his request without having to request a service item to be created first.

Michael opens the shopping cart, reviews the items and checks out.20. Click the Shopping Cart icon to check out

21. In the Checkout form, enter a reason for the request. Select Specific request and enter some additional details. Accept the requested date and then click Next

Michael reviews the order one more time before he submits it. He might want to distribute the amounts to different financial dimensions.

22. Select Carpet Cleaning and then Details

23. Then click Financials24. On the Action pane, show the Distribute amounts option25. Click Close

26. Back on the Checkout form click Submit

The request has been submitted and Michael is really pleased how easy it was to enter the purchase requisition. He hopes that his manager Claire can approve the request as easily so Inga can get the items and services ordered.

27. Click Close

Demo 2: Manager approval of purchase requisition

Now lets switch roles and pretend to be Claire, Michaels manager. Claire really appreciates Michael as a valued employee and wants to make sure that he is as productive as possible.

1. Open the Employee Self Service Portal

When Claire arrives in the morning, she receives an approval notification and opens the Employee Self Service Portal.

2. Log on as Julia3. Click Approvals4. Select Michaels purchase requisition

5. Click Actions to review the options that Claire has. She can preview the request or open the purchase requisition6. After reviewing the requisition she approves the requestClaire has the option to enter a comment7. Click Approve to approve the request

Claire has approved the requisition and can now focus on her daily activities.

Demo 3: Purchasing agent completing purchase request

Inga uses the purchase requisition queue to handle the workload for her team. Her team consists of many purchasing agents, and they get their assignments from the purchasing queue. The purchase order approval workflow requires approval not only from the employees manager but also from a purchasing agent. This means that Michaels purchase requisition is still in review.

1. Log on to Microsoft Dynamics AX 2012 as April(shift + right click on the Microsoft Dynamics AX icon on the desktop and select Run as different user, then log on as Inga).2. Go to Procurement and Sourcing > Common > Purchase requisitions > Purchase requisitions assigned to my queues

Inga reviews the purchase requisition queue and accepts ownership of Michaels purchase requisition.

3. Select Michaels purchase requisition to assign ownership4. Click Action and select Accept

5. Go to Procurement and Sourcing > Common > Purchase requisitions > Purchase requisitions assigned to me6. Select Michaels requestInga reviews the purchase requisition. Everything looks fine. She has no further questions.7. Click Actions and select Complete

Note: Mention that Microsoft Dynamics AX 2012 supports the option to consolidate purchase requisition requests to get better pricing or to save on shipping.

8. The last step is to create the purchase order.9. Open the release approved purchase requisitions form (Procurement and Sourcing > Common > Purchase requisitions > Release approved purchase requisitions)

10. Select approved purchase requisitions and click the new purchase order icon on the Action paneThe purchase order creation infolog message confirms the creation of the purchase orders.

In this particular example, the Procurement and Sourcing Workflow requires additional approval of the purchase requisition; an organization can decide to automatically approve the purchase requisitions once approved by the manager.

11. Go to Procurement and Sourcing > Setup > Procurement and sourcing workflow and show the 2 different workflow options

12. Select Purchase requisition review and edit the workflow

The workflow requires approval of the purchase requisiton from the manager as well as from a purchasing agent.

ConclusionThese demonstrations have guided you through major capability improvements in Microsoft Dynamics AX 2012 that help organizations to streamline their employee procurement processes.

Disclaimer 2011 Microsoft Corporation. All rights reserved. Microsoft, Windows, Windows Vista, Microsoft Dynamics and other product names are or may be registered trademarks and/or trademarks in the U.S. and/or other countries. Other names and brands may be claimed as the property of others.The information herein is for informational purposes only and represents the current view of Microsoft Corporation as of the date of this presentation. Because Microsoft must respond to changing market conditions, it should not be interpreted to be a commitment on the part of Microsoft, and Microsoft cannot guarantee the accuracy of any information provided after the date of this presentation. Microsoft may make changes to specifications and product descriptions at any time, without notice.This content is provided as-is. Information and views expressed in this content, including URL and other Internet Web site references, may change without notice. Some examples depicted herein are provided for illustration only and are fictitious. No real association or connection is intended or should be inferred.Sample code included in this presentation is made available AS IS. THE ENTIRE RISK OF THE USE OR THE RESULTS FROM THE USE OF THIS CODE REMAINS WITH THE USER.

MICROSOFT MAKES NO WARRANTIES, EXPRESS, IMPLIED OR STATUTORY, AS TO THE INFORMATION IN THIS PRESENTATION. NO LICENSE, EXPRESS OR IMPLIED, BY ESTOPPEL OR OTHERWISE, TO ANY INTELLECTUAL PROPERTY RIGHTS IS GRANTED BY THIS PRESENTATION. Microsoft products are not intended for use in medical, life saving, or life sustaining applications.

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