How to Enter a Sales Order on WIMS?

1. How to Enter a Sales Order on WIMS?

2. Sales Order Entry in 4 Steps • Step  - How to login to WIMS and navigate to the sales order entry screen • Step  - How to enter who the sales order entry is for • Step  - How to enter what the sales order entry is for • Step  - How to enter the financial details on the sales order entry

3. Step  - How to login to WIMS and navigate to the sales order entry screen

4. Step  - How to login to WIMS and navigate to the sales order entry screen • If you do not have WIMS User ID and Password you need to fill out a WIMS User Access Request Form • If you have any questions about WIMS, contact the WIMS Help Desk on 020-7641 2225 or email WIMSHelpDesk@westminster.gov.uk • Click on http://westweb1:8000/jde/E1Menu.maf to open the live WIMS system • Enter your WIMS User ID and Password and click the “Sign In” button

5. Step  - How to login to WIMS and navigate to the sales order entry screen

6. Step  - How to login to WIMS and navigate to the sales order entry screen • Locate the “EnterpriseOne Menu” on the left hand side of your screen • Click once on the following: • “CITY OF WESTMINSTER” • “CITY OF WESTMINSTER MENUS” • “ACCOUNTS RECEIVABLE” • “ACCOUNTS RECEIVABLE MAINTENACE” • “SALES ORDER AND INVOICING PROCESSING”

7. Step  - How to login to WIMS and navigate to the sales order entry screen • Click on the following: • “BUSINESS UNITS – SO ENTRY AND APPROVALS” • “SALES ORDER ENTRY – VIA APPROVAL WORKFLOW”

8. Step  - How to login to WIMS and navigate to the sales order entry screen

9. Step  - How to enter who the sales order entry is for

10. Step  - How to enter who the sales order entry is for • Click on the “Add” button to create a new sales order entry

11. Step  - How to enter who the sales order entry is for • Click in the “Branch/Plant” box and enter your Branch Plant 4 letter code in capitals • If you are not sure what your Branch Plant code is, ask your Finance Business Partner

12. Step  - How to enter who the sales order entry is for • Click into the “Sold to” box and then on the magnifying glass button to search for the customer

13. Step  - How to enter who the sales order entry is for • Click into the “Name Search” box, type the customer’s surname or postcode followed by an asterisk • Click into the “Search Type” box and type “C” for the debtors list

14. Step  - How to enter who the sales order entry is for • Click on the “Find” button • Select the customer from the list by clicking on the radio button next to their name • If the customer is not available you may need to a complete a Sundry Debtor – new and amend form

15. Step  - How to enter who the sales order entry is for • Then click the “Select” button

16. Step  - How to enter who the sales order entry is for • Click into the “Order Date” box, click on the calendar button to select today’s date • Do not enter a future date

17. Step  - How to enter who the sales order entry is for • Click into the “Customer PO” box and enter the Purchase Order number if supplied • Alternatively enter the customer contact name

18. Step  - How to enter what the sales order entry is for

19. Step  - How to enter what the sales order entry is for • Click into the “Quantity Ordered” box and enter the number of items / services supplied e.g. 2 meeting rooms

20. Step  - How to enter what the sales order entry is for • Click into the “Item Number” box and then on the magnifying glass button to add a free text field for further sales order details

21. Step  - How to enter what the sales order entry is for • Click in the “Search Text” box and enter your Branch Plant 4 letter code in capitals • Click in the “Description” box and enter “FREE*” • Click on the “Find” button • Then click the “Select” button

22. Step  - How to enter what the sales order entry is for • Click in the “Taxable” box and enter “Y”

23. Step  - How to enter what the sales order entry is for • Click in the “Unit Price” box and enter the price for one supplied item / service • Do not enter the pound symbol

24. Step  - How to enter what the sales order entry is for • The “Extended Price” box will automatically be calculated • Click on the “Description 1 and / or 2” boxes to enter a high level description of the item / service

25. Step  - How to enter what the sales order entry is for • Please note you are limited to 30 characters in these description boxes • In addition the default text is “FREE TEXT”, ensure you delete these words

26. Step  - How to enter what the sales order entry is for • Click in the “Revenue Business Unit” box and enter your cost centre • This ensures that payment is received by the correct Business Unit

27. Step  - How to enter what the sales order entry is for • Click in the “Print Message” box and type “SSO2C” • This ensures that the Order to Cash team contact details are printed on the invoice

28. Step  - How to enter what the sales order entry is for • To add a more detailed description for the invoice, select the line by clicking in the box next to the line

29. Step  - How to enter what the sales order entry is for • Click on the “Row” button and click on “Detailed Attachments”

30. Step  - How to enter what the sales order entry is for • Click on the “Text” button to add a free text area. Ensure you type in a detailed description of the charges • Once finished, click the “Save” button

31. Step  - How to enter the financial details on the sales order entry

32. Step  - How to enter the financial details on the sales order entry • Click on the “Row” button and click on “SOE - Additional” to enter the financial details of the sales order

33. Step  - How to enter the financial details on the sales order entry • Click on the “G/L Offset” box and enter the appropriate General Ledger Account code • If you are not sure what your General Ledger Account code is, ask your Finance Business Partner

34. Step  - How to enter the financial details on the sales order entry • If required, click on the “SL Account” box and enter the appropriate Sub Ledger Account code • Once finished click on the “Additional Info2” tab

35. Step  - How to enter the financial details on the sales order entry • Make sure there is a “Y” in the “Sales Taxable” box • Click into the “Tax Expl Code” box and enter “V” • Click into the “Tax Rate/Area” box and enter “STD”

36. Step  - How to enter the financial details on the sales order entry • If you are unsure what rate of Tax to apply contact Josh Battye to check • Then click the “OK” button

37. Step  - How to enter the financial details on the sales order entry • To enter additional line items, click directly under the completed line and repeat steps ,  and 

38. Step  - How to enter the financial details on the sales order entry • N.B. Take a note of the “Order Number” • Click the “OK” button

39. Step  - How to enter the financial details on the sales order entry • The sales order entry is now complete • Tell your authorising manager the “Order Number” so they can approve it