All sales invoices start with a sales order. This article walks you through creating a sales order and producing delivery notes and invoices from it.
📌 Note: Delivery notes may not be required by your organisation. If not, skip the delivery note section.
Create a sales order
All sales invoices produced by the system start with a Dimensions sales order.
In the Dimensions ribbon, click the Selling tab.
In the Transactions section of the ribbon, click the New Order icon.
Select a customer from list
The Sales Order Entry window opens. Select the customer for this order.
A window appears showing the first 5000 customer records in ascending code order.
Locate and double-click the required customer. Their information loads into the Order Entry window.
Search for a customer
If the customer list is too large to browse, use the search fields to narrow it down.
A window appears showing the first 5000 customer records in ascending code order.
Click Window View. Additional search fields appear to help narrow the list.
Drop down any red-labelled menu to see the search options for that field.
Select the search type and enter the search value.
Press Enter or click the Display icon to apply the search.
Double-click the correct customer to load their information into the Order Entry window.
Enter order header information
Once a customer is selected, the cursor moves to the Order Date field. Enter the main order details from here.
📌 Note: Use the Tab key to move between fields. You can also use the mouse.
Enter the required order date.
Tab to the Required Date field and enter the date the customer wants delivery.
Tab to the Customer Reference field and enter a value if needed, such as a purchase order number.
Tab to the Description field and enter a brief description of the order.
Tab past the Description field. The Detail window opens for entering stock codes, nominal codes, VAT codes, and values.
To return to the header at any point, click the Header button at the top of the screen.
The Options button lets you set defaults for entering and saving orders — for example, Batch Order. If you change any defaults, Dimensions asks whether to save them when you log off. Click Yes to keep the changes for next time.
Enter item details
A sales order can contain three types of line:
Text only lines — non-product or service description lines.
Stock lines — items sold from Stock Control.
Price lines — recurring items not tracked by quantity, such as delivery charges.
Decide the line type first, then select the relevant code if using Stock or Price.
At the top of the screen, click the Type menu.
The default type is Text. Click it to see the other options.
Selecting Stock Entry adds a product search field and a text box to the order line.
Selecting Price Entry adds a price record search field and a text box.
Selecting Text Entry reverts the line back to the default text-only format.
Enter stock details
If you use the Stock Control module, select Stock Entry to choose a product for the order line.
Select a product from list
A window appears showing the first 5000 stock records in ascending code order.
Locate and double-click the required stock item. The stock information loads into the Order Line window.
Search for a product
A window appears showing the first 5000 product records in ascending code order.
Click Window View. Additional fields appear to help narrow the list.
Drop down any red-labelled menu to see search options for that field.
Select the search type and enter the search value.
Press Enter or click the Display icon to apply the search.
Double-click the correct product to load it into the Order Line window.
Select a sub analysis location
If you use locations alongside Stock Control, select the location from which the stock is being sold.
In the Sales Order line, click the magnifying glass icon next to the Sub Analysis field.
Double-click the required location. The code is returned to the order line.
Price entry details
Price Records are usually items which are sold regularly at a standard price but don’t need to track a physical quantity. For example Delivery Costs.
Select a price record from list
A window appears showing the first 5000 price records in ascending code order.
Locate and double-click the required price record. The information loads into the Order Line window.
Search for a price record
A window appears showing the first 5000 price records in ascending code order.
Click Window View. Additional fields appear to help narrow the list.
Drop down any red-labelled menu to see search options for that field.
Select the search type and enter the search value.
Press Enter or click the Display icon to apply the search.
Double-click the correct price record to load it into the Order Line window.
Text entry details
Text entry lines are used for ad hoc items such as services or delivery charges.
📌 Note: Text lines do not require a quantity or value. The only required field is some text in the Detail box.
Enter common line information
Regardless of line type, the following fields apply to all lines.
Having selected the line type and code, tab to the Quantity field.
Enter the quantity to be sold, then tab to the Price field.
Tab from the Price field. A new window appears.
Tab again to display a list of account headings for the posting.
Double-click the correct nominal code.
Tab to the Division field, then tab again to display the available divisions for the selected nominal code.
Double-click the required division. The main window reappears showing your selections.
Tab to the Detail box and enter a description for the line.
Tab again to start a new line. Repeat for as many lines as required.
Once all lines are entered, click the Save icon at the top of the screen. An 'OK to be batched' message appears.
Click Yes. A window appears to print the sales order document.
Select the correct output option — for example, the printer.
Click OK. A prompt appears asking whether to print another sales order.
Click Yes or No as required.
Edit an outstanding order
You can edit a previously created order that has not yet had a delivery note or invoice produced — for example, to change a price or add or remove lines.
In the Dimensions ribbon, click the Selling tab.
In the Orders section of the ribbon, click the Orders icon. New windows appear.
In the right-hand window, enter search criteria to locate the order.
Click the Display icon. Matching orders appear in the main window on the left.
Click the order you want to edit, then click Edit at the top of the screen.
Make the required changes using the same process described in the sections above.
When finished, click Save. A confirmation message appears.
Click Yes. A message appears regarding the order number.
Click OK.
Print delivery notes
A delivery note can be sent to the printer, email, or fax.
In the Dimensions ribbon, click the Selling tab.
In the Orders section, click the Orders icon.
In the right-hand window, enter search criteria to locate the order.
Click the Display icon. Matching orders appear in the main window on the left.
Double-click the order to print a delivery note for. The line toggles to Yes.
Click OK at the top of the screen.
Ensure Print Delivery Note is ticked and the date is set.
Ensure the Update Delivery and Confirm After Printing check boxes are selected.
Click the green tick icon at the top of the screen.
Select the appropriate output option — for example, the printer.
Click the green tick icon.
⚠️ Warning: Confirm the print was successful before clicking Yes. Delivery notes cannot be reprinted at this point.
Once you click Yes, the order is marked as delivered and shown as Part Processed.
Print invoices
Invoices can be sent to the printer, email, or fax.
In the Dimensions ribbon, click the Selling tab.
In the Orders section, click the Orders icon.
In the right-hand window, enter search criteria to locate the order.
Click the Display icon. Matching orders appear in the main window on the left.
Double-click the order to invoice. The line toggles to Yes.
Click OK at the top of the screen.
Ensure the Print Invoice check box is selected and the date is set.
Ensure the Update Invoice and Confirm After Printing check boxes are also selected.
Click the green tick icon at the top of the screen.
Select the appropriate output option — for example, the printer.
Click the green tick icon.
Check that the invoices printed correctly before responding to this message.
Once you click Yes, the order is completed, removed from the batch, and recorded as an outstanding debt.