This article will also cover the process of accepting the delivery of goods into the system including the recording of Delivery Note numbers.
Table of Contents
Creating a Purchase Order Entry
Selecting a Supplier from List
Searching for a Supplier 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
Receipting Goods
Receiving the Invoice
1. Creating a Purchase Order Entry
As discussed earlier, all Sales Invoices that a produced by the system start from the creation of a Dimensions Purchase Order and in this section we will cover the process of entering a new one.
In the Dimensions Ribbon, click the Purchasing tab.
In the Transactions section of the Ribbon, click the New Order icon.
Selecting a Supplier from List
Once the Purchase Order Entry window is accessed a prompt to provide a Supplier against which the Order is to be created will be asked.
A window is automatically displayed showing the first 5000 Suppliers records in ascending code order.
Locate and double-click the required supplier. The Supplier information will now be loaded into the Order Entry window.
Searching for a Supplier in the List
Once access to the Purchase Order Entry window is done, provide a Supplier against which the Order is to be created.
A window is automatically displayed showing the first 5000 Supplier 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 Suppliers.
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, 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 supplier is located, double-click the required customer line in the list. Their information will be displayed in the Order window.
2. Entering Order Header Information
Once the selection of the Supplier is completed, the cursor is flashing in Order Date field. This is an indication that the main details of the Order can be entered.
Note: In Dimensions, move from one entry field to another via the use of the Tab key on the keyboard. The mouse works as well of course.
Enter the required Order date.
Press the Tab key to the Required Date Field and enter the date of the Order.
Press the Tab key to the Supplier Reference field and enter a value if needed such as their Sales Order Number.
Press the Tab key until on the Description field where a brief description of the order can be entered.
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 icon.
3. Entering Item Details
Inside Dimensions Purchase Order, there are 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 delivery charges.
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 Entry by default but clicking on it shows the other types.
Selecting Stock Entry will change the order line window to have a search and text entry field.
Selecting Price Entry will change the order line window to have a search and text entry field.
Selecting Text entry will change the order line window to no longer have the search and text.
4. Entering Stock Details
When using the Dimensions Stock Control module, using the Stock Entry type will allow a product to be included in this order to be selected.
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 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 required product line in the list. The 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 Purchase Orders.
Click the magnifying glass icon against the Sub Analysis field. A new window is displayed.
Double-click the Location to sell the stock 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 and 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 Price Record 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 are required to complete, confirm or change the information.
Having selected the type of line needed and select the code for that specific type, press the tab key to the quantity field.
Enter the quantity to be bought 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 of the line.
Press the Tab key again will start a new line, enter as many detail lines are as required for the Purchase Order/Invoice.
Once all of the required lines for the order are completed, click the Save icon at the top of the screen. An OK to Batch message will be displayed.
Click Yes and a window is displayed to print the Purchase Order document.
Select the correct output option. For example the printer.
Click OK. A print another Purchase 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 Deliveries received or Invoice produced could need some alteration. Maybe this is a price change or to add or remove lines.
In the Dimensions ribbon, click the Purchasing 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 order 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 Purchase 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 OK to batch message will be displayed.
Click Yes. A print the Purchase Order document window will appear.
Select the correct output option. For example the printer.
Click OK. A print another Purchase Order window will appear.
Choose Yes or No, depending on which is required.
9. Receipting Goods
Should a Delivery Note be required can be produced to either to the printer, e-mail or fax.
In the Dimensions ribbon, click the Puchasing tab.
In the Orders section of the ribbon, click the Orders icon. New windows will appear.
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 order 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 Update Invoice check box is selected.
If there is a delivery note number on the document received, enter this in the box provided.
At the top of the screen, click the green tick icon.
If the Goods received note isn’t required to be printed, unticking the option will end the process at this point otherwise the following steps will be needed.
Select the appropriate output option. For example the printer.
Click OK.
Once Yes has been clicked the Order has been delivered and shown as Part Processed.
10. Receiving the Invoice
Once the Invoice is received, we need to update the Purchase Order with their details, namely the Invoice number.
In the Dimensions ribbon, click the Puchasing tab.
In the Orders section of the ribbon, click the Orders icon. New windows will appear.
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 order 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 Update Invoice check box is selected.
Enter the invoice number in the box provided as well as a description if required.
At the top of the screen, click the green tick icon. The order will be completed and removed from the Purchase Order batch window.
Options to print a Purchase Order:
If you would like to print a Purchase Order, you are able to do this via the Output window when following the process to create a new Purchase Order as detailed in the article. Once done, you will then be able to print to screen, file and print as normal. You can then send the Purchase Order to the Supplier if they request this.