About
-> Dispatch is synonymous with Delivery and relates to the Movements tab in sales orders.
-> Delivery can be interpreted as "Company To Deliver", "Customer Collecting" or a "third-party courier".
-> The document linked to the Movements tab is called an Order Dispatch document (Otherwise also referred to as a Movement).
-> An Order Dispatch Document gets created at the point of Accepting a Dispatch.
-> Order Dispatch documents can also be viewed via Inventory - Stock Movements.
Dispatch, Accept Dispatch & Confirm Dispatch:
1. Accessing Movements / Dispatch Orders
Movements tab (Orders)
Stock Movements (Inventory Menu)
2. Actions users can perform from the Movements tab
Cancel - Changes the status of Dispatch Order to "Cancelled". Items that were linked to the Dispatch order can also be re issued against a new dispatch order (where user will be click on Accept Dispatch again).
Confirm - Changes the status of Dispatch Order to "Delivered". Once confirmed, further actions (I.e. Transfer to another movement) cannot be performed (unless Cancelled).
Print - Displays a Delivery Note document for printing. An electronically signed Delivery Note will also see document automatically confirmed.
View - Displays the Order Dispatch document with additional actions.
Edit - Allows for changing delivery header details such as "Delivery Date" & "Time", "Delivery Method" & "Driver" (Information that was initially captured at the point of Accepting Dispatch). |
3. Additional actions users can perform from Order Dispatch itself
Add Items - Product(s) (not yet added to a movement for same order) can be added to this movement.
Transfer - Transferring product(s) on this Order Dispatch to another Order Dispatch for the same order.
New Movement - Product(s) (already linked to this movement) can be transferred to a new movement. |
4. Dispatch Order Flow
But let's take a step back... when creating a sales order, products can be booked out directly (followed by "Invoicing Order" & "Posting Invoice"), but where products are expected to be Delivered or Collected, steps 3 to 5 comes into play:
Step 1 - Order Acknowledgement (Optional).
This is where a customer signs off on order digitally.
Supporting Document during this stage of order: "Order Acknowledgement".
Step 2 - Picking (Optional).
Picking is usually done in preparation for delivery.
Picking options include: "Batch Pick", "Per Item Pick" or "Auto Pick".
Picking slip includes a bin location which helps locate items easier.
Once an item is located, Picked Qty's can be recorded by scanning product barcodes.
Supporting document during this stage of order: "Picking Slip".
Related articles: Pick products on a Sales Order, Batch Picking Products on a Sales Order & Bin Locations
Step 3 - Dispatch.
3.1 Clicking on the Dispatch button in an order will allow users to specify delivery header information such as a Reference, Delivery Date & Time, Driver & Delivery Method:
Delivery Methods Delivery methods are configured and maintained under Company Settings - > Maintenance Data -> Delivery Methods: 
Here users can create new Delivery Methods, edit any of the existing 12 pre-configured delivery methods and set a delivery method as default (there can only be one default): 
3.2 Its also during this stage that products are selected (as an order can be split over multiple deliveries or split between "To be Delivered" & "To be Collected"):
Step 4 - Accept Dispatch.
4.1 Clicking the Accept Dispatch button in an order will see an Order Dispatch document created (which is accessible under the "Movements" tab of Order or Inventory menu "Stock Movements").
4.2 The following actions can be taken from the Movements tab: "Cancel", "Confirm", "Print", "View" & "Edit". Refer back to to Point 1 of article for more information "Actions that can be performed from the movement tab".
4.3 The following additional actions can be taken from the Order Dispatch document itself: "Add Items", "Transfer" & "New Movement". Refer back to Point 2 for more information "Further actions that can be performed from "Order Dispatch itself".
4.4 Supporting document: "Delivery Note".
Step 5 - Confirm Dispatch.
5.1 Confirming a dispatch is done once goods have been delivered or collected. 5.2 A signed Delivery Note will also automatically Confirm a Dispatch Order.
5.3 If the delivery method involves a courier, this step confirms that the goods have been delivered. If you're using your own transport, your driver can confirm the delivery directly through this screen.
5.4 Supporting document: Signed Delivery Note. |
Step 6 - Invoicing Order.
Step 7 - Posting Invoice.
5. Roles
To Accept a Dispatch in sales orders or access Stock Movements under Inventory, users will require Read/ Write permission to workplace entity "Order Movement":
6. Order Dispatch Action Examples
In the below example, a Sales Order was created, products picked and dispatched:
User completes necessary delivery header information ("Reference", "Delivery Date" & "Time", "Driver" & "Delivery Method"), selects products and clicks on Accept Dispatch:
A Dispatch Order is created under the Movements tab:
Viewing the Movement from Movements tab brings the Dispatch Order into view from where a Delivery Note can be printed from Documents and various actions performed from the actions dropdown, namely "Add Items", "Transfer" & "New Movement":
5.1 Actions -> Add Items: Product(s) (not yet added to a movement for same order) can be added to this movement. To do this, click on Add Items from the Actions dropdown:
Select item(s) on order not yet added to a movement and click on Next:
Result: After adding item - there are now 3 items on order dispatch:
5.2 Actions - > Transfer: Transferring product(s) on this Order Dispatch to another Order Dispatch for the same Order.
Note, before transfer there's 2 movements:
The product from 1st movement will be transferred to 2nd movement.
User will be view the 1st movement under Movements tab and select Transfer from the Actions dropdown:
Next, user will select the 2nd movement (to where item will be transferred to) and click on Next:
Select Item to Transfer and click on Next:
Review Items to Transfer and click on Transfer:
Result: Both items (that were on 2 separate movements) now appear on the same Transfer:
5.3 Actions -> Create a New Movement: Product(s) (already linked to this movement) can be transferred to a new movement.
In the below scenario, there are 4 products linked to the same Order Dispatch.
We'll be creating a 2nd movement and move one of the products to it.
Users will view the movement from Movements tab and select New Movement from the Actions dropdown.
Next, user will specify header delivery details for the new movement and click on Next:
User will select one of the products that's to be moved to the new movement and click on Next:
Review Items for the new movement and click on Create:
Result: There are now 2 movements:
For further insight into your current dispatches then the dashboard has views which show the jobs to be delivered for today or this week, or you can even create your own custom views if you wanted deeper control.
Want to find out more? Start a conversation using the blue help bubble in the bottom right-hand corner of your system.