A Dispatch is the means within the system by which goods or services are taken out of stock and delivered to a Customer.

A Dispatch can only be performed for some or all of the items on exactly one Sales order, and is referenced throughout the system by its Dispatch # .

The following also holds for Dispatches:

  • A Dispatch is performed only for the Warehouse that is referenced on the Sales order
  • You can create as many Dispatches as you like for a single Sales order
  • A Dispatch cannot be performed where its date is not within the Extended financial year or where its date is before the Journal lock date

When to do a Dispatch return and when to do a "negative" Dispatch

When customers return goods to you that have already been dispatched through the Dispatch process, then there are two methods available to process the return. The method you choose is important and will depend on the reasons for the return and whether or not the customer expects those goods back again

If the customer does not want these goods back again

Use a Dispatch Return when:

  • The wrong item code was used
  • They are returning something they don’t want

The items will not be put on backorder again and the items will no longer be committed

If the customer DOES want the goods back again

Use a Dispatch but enter negative quantities to reverse the flow of product

  • They sent the goods back to be replaced because:
    • They were faulty or not as specified, but the item code you used was correct
    • They do not want them at this time, but want them at a later time (it could be goods or services that were “delivered”)
  • You want to (and should!) retain the original dispatch record for audit and historical purposes

These items will be placed on backorder again, will be re-committed and all customer sales order reports will show that the goods still need to be delivered to the customer