How to Process Purchase Orders and Issue Invoices in Dynamics GP

Learn how to process incoming purchase orders, verify order minimums, enter line items, calculate freight, and issue invoices in Microsoft Dynamics GP.

May 19, 2026 By Amy Chen

Processing purchase orders and issuing invoices in Microsoft Dynamics GP requires verifying order minimums, selecting the correct shipping warehouse, tracking the order, and calculating freight before sending the final invoice.

Recap:

- Standard orders: Create invoice, check for PO# or leave blank if customer does not provide. Send inv to customer.
- Shopify orders: Create invoice using the Shopify order# and add PO if they provide. No need to send INV for these. For Canadian orders, download inv for downstairs
- Coupa orders: Create invoice, enter their PO# in PO info. Send invoice in Coupa, not GP

1. Verify the Purchase Order

Step #1: Open the purchase order email and click the PDF attachment. — Open the purchase order email and click the PDF attachment.

Step #2: Check the order total to ensure it meets the minimum order quantity (MOQ) of $200. If it does not, send our templated email response. — Check the order total to ensure it meets the minimum order quantity (MOQ) of $200. If it does not, send our templated email response.

2. Create the Sales Transaction

Step #3: Open GP and navigate to Sales in the navigation pane. — Open GP and navigate to **Sales** in the navigation pane.

Step #4: Under Transactions, click Sales Transaction Entry. — Under Transactions, click **Sales Transaction Entry**.

Step #5: Click the Type ID dropdown menu. — Click the **Type ID** dropdown menu.

Step #6: Select Invoice. — Select **Invoice**.

Step #7: Click the Document Number field to auto-generate an invoice number, then press Tab to lock it it. — Click the **Document Number** field to auto-generate an invoice number, then press **Tab** to lock it it.

If this is a Shopify Order, use the Shopify Invoice number instead.

When navigating in GP, do NOT press enter as it will save and close the window. Use TAB button or your mouse to move from lines.

3. Create Sales Invoice Header - Customer Information

Step #8: Type the Customer ID short form (usually the first three letters of the first word and the first three letters of the second word, e.g., HOTBEN for Hotel Bennett). If you don't know the short form, click the magnifying glass to search for the customer. — Type the Customer ID short form (usually the first three letters of the first word and the first three letters of the second word, e.g., `HOTBEN` for Hotel Bennett). If you don't know the short form, click the magnifying glass to search for the customer.

Press Tab to lock in the Customer ID.

Step #10: Verify that the Customer Name matches the purchase order. (i.e., Hotel Bennett is the correct customer, as some hotels have similar names) — Verify that the **Customer Name** matches the purchase order. (i.e., Hotel Bennett is the correct customer, as some hotels have similar names)

Step #11: Check the Ship To address. If it does not match, click the magnifying glass to search for the correct address. — Check the **Ship To** address. If it does not match, click the magnifying glass to search for the correct address.

Step #12: Here, the address should be Olivia Beard or Gabrielle, not Elise Majetich — Here, the address should be Olivia Beard or Gabrielle, not Elise Majetich

Always verify the customer's shipping address. If the PO address differs from the default in Dynamics GP, you must select the correct one.

Step #13: Locate the correct address from the lookup window. — Locate the correct address from the lookup window.

Step #14: Click Select. — Click **Select**.

Step #15: Click SHIP TO ADDRESS (blue) to open the customer address window. — Click **SHIP TO ADDRESS** (blue) to open the customer address window.

Step #16: Compare that shipping details match with PO. — Compare that shipping details match with PO.

Step #17: Ensure the document date is set to today's date. — Ensure the document date is set to today's date.

4. Create Sales Invoice Header - Warehouse

You need to assign the correct warehouse to the Batch ID.

Step #18: Open the Shipping Logic and Logistics sheet in Google Drive. — Open the **Shipping Logic and Logistics** sheet in Google Drive.

Step #19: Check the destination state on the purchase order (e.g., SC for South Carolina). — Check the destination state on the purchase order (e.g., SC for South Carolina).

Step #20: In the Logistics sheet, select the destination state from the Ship to State dropdown. — In the Logistics sheet, select the destination state from the **Ship to State** dropdown.

Step #21: Note the assigned shipping warehouse (e.g., Ship from AMS or East Coast). — Note the assigned shipping warehouse (e.g., **Ship from AMS** or East Coast).

Step #22: Return to Dynamics GP and click into the Batch ID field. Type your initials followed by a dash and the warehouse code, then press Tab. Naming convention: your initials - warehouse initials (EC = east coast, Click = One Click, CA = Vancouver) — Return to Dynamics GP and click into the **Batch ID** field. Type your initials followed by a dash and the warehouse code, then press **Tab**.

Naming convention: your initials - warehouse initials (EC = east coast, Click = One Click, CA = Vancouver)

Step #23: Note: your batches reset after you post them in the morning, therefore the first order you make with each batch will prompt you if you would like to create it.If this is your first order of the day for this batch, click Add when prompted. — Note: your batches reset after you post them in the morning, therefore the first order you make with each batch will prompt you if you would like to create it.

If this is your first order of the day for this batch, click **Add** when prompted.

