Confirm despatch of goods and services

How to

Confirm despatch of stock items

Use this to confirm the despatch of orders containing:

Stock items.
Free text items and service/labour items, if you have chosen Confirm with Goods Despatched/Received for Order line despatching in SOP settings - Processing tab (in the Sage 200 desktop).

Note: If you have chosen Confirm as Service/Free Text for Order line despatching, then see Confirm despatch of free text and service/labour items.

Open: Sales Order Processing > Order Processing > Goods Despatched and Received > Confirm Goods Despatched

To view the orders ready for despatch, use the options to select the orders you're interested in, and then select Display Items to show a list of items.
1. To view and select orders:
  - Select All orders to show all orders from all warehouses.
  - Select Single order to choose an individual order by its number.
    
    Tip: To see a detailed list of your orders, select Find Order.
  - Select Range of order numbers to show a group of orders by order number.
  - Select Range of order dates to show a group of orders by their document date.
  - Select Single customer to show all orders for a customer.
  - Select Single warehouse to show all orders from a particular warehouse.
  Note: Where available, you can also select a Warehouse if you are only despatching items from a particular warehouse, otherwise leave this blank.
2. If there are a number of matching orders, you'll be asked to select the orders that you want.
Note: Orders that are on hold are not displayed.

Tip: After you select Display Items, you can come back to change the selected orders by selecting Change Selection.
Enter the Despatch date. This defaults to the current date.

Depending what you select for Update Stock Quantities When in the SOP settings - Processing tab (in the Sage 200 desktop), the despatch date is used to:
- Record any stock transactions generated from despatching the items.
- Update the allocated quantities and stock history.
- Record the cost of sales posting, if you have chosen to Generate cost of sales postings for SOP in the stock control settings Options tab (in the Sage 200 desktop).
Select the items that you want to despatch.
- Enter the number of items to despatch in the Quantity to despatch column.
  
  The amount must be a multiple of the item's selling unit.
  
  The amount must be greater or equal to zero, but must not exceed the Quantity required. The Quantity required shows the number of items that are allocated to the order and are available to despatch now. The Outstanding quantity shows how many items remain to fulfil the Order quantity. The Outstanding quantity might be higher than the Quantity required, for example if there aren't enough items available to allocate to the order.
- If you are part despatching from more than one bin, you'll be asked to confirm the quantity to despatch from each bin. Enter the Quantity to despatch from each bin, then select Save.
  
  Note: You can only do this if you do not use the SOP setting Allocate stock on order entry, and have manually allocated stock for this order.
Tip: To view more details about the order item, select the order number, customer code, or stock item code.
For traceable items, you can view or select the batch or serial numbers of the items to despatch.
- If you have already assigned the batch or serial numbers when allocating stock, you can view the numbers assigned to the order item by selecting Amend Batch Number or Amend Serial Number.
- If you select batch or serial numbers on despatch, you must select the batch or serial numbers now during despatch.
  
  You can choose to select numbers when you allocate stock or when you despatch stock, which is set in Stock Control Settings - Options (in the Sage 200 desktop).
- If you are only part-despatching an order line, enter the Quantity to despatch and amend the batch or serial numbers allocated to the order.
If you select batch or serial numbers on despatch:
1. When you enter the Quantity to despatch, you will be prompted to select the batch or serial numbers.
2. Select the serial or batch numbered items.
  When dealing with batch or serial numbered items:
  - Use Auto Select to select items automatically to fulfil the required quantity.
  - Select an item from the list, then select Show Details to view details about the item. View Receipts for details of the delivery receipt, such as the supplier name and GRN.
  - Use Refresh to update the allocation and availability of items.
3. Batch items only: Enter the Quantity to despatch.
4. Select items until the Quantity selected matches the Quantity required, then select Save.
Select Confirm Despatch to confirm that you want to despatch the goods.

Confirm despatch of free text and service/labour items

You can choose how to record the despatch of free text and service/labour items. This is set by default by the Order line despatching setting in SOP settings - Processing tab (in the Sage 200 desktop). You can also change the confirmation method for the item on the sales order.

If you have chosen Confirm as Service/Free Text as the confirmation method, then use this Confirm Services Despatched option to confirm despatch of free text and service/labour items separately.
If you have chosen Confirm with Goods Despatched/Received as the confirmation method, then use Confirm Goods Despatched to confirm despatch of free text and service/labour items as normal goods.
If you have chosen Confirmation not required as the confirmation method, you do not need to confirm despatch of free text and service/labour items.

Open: Sales Order Processing > Order Processing > Confirm Service and Free Text Items > Confirm Services Despatched.

To view the orders ready for despatch, use the options to select the orders you're interested in, and then select Display Items to show a list of items.
1. To view and select orders:
  - Select All orders to show all orders.
  - Select Single order to choose an individual order by its number.
    
