Dispatch Note Header Information

Dispatch process

The dispatch process is as follows:

From the Dispatch Note Review program, you select the items for dispatch in the Selected column.
From the Dispatch Note Review program, you select the Dispatch Selected option.

At this point, the sales orders for all items selected for dispatch are checked for ship quantity and the appropriate quantity is moved to ship.
You are prompted for all required allocations (e.g. bins, lots, serials) and these are processed against the sales order. The order quantity remains in ship.
Once the allocations are complete, the Dispatch Note Header Information program is loaded.

The dispatches are processed one by one and, at any point, selecting Cancel causes the dispatch to be aborted and the order to be left in ship.

Selecting Cancel Remaining causes all remaining sales orders to be left in ship.

Changing the quantity to dispatch and exiting the review has no effect at all on the sales order line ship / back order status.

Dispatch Note Header Information

Field

Description

Save

Select this to save the information you entered and to create the dispatch note.


	If you designed a Dispatch note custom form that includes mandatory fields, then you must capture data at these fields before you can create the dispatch note. If you enabled the option: Customer tax registration number mandatory (Sales Order Setup) and a blank entry exists against the Customer company tax reg no field (Sales Order Header Maintenance), then you cannot create the dispatch note.

Dispatch note

If your Dispatch note numbering method is set to Manual (Dispatch Notes Setup - General 1 tab), then you must specify the dispatch note number to use.

If your Dispatch note numbering method is not set to Manual, then you will be unable to access this field as the dispatch note number will automatically be assigned by the system.

Add to Dispatch

Select this to add the quantity for the second dispatch to the quantity for the first dispatch note. If this option is not selected, then a new dispatch note is created for the second dispatch quantity.

When you add lines to a dispatch note that is defined as using an address code, you can only add lines with the same address code.

Cancel

Select this to return to the previous screen without creating a dispatch note or saving any information you entered.

Cancel Remaining

Select this to return to the previous screen without creating the current dispatch note or any other dispatch notes for lines already selected in the Dispatch Note Review program.

Change Period

Select this to use the Change Posting Period program to change the posting period to a different period to process transactions.

Dispatch Details

Field

Description

Dispatch information

Dispatch note

This indicates the existing dispatch note created for the dispatch of the first quantity of the sales order line.

If you selected the option: Add to Dispatch, then you can select the dispatch note number to which the second quantity dispatched must be added. You can select the Browse function to use the Dispatch Notes program to view existing dispatch note numbers.

Sales order

This indicates the sales order number from which the dispatch will be created.

Customer

This indicates the customer code for the dispatch note.

Period

This indicates the period and year to which the transaction will be processed, but can be changed.

Number of dispatches to create

This indicates the number of dispatch note lines selected to dispatch.

User defined 1 and 2

The description for these fields is defined in the Dispatch Notes Setup program.

GIT reference

Enter a reference number for a Supply Chain Transfer transaction.

This field is only enabled if the option: Goods in transit reference is set to Manual (Inventory Setup - Numbering tab).

Dispatch comments

Enter free format comments for the dispatch note. You can select the Browse icon to use the program Text Editor program to enter these comments.

Order information

Order branch

This indicates the branch applicable to the sales order.

Geographic area

This indicates the geographic area applicable to the customer for this dispatch note.

Tax information

Customer tax reg no

This indicates the customer's company tax registration number.

Tax status

This indicates the customer's tax status.

Tax exemption no

This indicates the customer's tax exemption number where the customer qualifies for tax exemption on certain goods.

Intrastat details

Nationality

This indicates the nationality code for the country in which the account/supplier/customer is located.


	If the EC Vat system required option is in force (Admin Tax Options), then this field is mandatory.

Shipping location

This indicates the default shipping location assigned to the customer or warehouse, but can be changed if required.

Delivery terms

This indicates the three-character alphanumeric Incoterms code, denoting the terms of delivery.

The Incoterms code indicates the portion of costs and risks agreed to by the parties in a contract of purchase or sale.

For example, the Delivery term CIP (Carriage and Insurance Paid), indicates that the seller pays the cost of carriage and insurance necessary to bring the goods to a named destination (i.e. Shipping location).

This field defaults to the delivery terms defined against the customer.

If the terms are not defined against the customer, then this field defaults to the delivery terms defined for the company.

Nature of transaction

This indicates a three-character numeric code denoting the type of transaction being declared on the Supplementary Declaration.

