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Dynamics AX Updates

Dynamics AX Procurement Catalogs Creation

In Microsoft Dynamics AX, purchasing professionals can create Dynamics AX Procurement Catalogs and maintain catalogs that company employees can use when they order items and services for internal use.

The use of the catalogs for indirect procurement has the following advantages:

  • Employees can fastly and easily find items or services that they need, and create purchase requisitions for those items or services.
  • Procurement professionals can enforce the purchasing policies and guarantee that employees order only approved items and services.

To set up the catalog and make it available to employees, you must complete the following tasks:

  • Determine how you want users to navigate through a catalog on the procurement site.
  • Choose the products that users can view and the vendors from whom users can order.
  • If users are permitted to order directly from the vendor, add access to external vendor catalog sites.
  • Activate and publish the catalog, and configure the catalog policy rule so that users can see the catalog on the procurement site.
  • Maintain the catalog by publishing changes to the products or catalogs, and adding product images to the catalog.

Creating a Dynamics AX procurement catalog

The process of creating a new catalog includes multiple steps. The below diagram illustrates the process flow and identifies the role that is responsible for each step.

Configure the overall catalog settings

Use this procedure to create the new catalog and configure the settings that apply to the whole catalog.

  1. Click to the Procurement and sourcing > Common > Catalogs > Procurement catalogs.
  2. On the Procurement catalogs list page, on the Action Pane, then click Catalog.
  3. In Create Catalog dialog box, enter the catalog name, and then follow one of these steps:
    • If you want the navigation structure for your catalog to be created automatically, choose the Populate catalog using procurement category hierarchy: checkbox. All products, attributes, and vendors that are assigned to the Dynamics AX procurement categories are automatically added to the catalog.
    • If you want to make the navigation structure for your catalog manually, clear the Populate catalog using procurement category hierarchy: checkbox. You can then include products, attributes, and vendors to your catalog manually.
  4. In a Catalogs form, on the Action Pane, on the Catalog tab, click Edit.
  5. In left pane, click the catalog’s root node. Then, on a Catalog setting FastTab, follow these steps:
    1. Enter a description for the catalog.
    2. Choose the default update type for the whole catalog. The following options are available:
      • Static – Manually control the product updates to your catalog.
      • Dynamic – Automatically pass the product updates from your product master to your procurement site.
      • Both – Set the default update type to either Static or Dynamic for the individual categories.
  6. In the Owner field, select the catalog owner.
  7. Make sure that a Catalog status field is set to Inactive. The catalog should have the status of inactive until you are ready to publish it.
  8. In the Number of search results to display per page field, enter a maximum number of search results that are displayed per page on the procurement site.
  9. On the Price range FastTab, include filters for price ranges. Users can then filter the search results by price when they look for products in the catalog on the procurement site.
  10. On the Presentation,s FastTab, click Edit, and then enter the welcome text that you want to appear on an Order product site in Enterprise Portal for Microsoft Dynamics AX.

  11. On the Product relation types FastTab, click Add, and then include the product relationships for the products in your catalog. Use the Move up and Move down buttons to set an order of precedence that is used when search results are displayed.

Configure individual catalog categories

catalog

catalog

After you configure the settings that apply to the whole catalog, you can configure the settings that apply to each catalog category. Before you begin, you can review the catalog’s current menu tree and manually include categories to the catalog’s menu tree.

Review the catalog’s navigation hierarchy

  1. Click to the Procurement and sourcing > Common > Catalogs > Procurement catalogs.
  2. On the Procurement catalogs list page, double-click the catalog that you want to see.
  3. In the Catalogs form, in the left pane, choose a category, and review the catalog’s navigation hierarchy.

Add the new category to the catalog’s menu tree

  1. Click to the Procurement and sourcing > Common > Catalogs > Procurement catalogs.
  2. On the Procurement catalogs list page, double-click the catalog to which you want to include a category.
  3. In a Catalog form, on the Action Pane, on the Catalog tab, click Edit.
  4. In the left pane, choose the parent category to which you want to add the new category.
  5. On the Action Pane, on the Catalog tab, click to the New child.
  6. On the Navigation category settings FastTab, enter the name and description for the new category.

Activate, inactivate, modify, or delete a catalog category

  1. Click to the Procurement and sourcing > Common > Catalogs > Procurement catalogs.
  2. On Procurement catalogs list page, double-click the catalog that you want to work with.
  3. In a Catalog form, on the Action Pane, on the Catalog tab, click Edit.
  4. If you want to maintain a category in your Dynamics AX procurement catalog, but you do not want the category to be displayed on the procurement site, select the category in a left pane, and then on the Action Pane, click Disable. When you disable the category, all subcategories that are assigned to the category are also disabled.
  5. To activate the disabled category so that it is displayed on the procurement site, select the category in the left pane, and then on the Action Pane, click Enable.
  6. For deleting a category that you do not want to be displayed on your procurement site, select the category in the left pane, and then on the Action Pane, click Delete.
  7. To modify the category or subcategory, select it in the left pane, and then on the Navigation category settings FastTab, enter a new name and description for the category. You can also change the configuration of the categories.

