e-Solutions
e-Dispatch Note
A dispatch note is created while the goods are moving. That is what the work is about: making sure the document produced at the moment of shipment carries the same information as the ERP record, and does not fall behind the movement.
Document and movement
The goods leave, and the document goes with them.
What sets the dispatch note apart from other documents is its timing: it is created as the goods leave, not at a desk.
The goods leave
The shipment is released and loading is completed in the warehouse.
The document travels with the movement
It is created at the moment of departure and carries the same information as the goods.
Arrival is recorded
Delivery is matched back to the record through the same document.
Starting point
This document is not created at a desk.
Most digital documents are produced in front of a screen. A dispatch note is not: it is created as the goods leave, in the warehouse, by people who are away from a desk and working to a loading schedule.
That changes the kind of problem you meet. The movement starts and the record catches up afterwards, or the document and the stock record stop agreeing about what left the building. The difficulty is usually not the document itself but the gap in time between the document and the movement.
So we start from the moment of shipment rather than from the document type: who releases the goods, where that decision is recorded, and how far behind the movement the record runs.
Common situations
- Records completed after the goods have already left
- A document and a stock record that no longer agree
- Information passed between the warehouse and finance by hand
- Changes made during loading that reach the record late
- A dispatch process that depends on one person following it
Workstreams
Connecting the moment of shipment to the record.
Scope is set together based on how shipment works in your operation and on your current ERP setup; regulatory detail is confirmed with the relevant specialists.
Understanding the moment of shipment
How the goods are released, who approves it and at which step the document is created today are mapped in the warehouse itself.
Adapting the ERP side
The order, stock and shipment records the document belongs to are identified, and the ERP side is adapted to that flow.
Rollout and monitoring
Work starts with a limited number of shipments; the warehouse and finance follow the flow together and the steps that do not work are addressed.
Delivery approach
We move without holding up shipments.
Loading cannot wait, so the transition is planned around the warehouse's daily rhythm and tried at a small scale first.
Seeing the shipment process on site
Loading, departure and delivery are observed in the warehouse, and it becomes clear when the document is created today and by whom.
Defining the link to the record
What the document carries and which record it attaches to are agreed, along with where each piece of information comes from.
Trying it at limited scope
Work starts with one warehouse or a limited number of shipments and is validated against real movements.
Monitoring and improvement
Movements whose records are left incomplete are monitored, and the flow is adjusted based on feedback from the floor.
Scope note
Scope depends on how shipment is organised
Shipment does not work the same way in every organisation. A business that delivers with its own vehicles and one that has shipment carried out by someone else differ both in when the goods leave and in what the record has to capture.
That is why this page carries no fixed scope list. The scope of the work is agreed once your shipment process has been seen, and regulatory detail is settled with the relevant specialists.
Let's handle the moment of shipment together with the record.
Let's review your current shipment process and ERP setup, and agree the scope and the sequence.