Robert Katz
Ready to embark on your quest through the wilds of Microsoft Dynamics GP? Grab your favorite mug of coffee (or enchanted potion) and get ready to master Dynamics GP Sales Order Entry—minus the confusion, with twice the fun!
Introduction to Sales Orders in Dynamics GP
A sales order in Dynamics GP is like a magic scroll—except instead of summoning dragons, it helps your company deliver the right products to the right customers. The Sales Order Processing (SOP) module tracks every detail, so you never have to rely on sticky notes or guesswork.
Whether you’re a GP newcomer or a seasoned hero, learning Dynamics GP Sales Order Entry is key to keeping your customers happy and your inventory organized.
Prerequisites Before Entering a Sales Order
Before you begin your journey, make sure your toolkit is ready:
- User Access: Ensure you have the correct permissions to enter sales orders.
- Customer Setup: Confirm that your customer record exists in the system.
- Item Setup: Verify that all products are available for sale.
- Salesperson Setup: Assign a salesperson if your company tracks commissions.
- Fiscal Periods: Make sure your fiscal periods are open and ready.
Transitioning into the next phase, let’s dive into the actual steps!
Step-by-Step Process to Enter a Sales Order in Dynamics GP
1. Logging Into Dynamics GP
Start by logging in and navigating to Sales > Transactions > Sales Transaction Entry.
Don’t worry—you can’t break anything (probably).
2. Selecting the Document Type
At the top, choose your document type. Select Order for this example. You can also choose Quote, Invoice, Back Order, or Return.
This choice defines your sales adventure—pick wisely!
3. Entering Document Information
Fill in or verify:
- Document Number: Let GP auto-assign it.
- Date: Usually today’s date.
- Batch ID: Select or create a batch for easy tracking.
Adding these details ensures your order is well-documented and traceable.
4. Entering Customer Information
Type or look up the Customer ID. Once selected, GP automatically fills in addresses, terms, and payment information.
Double-check the Shipping Address and Contact Person to make sure deliveries go where they should.
5. Adding Line Items
Under the Line Items section:
- Enter each product or service.
- Review item descriptions, units, and prices.
- Adjust quantities as needed.
Transitioning through this process carefully ensures accuracy. Repeat until you’ve added all items your customer ordered.
6. Handling Discounts, Taxes, and Charges
- Discounts: Add them if needed.
- Taxes: GP usually calculates them automatically—review them anyway.
- Freight/Charges: Include shipping or additional fees.
By verifying these details now, you’ll avoid billing surprises later.
7. Verifying Order Totals
At the bottom of the screen, review subtotals, taxes, discounts, and the grand total.
Make edits if necessary before moving forward.
8. Setting Fulfillment and Shipping Details
Open the Additional or Shipping tab to select a warehouse or shipping site.
Add shipping dates, delivery instructions, and assign a salesperson if needed.
Smooth shipping setup means fewer hiccups later.
9. Saving or Posting the Sales Order
When everything looks good:
- Click Save to store the order for future editing.
- Click Post to finalize it (if your permissions allow).
Some companies require approval before posting—follow your internal procedures.
10. Printing and Sending Order Confirmations
Print the order confirmation and send it to the customer. Use PDF, email, or any method your team prefers.
This confirms the order details and keeps everyone on the same page.
11. Reviewing Orders and Monitoring Status
Check your orders using inquiry windows:
- Open, shipped, or backordered statuses appear here.
- Review or adjust as needed to keep things current.
With consistent reviews, you’ll keep operations smooth and customers informed.
Best Practices for Dynamics GP Sales Order Entry
To keep your workflow efficient:
- Double-check customer and item data.
- Use batch processing for groups of orders.
- Keep tax and shipping codes updated.
- Add standard notes for instructions.
- Reconcile open orders regularly.
These simple habits prevent future issues and keep your data tidy.
Common Scenarios and Troubleshooting
Order Entry Errors
If something doesn’t work:
- Missing Customer or Item → Check that they exist in GP.
- Order Won’t Post → Review missing information or closed fiscal periods.
- Incorrect Totals → Double-check quantities and prices.
Backorders and Partial Shipments
If inventory is short, GP creates a backorder automatically. Ship available items first, and fulfill the rest later.
Returns and Adjustments
When customers change their minds, use the Return or Adjustment function.
Always document changes for audit purposes.
Conclusion
Entering a sales order in Microsoft Dynamics GP doesn’t have to be dull—it can be a journey full of learning and confidence. With this Dynamics GP Sales Order Entry guide, you can manage every order step efficiently, accurately, and maybe even with a smile.
Now go forth and enter those sales orders like a GP legend!