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Quantum VS Help: Sales Desk |
A Despatch Note - also known as a Delivery Note - is a document listing product lines and quantities which are being despatched for a Sales Order.
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. A Despatch Note may then be printed off as a hard copy to be used as a checklist by a member of staff (e.g. packer or delivery driver). They will check the product lines and quantities as they are packed and loaded onto the delivery vehicle and record any variance. The Despatch Note may then be Confirmed.
On some systems Despatch Note printing and/or confirmation may be automated. See The Despatch Procedure below.
Note: Although both are document types generated by you (i.e. the merchant company), a Despatch Note should not be confused with a Consignment Note. Typically, your Despatch Note is a document which is attached to (or accompanies) the goods being delivered, whereas the Consignment Note is a document provided by you to give to the Carrier.
This section covers:
The Printing and/or Confirmation of Despatch Notes may be configured to take place automatically or manually in your environment, based on the order type (Collected and/or Delivered). See The Picking, Delivery Assembly, Despatch And Invoicing Cycle.
If your system is set up for manual Despatch Note Printing and Confirmation for Collected and/or Delivered orders, the despatch procedure will involve all of the following tasks for Collected and/or Delivered orders. However, some or all of the following may be bypassed if automatic Despatch Note Printing and/or Confirmation is enabled for Collected and/or Delivered orders:
Print the Despatch Note: An 'Unprinted' Despatch Note may be retrieved and printed off as a hard copy to be used as a checklist when goods are physically packed and loaded onto a delivery vehicle, for recording the quantities, variance and Batch/Serial Number/Bin details of the product lines. See Printing A Despatch Note Manually. (* not required if automatic Despatch Note printing is enabled for Collected and/or Delivered orders)
Note: There are additional options at the 'Despatch Note print' stage to print a Certificate Of Conformity (see Certificate Of Conformity Maintenance) and/or Advanced Despatch Notification (see Advanced Despatch Notification).
Confirm Product lines (i.e. enter actual despatch quantities/edit batch allocations as required): The next step is to retrieve the 'printed' Despatch Note. A bar code scanner may then be used to scan goods and enter quantities as they are loaded for despatch. Alternatively you may manually enter variance if the quantity 'confirmed' for despatch does not match the order quantity. If goods are 'batch traceable' there is the option to edit the system-assigned batch allocation (i.e. when items are to be despatched from different Batches/Bins/Serial Numbers to those displayed). See Confirming Lines And Recording Variance On Picking Notes. (* not required if automatic Picking Note Confirmation is enabled for Collected and/or Delivered orders)
Confirm the Despatch Note: When goods have been recorded as despatched and any variance recorded, the Despatch Note may be Confirmed. This confirms that the items were packed/loaded for delivery in the stated quantities. See Confirming A Despatch Note Manually. (* not required if automatic Picking Note Confirmation is enabled for Collected and/or Delivered orders)
Note: There are additional options at the 'Despatch Note confirmation' stage to print an Advanced Despatch Notification (see Advanced Despatch Notification).
Note: You may optionally print Address/Product labels on Confirming the Despatch Note. See Printing Labels On Despatch Note Confirmation.
In a retail-type environment where Customers take the goods away themselves, the system will be set up for automatic Despatch Note Printing and Confirmation for Collected and Delivered orders, meaning it is not necessary to perform the above tasks.
Note: For details of default Despatch Note print options see Printing A Despatch Note Manually.
In other environments, either the Printing or Confirmation of Despatch Notes may be automated for Collected and/or Delivered orders, meaning it will be necessary to perform some but not necessarily all of the above tasks.
The following are possible once a Despatch Note has been Confirmed:
A Consignment Note may be manually Printed/Confirmed. See Working With Consignment Notes.
A Sales Invoice may be raised against the Sales Order. See Working With Sales Invoices.
A Despatch Note may only be created for available stock. If every ordered item is available for despatch, typically everything can be despatched in one go and just one Despatch Note will be generated. However, if one or more items on a Sales Order are out of stock and placed on back order, additional Despatch Notes will be generated when the back ordered items become available (and have been picked).
There are various methods of retrieving and opening a Despatch Note. See Finding And Opening The Despatch Note.
When the Despatch Note is Confirmed an additional header tab - Tracking - is created on the Despatch Note. You may select the Tracking tab to view and open documents related to this Despatch Note; i.e. Sales Invoices and Credit Notes.
Note: If Document Scanning is enabled, the Scan option displays in the Toolbar - Sub Menu when the Despatch Note is open. This enables you to scan and archive physical documents for storage against the Picking Note. See Scanning From An Open Document.