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.

Open: Sales Orders > 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.

The despatch date is used to:
- Record any stock transactions generated from despatching the items.
- Update the allocated quantities and stock history.
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.
Tip: To view more details about the order item, select the order number, customer code, or stock item code.
Select Confirm Despatch to confirm that you want to despatch the goods.

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.

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

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 (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.

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.
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.
Free text items and service/labour items.

You can choose to record the despatch of these items:

Invoice and order items.

You can choose to record despatch by selecting Item requires despatch when you first create the invoice and order item (in the Sage 200 desktop).

You don't confirm despatch for additional charge items, so this affects when you can print the invoice that includes the additional charge (in the Sage 200 desktop). The additional charge item can be invoiced when the sales order is full or part despatched, and ready to invoice.

Despatching 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 specify a Despatch date. This date is used to:

Record any stock transactions generated when despatching the order.
Update the allocated quantities and stock history.

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 free text items and confirming service/labour items

You confirm the despatch of free text and service/labour items in the same way as goods, so service/labour items are included in the despatch along with stock items.

Use the Confirm Goods Despatched options. 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 Invoice and Order Settings - Printing and Tracking tab (in the Sage 200 desktop).
You must record the despatch of the item before it can be invoiced (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

The despatched quantities are updated on the order lines and the order despatch history of the lines are updated using the Despatch date.
The allocated quantities and history for the item are updated.
The balances for stock items are reduced.
The stock movement history is updated.
Despatch notes are printed, if you have selected Print despatch notes when order despatch is confirmed in Invoice and Order Settings - Printing and Tracking (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 Invoice and Order Settings - Printing and Tracking (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.