Dispatch List User Manual

Version: v.1.0.44.4
Prepared by: Issac
Date: 26 May 2026

Table of Contents

1. Introduction
2. System Requirements
3. Accessing the Dispatch List Screen
4. Main Features and Functions
   • 4.1 Dispatch List Overview
   • 4.2 Manual Dispatch List Creation
   • 4.3 Upload-Based Dispatch List Creation
   • 4.4 Conversion of Dispatch List to GDN
5. Troubleshooting Common Issues
6. FAQs
7. Support

1. Introduction

The Dispatch List functionality is designed to manage Advance Dispatch Notices (ADN) received from customers before the actual Goods Delivery Note (GDN) is created. This feature enables users to record dispatch details in advance, verify inventory availability, and later convert the dispatch information into a Goods Delivery Note using FIFO logic.

The functionality helps streamline warehouse operations and ensures better planning and tracking of outgoing goods.

2. System Requirements

• Browser: Chrome 90+ or Firefox 85+
• User Role: Warehouse User / Dispatch Coordinator / Admin Access
• Module Access: Goods Delivery Notes Module

3. Accessing the Dispatch List Screen

1. Login to the Warehouse Management System.
   
   
2. Navigate to the Goods Delivery Notes tab.
3. Inside the module, separate tabs are available for:
   • DSN (Dispatch List / Advance Dispatch Notice)
   • GDN (Goods Delivery Note)
4. Select the DSN tab to access Dispatch List functionalities.
   
   

4. Main Features and Functions

4.1 Dispatch List Overview

The Dispatch List functionality allows users to:

• Create advance dispatch entries manually.
• Upload dispatch details using predefined templates.
• Verify dispatch information before processing.
• Convert Dispatch Lists into Goods Delivery Notes.
• Automatically fetch inventory based on FIFO logic during GDN conversion.

The Create button contains a dropdown menu with the following options:

• Manual Creation
• Upload Functionality

4.2 Manual Dispatch List Creation

Step 1: Create Dispatch List

1. Click the Create button.
2. From the dropdown list, select Create Dispatch List.
   

Step 2: Enter Header Details

1. Enter the required header details as needed.
2. Ensure mandatory fields are completed before proceeding.
   
   

Step 3: Customize Fields

1. A customization option is available.
2. Users can disable fields that are not actively used.
3. This helps simplify the entry screen and improve usability.
   

Step 4: Add Product Details

1. Click the Add button.
2. Enter the required product details.
3. Basic product-related information is available, including:
   • Product Details
   • Batch-wise Product Identification
   • Serial-wise Product Identification
     
     

Step 5: Submit the Entry

1. After completing all required entries, click the Submit button.
2. The dispatch entry will be saved for verification.
   
   

Step 6: Convert to GDN

1. Once the details are verified, click the Convert to GDN button.
2. The system automatically fetches inventory using FIFO logic.
3. All related details are transferred into the Goods Delivery Note.
4. Users can continue with the standard GDN process.
   
   

4.3 Upload-Based Dispatch List Creation

Step 1: Download Upload Template

1. Click the Create button.
2. From the dropdown list, select the upload option.
3. Download the upload template provided by the system.
   
   

Step 2: Prepare Upload File

The upload template contains:

• First Sheet: Header Details
• Second Sheet: Product Details

Enter all required information in the respective sheets.

Step 3: Upload the File

1. Upload the completed template into the system.
2. Once the upload is completed, the system creates the dispatch entries automatically.

Step 4: Verify and Save

1. Review the uploaded entries displayed in the system.
2. Verify the information.
3. Save the entry after confirmation.

4.4 Conversion of Dispatch List to GDN

1. Open the verified Dispatch List entry.
2. Click the Convert to GDN button.
3. The system fetches inventory using FIFO methodology.
4. The Goods Delivery Note screen opens with populated inventory details.
5. Continue the remaining process using the standard GDN workflow.

5. Troubleshooting Common Issues

6. FAQs

Can a Dispatch List be created before stock allocation?

Yes. The Dispatch List acts as an advance notice before the actual Goods Delivery Note is created.

What inventory logic is used during GDN conversion?

The system uses FIFO (First In First Out) logic for inventory allocation.

Can unused fields be hidden?

Yes. The customization option allows users to disable fields that are not actively used.

Can Dispatch Lists be created through bulk upload?

Yes. Users can download the upload template, populate the details, and upload the file into the system.

What happens after conversion to GDN?

The dispatch details are transferred into the Goods Delivery Note and the regular GDN workflow can be followed.

7. Support

For further assistance, contact the ERP Support Team or System Administrator.