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Quantum VS Help: Sales Desk |
A Despatch Note listing product lines from the Sales Order may be printed off as a hard copy to be used as a checklist by the delivery driver (or similar). They will check the product lines and quantities as they are packed and loaded onto the delivery vehicle and record any variance.
The manual 'print' procedure is described below.
Note: Manual Despatch Note printing is not required if automatic Despatch Note printing is enabled on your system for Collected and/or Delivered orders, as the Despatch Note will automatically be given 'printed' status following the Confirmation of the Collected and/or Delivered Picking Note. See Working With Despatch Notes. However, you may manually reprint a 'printed' Despatch Note (and also an Advanced Despatch Notification and/or Certificate Of Conformity, if these options have been configured). See Reprinting A Despatch Note.
A Despatch Note is created on the system either on Completion of a Sales Order or when a Picking Note is Confirmed, depending on the order type and your system configuration. It may then be recalled and printed (and re-printed).
To print a Despatch Note manually you will first need to locate and open the Despatch Note. To do this, use one of the following methods:
From the Home tab, under update, select Confirm Despatch Note.
A blank Despatch Note is displayed. Enter the Sales Order number in the available field, then click [Tab] to retrieve Despatch Note details:
From the Mega Menu, in Warehouse under update, select Despatch Note.
You may retrieve and open the relevant Despatch Note using the Finder. See Finding Despatch Notes.
If the relevant Sales Order is already open, select the Tracking tab then click the link to open the relevant 'Unprinted' Despatch Note. See Sales Orders: Tracking Progress After Completion.
The Despatch Note will open in a new tab. For example:
At the top of the Despatch Note are the header fields. Certain fields - including details about the Branch, Customer and Sales Order - are populated with information from the original Sales Order - see Completing The Sales Order Header Fields for field definitions. You may open the Sales Order or Customer record by clicking the appropriate hyperlink.
Additional header fields on the Despatch Note are:
Sequence: Multiple Despatch Notes may be produced from one Sales Order (e.g. if not all of the stock is initially available or despatched). A Sequence number of 2, for example, indicates the second Despatch Note for the listed Sales Order.
Status: Shows the status of the Despatch Note; i.e. Unprinted, Printed, Despatched or Invoiced.
Note: If the Despatch Note's status is 'Unprinted' you will need to print the Despatch Note before you can Confirm it and commence the Invoicing stage - see Printing The Despatch Note below. If the Despatch Note's status is 'Printed' or 'Despatched' you may still print copies.
Entered By: The name of the User/staff member who created the Sales Order.
Order Date: The date on which the order was placed, set when creating the Sales Order.
Despatch Date: The date on which the goods were allocated for despatch.
Required Date: The date on which the goods are required, set when creating the Sales Order.
Delivery Branch: The Branch from which the goods will be despatched. This is typically the same as the Branch field. However, there is the option when raising a Sales Order to specify that certain product lines will be despatched from an alternative Branch.
Invoice: When a Sales Invoice has been raised against the Sales Order, the (Sales) Invoice number displays here. This is hyperlinked: click the hyperlink to view the Sales Invoice.
Weight: The weight of the order items. This is populated from the Weight (Per UoM) field in the Stock tab of the Product record - see Issues And Stock Tab: Viewing Product Issues And Stock Details and Entering Stock Details.
Instructions: Displays default Customer delivery instructions. This is populated from the Delivery Details field in the Main tab of the Customer record - see General Details Tab: Viewing A Customer's General Details.
No Of Packs: The number of items in the consignment.
Carrier Name: The ID of the carrier/haulage company despatching the goods.
The following information is displayed after the Despatch Note has been Confirmed:
Picker: The staff number of the person who picked the goods.
Packer: The staff number of the person who packed the goods.
Packed Date: The date on which the goods were packed.
Packed Time: The time the goods were packed.
Note: The Packed Date and Packed Time fields are not populated if the Bulk Despatch Confirmation process is used to Confirm the Despatch Note.