Configure the navigation category options for each category

  1. Click to the Procurement and sourcing > Common > Catalogs > Procurement catalogs.
  2. On the Procurement catalogs list page, then double-click the catalog that you want to configure.
  3. In a Catalog form, on the Action Pane, on the Catalog tab, click Edit.
  4. If you want the name, description, and all translated text from the Dynamics AX procurement category to be used for a catalog category on the procurement site, select the category in a left pane, and then on the Navigation category settings FastTab, select the Map text check box. If this check box is chosen, updates that are made to these fields appear in the Catalogs form. The updates also appear on a procurement site when the catalog is published.
  5. In the Default update type field, choose one of the following options:

    • Static – Manually control the product updates to the selected category.
    • Dynamic – Automatically pass the product updates for the selected category from the product master to your procurement site.
  6. If the category is only the shortcut category, select the Shortcut display category check box.

    You can use the shortcut categories to display navigational shortcuts for a specific category on the procurement site. You can then display the subcategory of products under multiple parent categories. For example, you can display the subcategory for the computer mouse devices under both the category for computer hardware and the category for office supplies.

    For more data about how to set up a shortcut category, see the procedure “Set up a shortcut navigation category” in this topic.

  7. In Target navigation category field, select the catalog category that will open when the user clicks the navigation shortcut category on the procurement site.
  8. Select the Hide all sub-categories check box to limit the number of navigational Dynamics AX procurement categories that appear on the procurement site for the selected category.
  9. Choose the Show order from category check box if users are permitted to order products from the selected category on the procurement site when they cannot find the product that they want in the catalog.
  10. In Default browsing page field, select the page that is displayed by default when the user clicks the category on the procurement site.

Add products to a category

  1. Click to the Procurement and sourcing > Common > Catalogs > Procurement catalogs.
  2. On Procurement catalogs list page, double-click the catalog that you want to configure.
  3. In the Catalogs form, in a left pane, select the category to which you want to manually add products. Then click the Products FastTab.
  4. On the Products FastTab, click Add.

  5. In the Add products form, choose the products that you want to add to the category, click Select ->, and then click OK.
  6. To modify the details for the selected product, do the following:
    1. On the Products FastTab, choose a product, and then click Details.
    2. In Product details form, on the Action Pane, click Edit, and then change the details. For example, you can modify the product’s attributes, including the related products, and modify the product description.
  7. If you do not want the product to be displayed on the procurement site, follow one of these steps:
    • For products that were automatically added to the Products FastTab from the Dynamics AX procurement category, click Hide.
    • For products that you included manually to the Products FastTab, click Remove.
  8. To display a product that was previously hidden on the Dynamics AX procurement site, select the product, and then click Show. This button can be used only for products that were automatically added to the catalog category from the Microsoft Dynamics AX procurement category.

Copy a catalog

Use this procedure to create the new catalog by copying an existing catalog. When you copy the catalog, all catalog categories and associated products are copied to the new catalog. You can then modify the new catalog to meet your needs.

  1. Click to the Procurement and sourcing > Common > Catalogs > Procurement catalogs.

  2. On Procurement catalogs list page, select the catalog that you want to copy.
  3. On Action Pane, on the Catalog tab, in the New group, click Copy catalog.
  4. After the new catalog is created, then double-click the new catalog to open it. You can then make any changes that are need.

Preview and publish a catalog

When you create the catalog, you can preview it on the procurement site before you make it available to your employees. Only the catalog owner can preview the catalog.

To make the catalog available to your employees on the Dynamics AX procurement site for the first time, you must publish the catalog. After the catalog has been published, any updates that are made to a catalog are published to the procurement site. The updates are published either automatically or manually, depending on the option that is chosen for the catalog in the Default update type field in the Catalogs form. The below default update types are available for catalogs:

  • Dynamic – Catalogs are automatically updated whenever the change is made to the catalog.
  • Static – The Catalogs must be manually updated.
  • Both – Catalogs that add the product categories that have a default update type of Static must be manually updated when these categories are updated. Catalogs that add product categories that have a default update type of Dynamic are automatically updated whenever a change is made to the catalog.

Use these procedures to preview your catalog on the Dynamics AX procurement site, and to manually update catalogs that have a default update type of Static.

Preview a catalog

  1. Click to the Procurement and sourcing > Common > Catalogs > Procurement catalogs.
  2. On Procurement catalogs list page, select the catalog that you want to preview.
  3. On Action Pane, in the Publish group, click Preview catalog.

The catalog opens in an Employee services portal in Enterprise Portal.

Publish or update a catalog

  1. Click to the Procurement and sourcing > Common > Catalogs > Procurement catalogs.
  2. On Procurement catalogs list page, double-click the catalog that you want to publish or update.
  3. In a Catalog form, update products, vendors, external catalog links, and other options as necessary.
  4. If your catalog has a status of Inactive, on the Action Pane, in a Publish group, click Activate catalog.
  5. On Action Pane, in the Publish group, click Publish catalog.

View your catalog, and verify the catalog information in the Employee services portal in Enterprise Portal.

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