Outgoing Inventory

Inventory dispatch refers to the process of delivering products to your customers or sending them from your warehouse to their final destination. This process involves checking the quantity and quality of the products being sent, comparing the dispatch with the corresponding sales order or invoice, and updating the inventory to reflect the quantities of products dispatched.

In Cashflow, after making a sale or a sales order to a customer, when you are ready to send the inventory from your warehouse, you should record an inventory dispatch in the system. This will reduce the inventory level of the corresponding products.

1. Creating a Dispatch

To create a merchandise dispatch, follow these steps:

1. Go to the main menu, click on "Inventory," and then select "Dispatch."
2. In the Dispatch list, click the (+) button.
3. In the "Copy From" window, choose the Invoice or Sales Order that you want to dispatch from the list, and then click Generate.
4. Select the issue date, delivery date, employee, and the document status (Draft or Dispatched). Note that when dispatching from an invoice or sales order, the customer and currency fields come by default and cannot be changed.
5. In the content section, you can see the inventory products/items to be dispatched along with the ordered quantity. If you're dispatching all the merchandise, simply save the document. However, if you're dispatching an order partially, you can adjust the quantity to dispatch in the quantity field or remove lines of items that are not included in the merchandise to be dispatched.
6. Finally, you can add additional notes.
7. Click Save to save the document.

2. Editing a Dispatch

There may be occasions when you need to make changes to a dispatch, perhaps due to an error or mistake. To edit a dispatch, follow these steps:

1. Go to the main menu, click on Inventory, and then select Dispatch.
2. In the Dispatch list, locate the dispatch you want to edit.
3. Click on the actions menu (three horizontal dots).
4. If the Dispatch is in Draft status, click on Edit.
5. If the Dispatch is in Dispatched status, you won't be able to edit it; you'll need to Void it and create a new document.
6. Make the necessary adjustments.
7. Click Save to save the changes.

3. Deleting or Cancelling a Dispatch

There may be occasions when you need to delete or cancel a dispatch, perhaps due to an error or mistake. To delete or cancel a dispatch, follow these steps:

1. Go to the main menu, click on Inventory, and then select Dispatch.
2. In the Dispatch list, locate the dispatch you want to delete.
3. Click on the actions menu (three horizontal dots).
4. If the Dispatch is in Draft status, click on Delete.
5. If the Dispatch is in Dispatched status, you won't be able to delete it; you'll need to Void it.
6. You will be asked to confirm the action.

5. List of Dispatches and Options

The options in the actions menu for each dispatch are as follows:

1. Preview
   This option allows you to view the dispatch in a printable format. It's useful for verifying the information before taking any further actions.
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2. Edit
   If you need to make changes to a dispatch, this option allows you to do so as long as it is in the Draft status. You can only see this option if the dispatch is in Draft status.
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3. History
   This option lets you view all the transactions associated with this dispatch.
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4. Audit
   The audit trail shows the changes made to the document, providing a detailed record of modifications.
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5. Attach File
   You can use this option to add files related to the dispatch, such as supporting documents or attachments.
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6. Delete
   If you ever need to remove a dispatch for any reason, you can do so using this option. Please note that you can only delete dispatches that are in the Draft status.
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7. Void Document
   If you need to cancel a dispatched document, you can use this option. A canceled dispatch cannot be deleted and remains in the system for record-keeping and auditing purposes.
   

Tips & Best Practices

1. Use the 'Copy From' Functionality
   When creating a merchandise dispatch, it's always recommended to use the 'Copy From' functionality. This allows you to select the invoice or sales order corresponding to the merchandise you're dispatching, saving time and reducing potential errors.
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2. Check the Document Status Before Making Changes
   Before making any changes to a dispatch, always ensure you check its status. Remember that dispatches in the 'Dispatched' status already affect inventory and accounting and cannot be modified. In this case, you'll need to cancel the dispatch and create a new one.
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3. Make Use of Menu Action Options
   The menu action options for each dispatch offer a variety of functionalities. For example, you can use 'Audit' to track detailed modifications to the dispatch or 'Attach File' to add related documents.
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4. Review Information Before Saving
   Before saving a dispatch, it's always a good practice to review all the information to ensure it's correct. This includes the issuance date, delivery date, employee, document status, product quantities, and additional notes.
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5. Maintain Detailed Modification Tracking
   The audit function allows you to keep a detailed record of all modifications made to a dispatch. Use it to monitor changes and maintain effective inventory management.
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6. Inventory Control Methods (Simple and Advanced)
   If you have a small business and don't have dedicated inventory management staff, the Simple tracking method could be the best option for you. This method allows you to update your inventory directly when recording a sale, eliminating the additional step of creating an inventory dispatch.
   
   This streamlines the inventory control process and adapts to your needs. To configure your inventory control method, go to Settings > Inventory > General Settings, and then enable or disable inventory processes like Dispatch and Goods Receipt.

Common Problems

Having issues with the receipt function? Here are some common problems and their solutions.

1. I can't see the dispatch option in the menu
   If the Dispatch option is missing from the Inventory menu, first check if your subscription includes this feature. Then, ensure that you have the necessary permissions to access this section. Finally, verify that the dispatch option is enabled in the general inventory settings. To do this, go to Settings > Inventory > General Settings in the system.
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2. I can't change the client in the dispatch
   You can't change the client in a dispatch because the client information is inherited from the sales order or invoice to which the dispatch is associated.
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3. I can't create an inventory dispatch
   Remember that inventory dispatches should always result from a sales order or invoice. You can't create a dispatch without a previous document that defines which merchandise will be dispatched.
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4. I can't modify a dispatch in Dispatched status
   Once a dispatch is in the Dispatched status, it cannot be modified. If you need to make a change, you'll have to cancel it and create a new dispatch.
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5. I can't delete a dispatch in Dispatched status
   Dispatches in Dispatched status affect inventory and accounting, so they cannot be deleted, only canceled.
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6. Some menu options are not available
   Depending on the status of the dispatch (Draft or Dispatched), some options may not be available. For example, you won't be able to edit or delete a dispatch that is in the Dispatched status.
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7. I can't view the history of a dispatch
   The history of a dispatch allows you to view all transactions associated with the dispatch. If you're having trouble accessing this option, make sure the dispatch is not in Draft status.
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8. Issues with uploading files
   The option to upload files allows you to add documents related to the dispatch. If you encounter problems while uploading files, check that the file format is compatible and does not exceed the maximum allowed size.
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Remember that if you can't resolve the issue, it's always best to contact technical support for assistance and to avoid potential errors that could affect your accounting records.