The following document has been designed as a guide to the process of creating a Sales Order that will then be delivered and invoiced to the Sales Ledger. All Sales Invoices that are printed and sent to customers start from the Sales Order. However, there are additional sections on printing and updating the Delivery Note and Invoice included.
Note: Delivery Notes may not be required within the business or organisation so the section relating to their printing will not need to be followed.
Table of Contents
Creating a Sales Order Entry
Selecting a Customer from List
Searching for a Customer in the List
Entering Order Header Information
Entering Item Details
Entering Stock Details
Selecting a Product from List
Searching for a Product in the List
Selecting Sub Analysis (Location)
Price Entry Details
Selecting a Price Record from List
Searching for a Product in the List
Text Entry Details
Entering Common Line Information
Editing an Outstanding Order
Printing Delivery Notes
Printing Invoices
1. Creating a Sales Order Entry
All Sales Invoices that are produced by the system, start with the creation of a Dimensions Sales Order and in this section, we will cover the process of entering a new one.
In the Dimensions ribbon, click the Selling tab.
In the Transactions section of the ribbon, click the New Order icon.
Selecting a Customer from List
Once access to the Sales Order Entry window has been gained, provide a Customer against which the Order is to be created.
A window is automatically displayed showing the first 5000 Customer records in ascending code order.
Locate and double-click the required customer. The customer information will now be loaded into the Order Entry window.
Searching for a Customer in the List
Once access to the Sales Order Entry window has been gained, provide a Customer against which the Order is to be created
A window is automatically displayed showing the first 5000 customer records in ascending code order.
Click Window View. A window is displayed showing additional fields which can be used to narrow down the list of customers.
Pulling down any of the menus shown with red wording will display the possible search options for that field.
Having made the selection of the search type, now enter the search value.
To apply the search either press the Enter key or at the top of the Search window, click the Display icon .
Once the correct customer is located, double-click the required customer line in the list. Their information will be displayed in the Receipt window
2. Entering Order Header Information
Once the selection of the customer is completed, you find the cursor flashing in Order Date field. This is an indication that you can now start entering the main details of the Order.
Note: In Dimensions, you move from one entry field to another via the use of the Tab key on the keyboard. You can use the mouse as well of course.
Enter the required Order date.
Press the Tab key to the Required Date Field and enter the date the customer would like the Order.
Press the Tab key to the Customer Reference field and enter a value if needed such as their Purchase Order Number.
Press the Tab key until the Description field where you can enter a brief description of the order is available.
On tabbing past the Description field, Dimensions will show the Detail window where the Stock Codes, Nominal Codes, VAT Code and values are entered.
To return to the Header Information at any point, at the top, click the Header button
The Options button allows you to specify various default settings for entering and saving orders, such as Batch Order. These defaults can be changed as required. Details of each option is available in the Dimensions Help pages. If you make any changes to the default options, when logging off from Dimensions you will be asked Do you wish to save the transaction options you have defined? Answer, Yes if you wish the changes to be preserved for the next time you log on.
3. Entering Item Details
Inside Dimensions Sales Order you can have three different types of Line. These are:
Text Only Lines – Non Product / Service Description Lines
Stock Lines – Items sold from Stock Control
Price Lines – Items not tracked by level but recurring usage such as resources.
The first aspect of any line is to decide which type of line it needs to be and in the case of Stock and Price which code is needed.
At the top of the screen, view the Type menu.
The system set this to Text by default but by clicking on it, the other types are visible.
Selecting Stock Entry will change the Order line by adding a search feature and a text box.
Selecting Price Entry will change the order line by adding a search feature and a text box.
Selecting Text Entry will change the order line by reverting it back to default.
4. Entering Stock Details
If you are using Dimensions Stock Control module, using the Stock Entry type will allow you to select a product to be included in this order.
Selecting a Product from List
A window is automatically displayed showing the first 5000 Stock records in ascending code order.
Locate and double-click the required stock item. The Stock information will now be loaded into the Order Line window.
Searching for a Product in the List
A window is automatically displayed showing the first 5000 Product records in ascending code order.
Click Window View. A new window is displayed showing additional fields which can be used to narrow down the list of products.
Pulling down any of the menus shown with red wording will display the possible search options for that field.
Having made the selection of the search type, now enter the search value.
To apply the search either press the Enter key. Alternatively, at the top of the Search window, click the Display icon.
Once the correct product is located, double-click the line in the list and their information will be displayed in the Receipt window.
Selecting Sub Analysis (Location)
If Locations are used in conjunction with Stock, select the code from which the Stock is to be sold from.
Within Sales Orders.
Click the magnifying glass icon against the Sub Analysis field. A new window is displayed.
Double-click the Location from which the stock is being sold from and this code will be returned to the order line entry.
