This article covers creating a purchase order in Dimensions, accepting a delivery of goods, recording delivery note numbers, and receiving the invoice.
Create a purchase order
All purchase invoices produced by the system start with a purchase order.
In the Dimensions ribbon, click the Purchasing tab.
In the Transactions section, click the New Order icon.
Select a supplier from list
The Purchase Order Entry window opens with a supplier selection prompt.
A window appears showing the first 5000 supplier records in ascending code order.
Locate and double-click the required supplier. Their information loads into the Order Entry window.
Search for a supplier
If the supplier list is too large to browse, use the search fields to narrow it down.
A window appears showing the first 5000 supplier 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 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 supplier. Their information loads into the Order Entry window.
Enter order header information
Once a supplier is selected, the cursor moves to the Order Date field. Use the Tab key to move between fields.
Enter the required order date.
Tab to the Required Date field and enter the date of the order.
Tab to the Supplier Reference field and enter a value if needed, such as their sales 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 icon at the top.
Enter item details
A purchase order can contain three types of line:
Text only lines — non-product or service description lines.
Stock lines — items 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.
Click the Type menu at the top of the screen.
The default is Text Entry. 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 to 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 the stock is being ordered from.
In the purchase order line:
Click the magnifying glass next to the Sub Analysis field. A new window opens.
Double-click the required location. The code is returned to the order line.
Price entry details
Price records are items sold regularly at a standard price without tracking physical quantity — for example, delivery charges.
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. 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 purchase, 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 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 Batch' message appears.
Click Yes. A window appears to print the purchase order document.
Select the correct output option — for example, the printer.
Click OK. A prompt appears asking whether to print another purchase 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 or invoice — for example to change a price or add or remove lines.
In the Dimensions ribbon, click the Purchasing tab.
In the Orders section, 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. The Purchase Order Entry window opens.
Make the required changes using the same process described above.
When finished, click Save. An OK to batch message appears.
Click Yes. A print purchase order window appears.
Select the correct output option.
Click OK. A prompt asks whether to print another purchase order.
Click Yes or No as required.
Receipt goods
A goods received note can be produced to the printer, email, or fax.
In the Dimensions ribbon, click the Purchasing 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 receipt goods for. The line toggles to Yes.
Click OK at the top of the screen. A new window appears.
Ensure the Update Invoice checkbox is selected.
If the document received has a delivery note number, enter it in the box provided.
Click the green tick icon at the top of the screen.
If you do not need to print a goods received note, untick the print option. Otherwise, continue:
Select the appropriate output option.
Click OK.
The order is marked as delivered and shown as Part Processed.
Receive the invoice
Once the invoice is received, update the purchase order with the invoice number.
In the Dimensions ribbon, click the Purchasing 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. The line toggles to Yes.
Click OK at the top of the screen. A new window appears.
Ensure the Update Invoice checkbox is selected.
Enter the invoice number and a description if required.
Click the green tick icon at the top. The order is completed and removed from the Purchase Order batch.
Print a purchase order
You can print a purchase order via the Output window when creating or editing a purchase order. Select your preferred output method and send the purchase order to the supplier if required.