A discussion arose among the consulting team recently about if and how to limit the items a customer can buy in Dynamics AX. One of us found where the setup tables were, and another came over to explain what she had setup. I had seen this functionality before, AX calls it Filter codes, and always wondered how it worked, and since my colleague had given me a little breadcrumb / Reese’s Pieces trail to the answer, I took it and ran. Kudos if you know the Reese’s Pieces movie reference.
There is a fair amount of setup for Filter codes, and the wording used in AX can be a little confusing, so I am going to be very explicit in this post. First and foremost, of all the items you have in the system, you’ll need to identify the items that can be sold to every single customer in your system. We’ll get started by activating the Filter code functionality in the Warehouse management parameters. On the Filters tab, configure the following setup (the Filter code functionality can be extended to vendors and purchase orders as well):
Next, we’ll move over to the Item group setup table. The Item group is the “tie that binds” the functionality we just setup and what we will setup on the items and customers. On the Warehouse management fast tab, turn on the checkboxes for each filter code you will be using.
Now, we’ll setup the actual Filter code values that will eventually be associated to items. Go to the setup table located at Warehouse management>Setup>Filters>Filters. From the Filter title dropdown, make the appropriate selection. In my opinion, you should think of each filter code as a sub-group of items to the bigger Item group. You’ll create all the needed values, and I also recommend creating a value called “All.” Again, these are the items that can be sold to every single customer in your system. To place an item into a Filter code, go to the item details and the Warehouse management fast tab until you find the Filter code dropdowns.
By only doing this setup, if you create a sales order, the user will see the following error message for all customers and all items they try to add to the sales order:
First, we need to configure the system to make those “All” items available to all customers. We’ll return to Warehouse management>Setup>Filters but we want the option called Generally available items. Set the dropdown to Customer and create a new record. Each record must have a unique Item group-Code 1, 2, 3, 4 combination. By doing this setup, the all items belonging to the Item group-Code 1 combination will be available to sell to all customers.
Now, we’ve arrived at the answer to the issue I posed at the beginning of the blog post: how to limit the items a single customer can buy. Navigate to the customer master and click on the Filters button. The Filter codes form is a carbon copy of the Generally available items form; the only difference is that we started on a customer master. Create a new record with each record having a unique Item group-Code 1, 2, 3, 4 combination. By doing this setup, the items that belong to each Item group-Code 1, 2, 3, 4 combination can be sold to this specific customer in addition to the records setup in the Generally available items setup table.
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