Record despatch of goods and services

How to

Confirm despatch

You must confirm despatch of the goods and services provided in your sales orders before you can print invoices for your customers.

You confirm despatch of all goods and services, which are stock and miscellaneous items, free text items, and service/labour items.

Only the allocated quantity of the order is despatched. 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.

Open: Sales Orders > Processing > Goods Despatched and Received > Despatch .

Select the orders you want to despatch goods and services for and click Display.

Unless you select a specific order and there is more than one to choose from, a Select Orders screen appears and you can select orders to despatch from there.
You can use the Sales Order List to check whether items in an order are ready to despatch or have been despatched. See Check which orders need to be despatched.

Select the order to despatch.
If you need to amend the quantity, change the value in the Qty to Despatch field.

Note: If you need to do this later, you can use the Amend Despatch option on the menu instead.

Click Save.

The allocated quantities and history for the item are updated.
The balances for stock items are reduced.
The stock movement history is updated.
A despatch note is printed.

Watch a video

Despatch a sales order (video)

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 Invoice and Order Settings - Printing and Tracking. See Invoice and sales order settings and defaults.

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 Incoterms 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.
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.

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

Open: Sales Orders > 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.

Amend the quantity to despatch

You can either do this when you despatch the goods by amending the quantity in the Qty to Despatch field, or if you need to do it at another time, before you have printed the invoice for the order, then use the Amend Despatch option:

Open: Sales Orders > Processing > Goods Despatched and Received > Amend Despatch .

Select the Items to Despatch and click Display.
Select the order to amend the quantity to despatch and click Amend.
Enter an amended quantity in the AmendedDespatchQty field.

If a warehouse has more than one bin with stock and Sage 200 doesn't know which bin to despatch the stock from the Confirm Despatch Bins screen appears.

Enter the quantity to despatch from each bin.
Click OK.

Click Save.

The allocated quantities and history for the item are updated.
The balances for stock items are updated.
The stock movement history is updated.
A despatch note is printed.

Tip: If you have recorded any tracking or shipping information with the despatch, then some of these details may need to be changed, for example the weight or number of pieces. You can update tracking information for the despatch by using Amend Tracking Information.

Reprint despatch notes

You can reprint despatch notes as required.

Open: Sales Orders > Document Printing > Reprint Despatch Notes.

Save despatch note 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: Customers > Customer 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.