To provide a means of printing historic Goods Received, Goods Returned (Purchases) and Delivery Note (Sales) documents, a history record (header and detail), is created at the time of updating a delivery. This occurs even if delivery documents are not actually printed at the time of production.

These delivery document records can be viewed from the View Delivery Document History option on the right-click menu on transaction Enquiry windows.

From the View Delivery Document History enquiry window you have the option to print the following documents.

For Purchases, the Goods Received Note Record or Goods Returned Note Record.

For Sales, the Delivery Note Record.

These documents are copies of the Goods Received Note, Goods Returned Note and Delivery Note,except that the title of the document is different and the print date is replaced by the date that the delivery is updated. The documents are available in both standard and ACD versions.

If the delivery document was originally produced in an earlier version of Dimensions which did not have this feature; the delivery document history record will not have been created and re-prints cannot be done.

The Delivery Note history records will have a number generated by the system from the next available Goods Received Number or Delivery Note Number as appropriate.

Previously no number was stored for Goods Returned Notes. With the introduction of this feature, a Goods Returned Reference Number will be shown on the Goods Returned Note’. This will show the Order no. andRef document under ‘Our the internally generated Goods Returned reference number in the form xxxx/yyyy.

Previously, no number was stored when a Sales Order Credit Note was processed. With the introduction of this feature a reference number will be generated by the system from the next available Delivery Note Number and this will be written back to the history record. However, historic delivery documents cannot be printed for Sales Order Credit Note transactions.

You have two opportunities to enter the Supplier’s Delivery Note number.

The first is to add this when entering the Purchase Order.

This is controlled by a Transaction option Enter Supplier Delivery Note Number, which is only available if Batch Invoice or Batch Orderis not selected.

If selected a new field Supplier’s Delivery Note No. is added to the Order header, to the right of the Order No.

The second is in the POP Order and Delivery batch processing window.

The field always shows below the Confirm After Printing tick box when the Update Delivery option is selected. It is available even if Do not print Goods Received Notes has been selected in System Options.

The Update Delivery option is controlled by the Users Security Profile, and can be set to Enabled, Disabled and Defaulted to.

You can view the Delivery Document History from various Transaction Enquiry windows. The option is found on the menu displayed when you right click on a header or detail line.

Select Sales Transactions, or Outstanding Sales Orders, or Purchase Transactions, or Outstanding Purchase Orders from the Enquiry menu. Use the search fields to retrieve the orders you wish to view and click on Display to build the list in the Enquiry window.

You can also open an Enquiry window from the Transactions icon on a record window. The list will automatically be loaded for the selected record.

Your Profile Level (for Sales Ledger or Purchase Ledger) is checked to ensure that you are able to view details for the selected accounts. Only details for accounts within your profile level will be displayed.

A right click on a transaction will display the option View Delivery Document History.

If selected, the Delivery Document Record History enquiry window will be displayed for the selected transaction.

Two things to remember:

For Outstanding Sales Orders and Outstanding Purchase Orders, there will only be a View Delivery Document History option if the selected transaction has had deliveries updated against the order.

The document history reflects the position at the time the delivery was updated. Care should be taken if orders are closed or order quantities updated. For example:

Batch a Purchase Order for a quantity of 20 and deliver 2. The Outstanding to Deliver quantity on the Delivery Document History is 18. Edit the batched order to increase the order quantity to 25 (increase the order by 5). The Outstanding to Deliver quantity on the Delivery Document History will remain at 18 (the correct value at the time the last delivery was updated).

However, if you now deliver 10 a second Delivery Document History record is created. The Outstanding to Deliver quantity on the Delivery Document History will be 13 (the correct value at the time this delivery was updated).

When viewing the Delivery Document Record History, you are able to print delivery document records from the right click menu.

A right click on a transaction will display the option:

Print Goods Received Note Record for Purchase Orders,

Print Goods Returned Note Record for Purchase Order Credit Notes,

Print Delivery Note Record for Sales Orders

This prints a re-print of the delivery document even if the original was not printed. The new document is identical to the standard Goods Received Note, Goods Returned Note, or Delivery Note except that the title of the document is different, and the print date is replaced by the updated date. The new document is available in both standard and ACD versions.

When a SOP or POP Purge is carried out the corresponding Delivery History records will also be purged automatically.

The default report includes the following fields:

Header: Origin of Order (SOP/POP) and Transaction Type; Delivery Note No.; Goods Rec'd No./Goods Ret'd No.; Account Code; Order No.; Required Date; Detail.

Detail: Item Type; Item Code; Delivered Quantity.

Using the report field selection feature, all fields in the transaction list can be added to the report. These are:

Outstanding to deliver quantity; Update Date; User ID; Sales / Purchase Analysis Code; Sub Analysis Code; Serial Number; Delivery Address; Project Code; Cost Centre.