Mode of transport

This indicates a two-character numeric code denoting the mode of transport used to deliver the goods. This field is for documentary purposes and is printed on the Supplementary Declaration for dispatches.

Process

This indicates a single-character numeric code denoting the process used. This field is for documentary purposes and is printed on the Aggregate Sales Listing summary report.

Triangulation required

Select this if you need to convert from one currency to another currency via an intermediate currency (to conform with European Monetary Union regulations).

For the triangulation feature to work, you need to select the option: Triangulation required (Company Maintenance). In addition, you need to use the Browse on Currencies program to define the Triangulation options for the currencies in which you want to process sales orders.

Declaration exchange rate

This displays the declaration exchange rate defined against the currency (Browse on Currencies).

This exchange rate is used to calculate the local currency transaction value printed on the Supplementary Declaration for dispatches and Aggregate sales Listing and differs from the normal exchange rate used for transactions.

Load planning details

These options are only enabled if Load Planning is required and the basis of calculating load capacity is set to Dispatch note quantity (Sales Order Setup).

Delivery route

You use this field to assign the dispatch note line to a specific delivery route.

Delivery load

You use this field to assign the dispatch note line to a specific delivery load on the selected delivery route.

Shipping Information

When maintaining information on the dispatch header, you cannot select a different address code (i.e. you cannot change the address code). You can, however manually change the actual address, but the address code is retained.

Field

Description

Address Selection

Multiple Ship Address

Select this to use the Multiple Ship to Addresses Quick View program to select a specific ship to address from a list of addresses for the customer.

When maintaining information on the header for a Dispatch note, you cannot select a different address code if the sales order is defined as using line level address codes (Sales Order Entry). The message Cannot change address code from " " when dispatching by address code is displayed.

Although you can manually change the actual address, the address code is retained.

Ship To Address

Select this to use the Ship to address defined against the customer.

Sold To Address

Select this to replace the Ship to address with the Sold to address details for the order.

The Sold to address is defined against the customer.

The Sold to address usually indicates the address to which the invoice documentation must be routed.

Dispatch address

This indicates the address to which the items must be sent.

The ship address assigned to the customer is used when you query or print an order. If you change the customer's ship address details for a particular order, then the information held against the order is used when querying or printing that order.

You can manually change this address or use the Address Selection option to apply an address.


	If, against the sales order, you selected the option: Ship address per line (Sales Order Entry), then the ship address defined against each individual order line is used.

Language

If you enabled the Multi-language for document printing setup option (System Setup) then you can indicate the language code to use (see Multi-language capability).

Sold to address

This address is defined against the customer and is displayed for information purposes.

You can, however, change the email address to which the dispatch note must be sent.

Shipping instructions

Indicate the shipping details you want to assign to the dispatch note.

Dispatch date

Indicate when the stock is due to leave the warehouse.

Special instruc

Indicate the message that you want to print on the dispatch note for the customer.

If you defined a special instruction against the customer (AR Customer Maintenance) then this is displayed here by default.

Ship via code

Select this to use the Browse on Shipping Instructions program to select a shipping instruction code to apply to the dispatch note.

If you indicated that your ship via usage is coded (Sales Order Setup) then you can enter a code to automatically retrieve the associated ship via message assigned to the code.

Ship via description

This indicates the description defined against the Ship via code, but can be changed.

Notes and warnings

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the Electronic Signatures program.

eSignature Transaction	Description
MDN Add multiple dispatch note	Controls access to the creation of dispatch notes in the Dispatch Note Review and Dispatch Note Header Information programs.

Intrastat considerations

Delivery Terms and Shipping Location's can only be captured if:
- a valid Nationality code has been entered, and EC Vat is in force, or
- the option to Capture delivery terms for non EC members is enabled in the Admin Tax Options program.
The Delivery Terms and Shipping Location defaults defined in AP Supplier Maintenance and AR Customer Maintenance take precedence over those defined in the Admin Tax Options program.
To reflect the Delivery Terms and Shipping Location on sales order and purchase order documents, ensure that these fields are enabled in the document format setup programs (only available with Word and SRS document printing).
Delivery terms are maintained using the Browse on Intrastat Delivery Terms program.
Shipping locations are maintained using the Intrastat Shipping Location Maintenance program.
Nature of transaction codes are maintained using the Browse on Intrastat Transaction Nature program.