5. 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.
Selecting a Price Record from List
A window is automatically displayed showing the first 5000 Price records in ascending code order
Locate and double-click the required Price record. The Price record information will now be loaded into the Order Line window.
Searching for a Product in the List
A window is automatically displayed showing the first 5000 Price Records in ascending code order.
Click Window View. A new window is displayed showing additional fields which can be used to narrow down the list of Price record.
Pulling down any of the menus shown with red wording will display the possible search options for that field.
Having made the selection of the search type, now enter the search value
To apply the search either press the Enter key. Alternatively, at the top of the Search window, click the Display icon .
Once the correct Price Record has been located, double-click the Price Record line in the list. The information will be displayed in the Receipt window.
6. Text Entry Details
A text entry is generally used for lines which are-ad hoc items such as Services but in this case, we are also going to use this for a delivery charge.
Note: They do not have to have a quantity or a value, however, is this example we are going to add a delivery charge. The only essential value required is some text in the Detail box.
7. Entering Common Line Information
Regardless of the type of line, being used, certain fields of information are found in all and require you to complete, confirm or change the information.
Having selected the type of line you need and select the code for that specific type, tab to the quantity field.
Enter the quantity to be sold and then tab to the price field.
Tab from the price field. A new window appears.
Press the Tab key again will display a list of Account Headings for the posting.
Double-click the correct Nominal Code line in the list.
Tab to the Division Field and then again will display a list of the Divisions available for the Nominal Code previously entered.
Again, double-click on the required Division line in the list window. The main window appears where the selections can be reviewed.
Press the Tab key until the detail box is seen to enter a larger description for the line.
Press the Tab key again will start a new line, enter as many detail lines are as required for the Sales Order/Invoice.
Once all of the required lines for the order are selected, click the Save icon at the top of the screen. An OK to be batched message will be displayed.
Click Yes and a window is displayed to print the Sales Order document.
Select the correct output option. For example the printer.
Click OK. A print another Sales Order window will appear.
Choose Yes or No, depending on which is required.
8. Editing an Outstanding Order
It is common that an order which has been created previously but has yet to have a Delivery Note or Invoice produced that could need some alteration. Maybe this is a price change or to add or remove lines.
In the Dimensions ribbon, click on the Selling tab.
In the Orders section of the ribbon, click the Orders icon. New windows appear.
In the far right hand window, enter as many search criteria as are required to locate the order to be altered.
At the top of the screen, click the Display icon. All orders matching the search will be returned to the main window on the left-hand side.
Select the order to make alterations on and at the top of the screen, click Edit. The main Sales Order entry window is displayed.
Make all the alterations required using the same process as defined in the previous sections of this document
When finished, click Save. A new message will be displayed.
Click Yes and a new message is displayed regarding the order number.
Click OK.
9. Printing Delivery Notes
Should a Delivery Note be required, it can be produced to either to the printer, e-mail or fax.
In the Dimensions ribbon, click the Selling tab.
In the Orders section of the ribbon, click the Orders icon. A new window is displayed.
In the far right hand window, enter as many search criteria as are required to locate the order to print.
At the top of the screen, click the Display icon. All orders matching the search will be returned to the main window on the left-hand side.
Double-click the order to print a delivery note for and the line will toggle to Yes.
At the top of the screen, click OK. A new window is displayed.
Tick or ensure that Print Delivery Note is ticked, along with the date.
Ensure the Update Delivery and Confirm After Printing check boxes are selected.
At the top of the screen, click the green tick icon. A new window is displayed
Select the appropriate output option. For example the printer.
Click the green tick icon. A new message is displayed.
Before clicking Yes ensure that the print has indeed been successful. As they can't be reprinted at this point.
Once Yes has been clicked the Order has been delivered and shown as Part Processed.
10. Printing Invoices
Invoices can be produced to either to the printer, e-mail or fax.
In the Dimensions ribbon, click the Selling tab.
In the Orders section of the ribbon, click the Orders icon. A new window appears.
In the far right-hand window, enter as many search criteria as are required to locate the order to print.
At the top of the screen, click the Display icon. All orders matching the search will be returned to the main window on the left-hand side.
Double-click the order to print a delivery note for and the line will toggle to Yes.
At the top of the screen, click OK. A new window is displayed.
Ensure the Print Invoice check box is selected, along with the date.
Ensure the Update Invoice and Confirm After Printing check boxes are also selected.
At the top of the screen, click the green tick icon. A new window is displayed.
Select the appropriate output option. For example the printer.
Click the green tick icon. A new message is displayed.
Check that the Invoices are printed correctly before answering No to this message. A new message is displayed.
Once Yes has been clicked the Order will be completed and removed from the batch and will now be a debt that can be chase at the appropriate time.