Sales Dispatch

  • Sales Dispatches usually occur after a sales order. Once you have dispatched you can invoice the Customer.

  • The screenshot below shows a sample grid of dispatches, which includes some key information.

    • Document: The document code.
    • Customer: The customer receiving the dispatch note.
    • Description: Of the dispatch note.
    • Dispatch type: The Document type.
    • Dispatch date: The date the dispatch was created.
    • Gross: The amount of the product being dispatched.
    • Period The dispatch period.
    Tip

    To modify the columns displayed, select on the top right of the page, then tick/untick the information you want to hide or display.

How to view a Sales Dispatch

Viewing a Sales Dispatch

Either select Dispatch from the Sales section in the Main area of the pulse menu -

Note

This is an example screen shot of the pulse menu.

Position of the menu items within pulse will vary according to available options and dependant on personal screen resolution.

or from the Main Menu select Sales then Dispatch -

or enter Dispatch in the Quick Launch Side Menu.

This will then show the Sales Dispatches on the system where normal customisation of Sets can be used. Also, depending on User roles, the My/All option will be showing.

How to create a Sales Dispatch

Create a new Sales Dispatch

  1. Select Sale dispatch from one of the options as shown above in Viewing a Sales Dispatch.

  2. Select either New or New (from template) - from the drop down menu.

  3. Select the document required and select Create, or select the pre-existing template and then select Apply.

  4. Enter data in the following as required -

    • Customer: select from dropdown options.

      Tip

      If you need to create a Customer press then fill out the Customer details.

      The currency is defaulted from the Customer. Where this is the case, this will be calculated from the prevalent rate at the quotation date.

    • Dispatch date: This will be auto filled with the date current date however, this can be changed.

    • Period: Enter period for the Dispatch.

    • Description: If Description required option has been ticked in the Document type, then this field will be mandatory. It will be automatically entered if a Default description was entered in the Document type.

    • Dispatch type: This will be auto filled with the document type selected in step 3.

    • Legal Entity: Select from dropdown options.

      Note

      When a Customer with multi tax authority configured, then the Customer Tax Authority field will show.

      When converting to a Sales Invoice, the Tax authority is copied to the new document.

    • Department: Select a pre defined department from the dropdown list.

    • Their Ref: The unique reference given to identify the document. If Their ref required option has been ticked in the Document type, then this field will be mandatory.

  5. Add Lines and posting attributes.

    Lines

    • Product: This is the product being dispatched.

    • Account: If a product is being used, this will be auto-completed and read only otherwise select an account from available list

    • Description: Depending on the Force change setting in Chart of Accounts

      • If the Force change is not ticked, then the Description field will be auto-filled ...

        ... however it can be edited.

      • If the Force change is ticked, then the Description field will be blank and you will be forced to enter a description.

    • Tax Band: The Tax band can be selected here.

    • Project: You can link the dispatch to a project.

    • Unit: This is the unit to measure the product.

    • Qty: This is the quantity of the product you are dispatching.

    • Unit price: This it the price per unit of the product.

    Posting attributes

    • The posting attributes are derived from the Chart of account rules related to the Account code. Common attributes include Cost centre and Department but can also include custom attributes.

      Note

      Deferred Income

      This item will appear depending on the settings for the Invoice type selected - see Deferred income guide for further information.

      Also, this item may or may not be ticked, depending on the Customer's Ignore deferred income setting - see the Defaults section on the Customer tab in the Customers guide for further information.

    Address

    Defaults

  6. When you are happy with the details, press Submit.

    The sales dispatch will now be ready to be converted into a Sales invoice.

How to convert a Sales Dispatch into an Invoice

Convert a Sales Dispatch into an Invoice

  • Dispatches can be processed into sales invoices as per business process.

  • To do so, select the dispatch that you would like to invoice.

  • Press Invoice (If the invoice button is not available, it needs to be configured on the document type).

    Tip

    You can process the quantity of products needed when invoicing.

  • Press Submit.


Updated October 2024