Despatch stock (non traceable item)

To despatch stock (non traceable item)

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

1. Select the orders that are ready for despatch using the Select items to despatch options.

   Click Find to locate a specific order.

2. To despatch items from a single warehouse, select the Warehouse.

3. Click Display. The orders ready for despatch, according to the selection criteria, are displayed.

   If there is more than one order matching the criteria, select the relevant orders and click OK.

   Each order line shows the Order No, Requested Date, Order Date, Confirmed Date, AC Ref, Item, Warehouse, Qty Required, Qty to Despatch and selling Unit.

4. Enter the Despatch date. This defaults to the system date. Depending what you select for Update stock quantities when in the SOP settings Processing tab, the despatch date is used to:

   • Record any stock transactions generated from 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 posting for SOP.
5. Select an order line.

6. Enter the amount to despatch in the Qty to Despatch column (this must be a value greater than or equal to zero but not exceeding the Qty Required). The Qty Required is the allocated quantity.

   Note: The amount to despatch must be a multiple of the item's selling unit.

7. Multiple locations only: If you are part despatching from more than one bin, enter the quantity to despatch from each bin, then click OK.

   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.

8. Click Save to confirm that you have finished amending the despatch quantities and want to despatch the goods.

   If you record tracking and shipping information with the despatch, you'll be prompted to add this now. See Add tracking and shipping information.

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. See Record tracking information for despatches (sales orders only).

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

1. 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.

2. 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.

• 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 Orders List.

Open: Sales Order Processing > Sales Orders 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.

Save despatch notes to cloud document storage

You can set up Sage 200 to save despatch notes to cloud document storage when you print them, so that they can be viewed by everyone.

Despatch notes that have been saved to cloud document storage can be viewed in PDF format.

Open: Sales Ledger > Customers List, then select the customer and click View in Document Storage.

• The customer's folder is displayed in cloud document storage. The Despatch Note folder contains despatch notes for the customer.

See Save printed documents to cloud document storage.