5. Complete the Header Details

Press Tab to go to the next line. The Default Site ID should automatically populate.

This should auto-populate according to where the client is located and is set when the client profile is created. However, always double check because if the default site was not set properly, it will choose randomly. Choose the closest warehouse to the client using the previous shipping logic.

AMS-US = EC
Click = WC
CA = Canada
SPEED = Retail US

The Batch ID should always match the Site ID.

Step #26: Get the PO number from the purchase order PDF and enter into the Customer PO Number field. — Get the PO number from the purchase order PDF and enter into the **Customer PO Number** field.

For orders with no PO (i.e., some Shopify orders), you can leave this field blank

Press Tab twice to lock in the header details.

Do NOT change the Currency ID, leave it as the auto-populated currency.

Step #28: Click the Notes icon. — Click the **Notes** icon.

Step #29: Read the notes section for special instructions (e.g., expediting from a different warehouse, shipping on their own account, special samples requests, etc.). — Read the notes section for special instructions (e.g., expediting from a different warehouse, shipping on their own account, special samples requests, etc.).

6. Put Order in our Tracking Sheet

Step #30: Open the Order Tracking Sheet in Google Drive. — Open the **Order Tracking Sheet** in Google Drive.

Step #31: Navigate to the tab for the current week. — Navigate to the tab for the current week.

Step #32: Locate the column for the correct warehouse (e.g., CA or Speed or AMS or One Click). — Locate the column for the correct warehouse (e.g., CA or Speed or AMS or One Click).

In a new row, enter your name, the invoice number, and the customer ID short form.

7. Enter Line Items

Step #34: Return to Dynamics GP and click the first row under the Item Number column in the line items grid. — Return to Dynamics GP and click the first row under the **Item Number** column in the line items grid.

Remember, use TAB to navigate between cells, NOT "enter".

Step #35: Enter the SKU from the purchase order, press Tab, enter the quantity, and verify the unit and extended price. Repeat this for all items on the PO. — Enter the **SKU** from the purchase order, press **Tab**, enter the **quantity**, and verify the unit and extended price. Repeat this for all items on the PO.

You should only have to enter SKU and QTY, the price will auto populate. If the price does not auto-fill, then you will need to double check why.

Item Number:

Option 1 = enter the SKU if you know it and then tab.
Option 2 = if you don’t know the SKU, type in the item description and tab. A pop-up will appear and you can refine your search and select the item you want

Things to be aware of when entering orders:
product SKU: make sure if they’re requesting something like chamomile, to know whether they wanted an ATB, PTB, or wholesale tin.

quantity: some properties such as Admiral Clubs order by the case

Note: If you cannot fully fulfill an order from the closest warehouse (because we’re temporarily out of stock of an item/the item is not offered at the chosen location etc), you must notify the client via email and offer options on how to proceed with the shipment.

Templates are available here: Logistics: Email Templates - Google Docs

Step #36: Once all lines have been entered, compare the order subtotal in GP to the PO subtotal to ensure they match perfectly. — Once all lines have been entered, compare the order subtotal in GP to the PO subtotal to ensure they match perfectly.

We cannot proceed with order if their pricing is different than our system pricing. You will need to find out why it's not matching. Common reasons:

- they're using outdated pricing
- a SKU was entered wrong
- the UOM is wrong for a product

Step #37: Next, click the down arrow next to the first row to expand the item details. — Next, click the down arrow next to the first row to expand the item details.

Step #38: Check that the product description matches the PO. Use the Next arrow to cycle through and verify the remaining line items. — Check that the **product description** matches the PO. Use the **Next** arrow to cycle through and verify the remaining line items.

8. Calculate and Apply Freight Cost

Recall if there were instructions to ship on the customer's account in their Notes Card. If they use their own account:

1. Do not charge freight
2. Add a comment on the order tracking sheet with their account # (E.G., Ship on FedEx Acct: 340-087-901)
3. Proceed to the next section

Step #39: Open the Freight Cost Calculator worksheet in Google Drive. Enter the order subtotal into the calculator — Open the **Freight Cost Calculator** worksheet in Google Drive. Enter the order subtotal into the calculator

Make sure you are entering in the correct country cell. For Canada orders, don't forget to adjust based on province!

Take the resulting freight amount and round it to the nearest whole dollar.

Back in Dynamics GP, enter the rounded freight cost into the Freight field.

For Shopify orders, use the pre-calculated freight from the order page.

Step #42: Tab through to lock in the freight. The order total should update. — Tab through to lock in the freight. The order total should update.

For Shopify orders, check that the subtotal, shipping, and total matches between GP and portal.

9. Email Invoice

Shopify: no need to send invoices for orders received through Shopify Portal, clients have already received them.

Instead, press SAVE and you're done!

Step #43: Click the Email Detail Entry button next to the Customer ID — Click the **Email Detail Entry** button next to the Customer ID

Step #44: Click through until you have the right purchaser. — Click through until you have the right purchaser.

Recall if there were any special email requests in the customer notes card.

Step #46: Click the Email button in the top menu. — Click the **Email** button in the top menu.

If this is your first invoice of the day, confirm that the invoice appears in your Sent folder (may take up to 5 mins to show).

All done!