    Tip: To see a detailed list of your orders, select Find Order.
  - Select Range of order numbers to show a group of orders by order number.
  - Select Range of order dates to show a group of orders by their document date.
  - Select Single customer to show all orders for a customer.
2. If there are a number of matching orders, you'll be asked to select the orders that you want.
Enter the Despatch date. This defaults to the current date.
Select the items that you want to despatch.
- Enter the amount to despatch in the Quantity to despatch column.
  
  The amount must be a multiple of the item's selling unit.
  
  The amount must be greater or equal to zero, but must not exceed the Outstanding Quantity.
Select Confirm Despatch.

Amend the despatch quantity

You can change the despatched quantity of an order if the associated invoice has not been printed.

You can only amend the despatch in the Sage 200 desktop.

You might amend despatchreceipt of free text and service/labour items separately to goods. This depends on what you have chosen for the Order line despatching setting in SOP settings - Processing tab (in the Sage 200 desktop).

Open: Sales Order Processing > Order Processing > Goods Despatched and Received > Amend Goods Despatched

Open: Sales Order Processing > Order Processing > Confirm Services and Free Text Items > Amend Service/Free Text Items For Invoice.

Add tracking and shipping information

To record tracking information when you despatch order items, or amend the tracking information, you must first enable Record tracking on despatch in SOP settings - Processing (in the Sage 200 desktop).

When you despatch an order, you will be prompted to add tracking and shipping information.

Enter the information that's relevant for this despatch:
- Courier: The courier who will deliver the items.
  
  If you have chosen a default courier, this will be selected automatically, but you can still change it.
  
  To set up couriers, see Couriers for sales orders.
- Consignment no: The consignment number for the despatch.
- Incoterm: The Incoterm for the despatch.
  
  If you have chosen a default Incoterm, this will be selected automatically, but you can still change it.
  
  Incoterms are rules issued by the International Chamber of Commerce (ICC) that can be used for the international sale of goods. If you produce a commercial invoice when you export goods, you will need to enter the Incoterm on the invoice.
  
  To set up Incoterms, see Incoterms for sales orders.
- Reason for export: The reason for export for the despatch.
  
  If you have chosen a default reason for export, this will be selected automatically, but you can still change it.
  
  If you produce a commercial invoice when you export goods, you will need to enter a reason for export on the invoice. For example, the reason for export might be a sale, a gift, or an item for repair.
  
  To set up reasons for export, see Reasons for export for sales orders.
- Weight: The shipment weight in kg. Your courier might require you to enter this as the net weight (excluding packaging) or the gross weight (including packaging).
- Pieces / No of pieces: The number of packages in the shipment.
- Notes: Any additional information about the despatch. These notes are for your internal use, and they are not included on despatch notes.
Select Save to record tracking information and confirm the despatch.

Not ready to enter tracking information?

If you don't want to record tracking information immediately, select Skip Tracking Information.
If you want to return to the despatch details, select Cancel.
If you want to add or change the tracking information later, use Amend Tracking Information. See Tracking and shipping information for a despatch.

Check which orders need to be despatched

Once items in the order have been allocated, the allocated quantity will be ready to despatch. If you use order acknowledgement, you need to print the acknowledgement before you can despatch.

You can see when orders are ready to despatch from the Sales Order List.

Open: Sales Order Processing > Sales Order List

The Ready for Desp column shows Yes where some items in the order have been allocated, but not yet despatched.

If none of the items in the order require despatch this will be blank.
The Despatched column shows:
- Part: Only some of the items have been despatched, but some items still need to be despatched.
- Full: All items in the order have been despatched.
- If none of the items in the order require despatch this will be blank.
Once an order is partly or fully despatched, you can print invoices for the items that have been despatched.
To display the Ready for Desp and Despatched columns in the Sales Order List:
1. Select the menu in the column header, then select the columns button.
2. Select Document > Ready for Desp and Document > Despatched.

Useful info

About confirming despatch

You must confirm the despatch of the goods and services on your sales orders, before you can print invoices for your customers. Only the allocated quantity of the order is despatched. If you despatch goods that are stored in more than one bin in a warehouse, you must confirm the amount you want to despatch from each bin.

You must record the despatch of:

Stock items.
Miscellaneous items.

You can choose to record the despatch of these items:

Free text items and service/labour items.

This confirmation method is set by default in the SOP settings - Processing tab (in the Sage 200 desktop), but can be amended for an individual item.
Invoice and order items.

Despatching non traceable items

Stock items must be allocated to the order lines you want to despatch. It is the allocated quantity that is despatched, not the order quantity.

You can allocate stock automatically when entering the order, or separately using the Allocate stock options (in the Sage 200 desktop).

You can specify a Despatch date. If you have selected to Update Stock Quantities When - Order despatch is confirmed in the SOP settings - Processing tab (in the Sage 200 desktop), this Despatch date is used to:

Record any stock transactions generated when despatching the order.
Update the allocated quantities and stock history.
Record the cost of sales posting if you have chosen to Generate cost of sales postings for SOP in the stock control settings Options tab (in the Sage 200 desktop).

