How do I despatch stock against a sales order and create an invoice?
Description
Once you've allocated a sales order there are different ways to record its despatch. Let's take a look.
Cause
Resolution
Despatch notes
You can use the Despatch notes option to record delivery of goods to your customers. The Despatch Notes option provides a quick and easy way of recording the despatches you make for your sales orders. You can use this option to record despatches against more than one sales order at the same time. This option also prints a delivery note, updates the stock on product record and creates an invoice for the items despatched.
Amend allocations
You can use the Amend allocations option to record a part-delivery of goods against a sales order. This option also prints a delivery note, updates the stock on product record and creates an invoice for the items despatched.
Despatch orders
You can use this option when you want to despatch the selected sales order. This option also prints a delivery note, updates the stock on product record and creates an invoice for the whole order.
Despatch notes
Click Sales orders then click Despatch notes.
Click the Customer A/C drop-down and click the required customer.
Enter the Date Despatched and if required, enter a Customer's Ref.
In the This Despatch column enter the required values for each item, or to despach all of the items click Despatch all.
Click Save and if prompted to print a Goods Despatched Note click Print Now or Print Later as required.
Depending on your options this message may not appear.
Click Close.
For each sales order, a Despatched status of COMPLETE is shown.
Amend allocations
Click Sales orders click the orders you want to despatch then click Amend allocations.
In the This Despatch column enter the required values for each item then click Despatch.
To create an invoice, update stock and record despatch, click Yes.
To print a delivery note only, click No.
If prompted to print a Goods Despatched Note click Print Now or Print Later as required.
Depending on your options this message may not appear.
Click Close.
For each sales order, a Despatched status of COMPLETE is shown.
Despatch orders
Click Sales orders and select the sales orders you require then click Despatch orders.
What happens next depends on what options are set in Settings > Invoice and Order Defaults > Options > GDN and GRN Options > Goods Despatched Notes.
Option
Steps
Generate for all despatches (Default)
or
Do not generate
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'.'
To record the receipt of the goods and print a GRN click Yes.
If you don't want to record receipt of the goods or print a GRN click No.
Prompt at each received
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'. Generate Good Despatch Note(s)?'
If you want to record receipt of the goods, but don't want to print a GRN click Yes.
If you don't want to record receipt of the goods or print a GRN click No.
If you want to record receipt of the goods, and also want to print a GRN, select the check box and click Yes.