Beneath the header details are the Product lines to be despatched (taken from the Sales Order). Each Product line shows the:
Despatched Quantity - the quantity allocated to the current order; and the
Confirmed Quantity - the quantity confirmed as despatched. On an 'Unprinted' Despatch Note (i.e. before any goods have been despatched) the Confirmed Quantity will be shown as 0.
On Confirming the Despatch Note it is 'printed' automatically (i.e. printed as a hard copy; emailed or faxed to a contact; and/or saved to disk, depending on your system settings).
The default output method and Customer Contact is the one defined for the document type 'Despatch Note' in the Document Defaults Tab for this Customer. If no Document default is specified, the default 'print' destination is the default specified for the document type 'Delivery Note' in your User record > IO Control Fields tab.
Notes: (1) You may use Print Groups to view, print and email/fax any document saved to Disk (i.e. to the Linux Host Server). (2) Many Quantum VS document types and Reports are output as XML files which the system automatically converts into 'formatted' PDF files which may be printed via a printer, sent by email, faxed, saved to disk or sent via the Quantum VS XML Highway. See Setting Up XML To PDF Document Printing.
You may manually print (or reprint) a Despatch Note. To do this:
1. When the document is open, select Print from the Toolbar - Sub Menu.
Note: The Print option is only available if the Despatch Note's status is 'Unprinted'.
2. The Print Option Window displays:
Select print options by checking Print, Fax, Email and/or Disk and entering the print destination as necessary in the field to the right.
Selecting XML Highway means the document will be transmitted to the Customer Contact via Quantum VS Highway. For this option to be available, XML Print Records must be configured - see Configuring XML Print Records For Quantum VS Highway.
3. When you have selected Print Options, click Print.
4. The document is 'printed' to the specified location. A dialogue window will indicate that printing was successful. Click OK to close it.
The Despatch Note will now be assigned the status of 'Printed'.
If the Reprint option is available on the Toolbar Sub-Menu you may reprint a Despatch Note which has already been printed. Select Print Options as described above.
You may also reprint a Certificate Of Conformity and Advanced Despatch Notification if required (see below):
If Certificates Of Conformity have been configured for your system (see note), a Certificate Of Conformity is printed automatically when printing the Despatch Note. For details of default Print Options see Certificate Of Conformity Print Options.
Note: Certificates Of Conformity must be configured for your system and a Certificate Of Conformity must be selected (manually, or automatically by the system) to be printed for the current order/despatch and Customer/Customer Site. For further details see Certificate Of Conformity Maintenance.
If necessary you may use the Reprint option - see above - to reprint a Certificate Of Confirmity. You may wish to print the document to an alternative print destination. Select options in the Advanced Despatch Notification Print Options fields (see step 2 of Printing A Despatch Note Manually above) then click Print.
If Advanced Despatch Notification has been configured for your system (see note), an Advanced Despatch Notification is printed automatically when printing - or confirming (depending on how it has been configured) - the Despatch Note. For details of default Print Options see Advanced Despatch Notification Print Options.
Note: Advanced Despatch Notification Print Options must be configured for your system. Advanced Despatch Notification options may be enabled for either the Despatch Note Print or Confirmation stage of the order. For further details see Advanced Despatch Notification.
If necessary you may use the Reprint option - see above - to reprint an Advanced Despatch Notification. You may wish to print the document to an alternative print destination. Select options in the Advanced Despatch Notification Print Options fields (see step 2 of Printing A Despatch Note Manually above) then click Print.
If your system is configured for manual Despatch Note Confirmation for Collected and/or Delivered orders (see Working With Despatch Notes):
The next stage of the Despatch procedure is to Confirm Product lines and record any variance. You may optionally edit the batch allocation if the product is 'batch traceable'.
When goods have been despatched and any variance recorded you may then Confirm the Despatch Note.
If your system is configured for automatic Despatch Note Confirmation for Collected and/or Delivered orders (see Working With Despatch Notes), none of the above procedures are necessary.
NEXT: Confirming Lines And Recording Variance On Despatch Notes
