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To despatch sales orders

Accounts Professional only

Once an order is allocated there are different ways to record its despatch depending on what you want to achieve. You can use the:

• Despatch option to deal with the whole order

  This updates the product records, creates a product invoice and marks the order as complete. This method is described in this topic.

  You can edit the generated invoices, print them and post them to the sales and nominal ledgers, as you would invoices created directly in Invoicing.

• Amend option to despatch part of an order

  This also updates the product records and creates a product invoice for each part delivery, meaning that when the order is fully despatched, you have more than one invoice and the order is marked as complete.

• Despatch Notes option

  With this option you can despatch the order in full or part.

  This generates a printed delivery note, updates the product records, creates a product invoice and marks the order as complete. In addition, it generates a goods despatched note. The advantage of using this method is that it provides you with maximum traceability, as you can view all the goods despatched notes for an order.

To despatch a sales order

1. Customers > Sales Order List > select the sales orders you require and click Despatch Orders.

   

2. If your GDN options in Invoice and Order Defaults are set to Generate for all despatches (Default), the following message appears:

   • Do you wish to create invoice details, update stock and record despatch for the selected order(s)?

   Select one of the following options:

   Yes

   The following message appears:

   • A Goods Despatch Note has been generated for this order and stored under the Despatched tab of the order. You can either print your delivery note now, or continue processing and print it from the Despatched tab of the order.

   1. To print the delivery note, click Print Now > select the required layout > Print
   2. Alternatively, to print your goods despatched note later, click Print Later. You can print the note at any time from the Despatched tab of the sales order.

   Your software generates a despatch notes, updates the status of the selected order and creates invoice details for each despatch.

   No

   Your software prints the despatch note but does not store its details in the Despatched tab of the order(s).

   As the order is not marked as Complete, the despatch note(s) can be reprinted later, if required.

   Cancel

   If you do not want to despatch stock, create an invoice or print a delivery note, l to return to the Sales Order Processing window, click Cancel.

   Your software does not generate a despatch note, update the status of the order or create invoice details.

3. Alternatively, if your GDN options in Invoice and Order Defaults are set to Prompt at each despatch, the following message appears:
   • Do you wish to create invoice details, update stock and record despatch for the selected order(s)? To print a delivery note only, click No.
     
     This message also displays a Generate Goods Despatch Note(s)? check box.

   Select one of the following options:

   Yes

   (a) Select the check box and click Yes:

   If you are sure that you want to despatch the stock and create an invoice for this despatch, as well as creating a goods despatch note, select the Generate Goods Despatch Note(s) check box and click Yes.

   The following message appears:

   • A Goods Despatched Note has been generated for this order and stored under the Despatched tab of the order. You can either print your delivery note now, or continue processing and print the Goods Despatched Note from the Despatched tab of the order.

   1. To print the delivery note, click Print Now > select the required layout > Print
   2. Alternatively, to print your goods despatched note later, click Print Later. You can print the note at any time from the Despatched tab of the sales order.

   Your software generates the despatch note, updates the status of the order(s) and creates invoice details for each despatch.

   (b) Do not select the check box but click Yes:

   If you want to despatch the stock and create an invoice for this despatch, but you do not want to generate a goods despatch note, click Yes, without selecting the Generate Goods Despatch Note check box.

   Your software updates the stock levels and creates an invoice for the despatch, but does not create a goods despatch note. You are not able to print a goods despatch note for this despatch.

   No

   The Report Browser appears. Select the despatch note layout and output you require.

   Your software does not update the status of the selected order(s).

   As the order is not marked as Complete, you can reprint the despatch note later, if required.

   Cancel

   If you do not want to despatch stock, create an invoice or print a delivery note, to return to the Sales Order Processing window, click Cancel.

   Your software does not generate a despatch note, update the status of the order(s) or create invoice details.

The Sales Order Processing window appears.