If you part despatch goods that are stored in more than one bin in a warehouse, you must confirm the amount you want to despatch from each bin. This makes sure that accurate stock levels are maintained for each bin. If you do not change the quantities here, you must amend the picking list or amend the stock allocations to keep an accurate record of your stock levels.

Despatching traceable items

You can choose to select batch or serial numbers when you allocate stock or when you despatch stock, which is set in Stock Control Settings - Options (in the Sage 200 desktop).

If you chose to select batch or serial numbers when the goods are allocated to the order.
- The batch or serial numbers are selected automatically. You can amend the allocations to change these.
- The batch or serial numbers, quantity and locations (bins/shelves) are detailed on the picking list used to collect the items for the order. You can amend the picking list to change the batch or serial numbers assigned to the order.
- You can view and confirm the batch or serial numbers when you despatch the item.
If you choose to select batch or serial numbers when the order is despatched.
- The batch or serial numbers are not printed on the picking lists. Only the quantity and location is listed. Once you have collected the items from the locations, you can record the batch or serial numbers retrieved in Sage 200.
- You must select the batch and serial numbers when you despatch the item.

You can also choose to print the batch or serial numbers on the despatch note in the SOP settings - Document Printing tab (in the Sage 200 desktop).

Note: A batch or serial number can be displayed as available when despatching goods, although it has been allocated by other Sage 200 processes. If the batch or serial number is displayed in red after you select it, you must select another number from the list.

If a traceable item has not been assigned a batch or serial number, it will have an Unassigned number and will not be available for despatch.

Despatching free text items and confirming service/labour items

You can choose how to record the despatch of free text and service/labour items. This is set by default in the SOP settings - Processing tab (in the Sage 200 desktop). You can also change the despatch method on the Sales Order.

You can despatch these items in the following ways:

Confirm with goods despatched/received: Service and free text items are despatched with stock items.
- Use Confirm Goods Despatched. The free text items are available to despatch with the stock items.
- The free text items and stock items appear on the same despatch note.
  
  Despatch notes are printed if you have selected to Print despatch notes when order despatch is confirmed in the SOP settings - Document Printing tab (in the Sage 200 desktop).
- You must record the despatch of the item before it can be invoiced (in the Sage 200 desktop).
Confirm as service / free text: Service and free text items are despatched separately.
- Use Confirm Services Despatched.
- The service and free text items are on separate despatch notes.
  
  Despatch notes are printed if you have selected to Print despatch notes when order despatch is confirmed in the SOP settings - Document Printing tab (in the Sage 200 desktop).
- You must record the despatch of the item before it can be invoiced (in the Sage 200 desktop).
No confirmation required: The despatch of service and free text items is not recorded.
- No despatch note is printed.
- The service or free text item can be invoiced without despatch (in the Sage 200 desktop).

Despatching Invoice and Order items

You must despatch an Invoice and order item in an order, if you chose Item requires despatch when you created the invoice and order item.

Once you have recorded the despatch of the item, the order invoice can be printed (in the Sage 200 desktop).

Outcomes of confirming despatch

Stock items (traceable and non traceable items)

The despatched quantities are updated on the order lines and the order despatch history of the lines are updated using the Despatch date.
If you have selected to Update Stock Quantities When - Order despatch is confirmed (set in the SOP settings - Processing tab in the Sage 200 desktop):
- The allocated quantities and history for the item are updated.
- The balances for stock items are reduced.
- The stock movement history is updated if you have selected Keep movement history (set in the stock item product group Details tab in the Sage 200 desktop).
- The cost of sales postings are added to the nominal ledger using the Despatch date, if you have chosen to Generate cost of sales postings for SOP (set in the Stock Control Settings - Options tab in the Sage 200 desktop).
Note: If you have set Update Stock Quantities When - Invoice is posted and Use invoice date on stock history (set in the SOP settings - Processing tab in the Sage 200 desktop), the despatch date is used on the order and the printed despatch note only. The invoice date is used to record the stock and nominal postings.
Despatch notes are printed, if you have selected Print despatch notes when order despatch is confirmed in SOP settings - Document Printing (in the Sage 200 desktop).

Free text and service/labour items

Despatch notes are printed, if you have selected Print despatch notes when order despatch is confirmed in SOP settings - Document Printing (in the Sage 200 desktop).

Troubleshooting

Items could not be accessed as they are in use by another user

You cannot dispatch items that are in use by another user, for example if someone else is currently editing the order for the items.

If you want to try again to process these items, the other user must first stop working with the items. Once they've finished working with the items, select Retry.
If only some of the items were in use by another user, then you can choose not to process those items, and only process the items that aren't in use. To do this, select Continue Without These Orders.
To stop without processing any items, select Cancel.

If the items are reported as being in use by another user, but that user isn't currently working with them, the user may have a disconnected login that is locking the items. To fix this, see Clear disconnected logins.