Approve a staged dispatch

When to use it

Use this guide when you need to approve a staged dispatch.

Before you start

• Open Packing List from the module menu. Your account must have access to this screen and permission for the action you want to complete.
• Approval finalises dispatch information. Verify quantities, measured weights, missing items, and dispatch date first. Stock timing differs for delivery, pickup and sample orders.

What this changes

Approval finalises dispatch quantities, updates totals and creates applicable chaser orders for shortages. Normal delivery orders become Dispatched, with stock deducted when the order becomes Completed. Pickup orders complete during finalisation. Samples consume stock on dispatch or pickup completion.

Saving packing quantities stages the order for approval. Approval finalises dispatch quantities and can create a chaser for shortages. Stock timing differs for delivery, pickup and sample orders.

Steps

1. Open an order in Dispatch Staged and inspect its saved quantities and chaser reasons.
2. Check the dispatch date and any customer-notification choice shown.
3. Resolve unsaved quantity changes by saving them before approval.
4. Use Approve when offered, then check the order’s dispatch result and stock records.

Screenshot to add: Packing List: approve a staged dispatch. Capture filename: images/approve-a-staged-dispatch.png.

Restrictions

Approval needs dispatch approval access. An unstaged order cannot be approved through this action. A user with approval access alone reviews the saved quantities without editing them.

If something went wrong

1. Match the order, items, units, measured weights, packed quantities and shortage reasons with the physical goods. Check whether it is New Order, Dispatch Staged, Dispatched or Completed.
2. Before approval, follow Save packed quantities to save the correct values. An approver must inspect the newly saved quantities rather than approving an old screen.
3. After an uncertain approval, reopen the original and any chaser before trying again. Check the actual final status and dispatch date.
4. After dispatch approval, do not enter a second packing record to offset the mistake. Give Sales and Inventory the order and correct quantities. For a whole-order correction, review Customer order recovery; Reverse inventory also cancels the order.

What the correction changes

Staging saves quantities for review. Finalisation sets dispatch information, updates totals and creates applicable chasers. For normal delivery orders stock is deducted on completion; pickup completes during finalisation, and samples consume stock on dispatch or pickup completion.

What still needs follow-up

Review physical goods, chaser orders, driver/route instructions, customer notifications and invoices. A saved quantity correction before approval does not change goods already loaded or documents already printed.

Screenshot to add: Order status, packed quantities, units/weights, shortage reasons and approval control. Capture filename: images/approve-a-staged-dispatch-recovery.png.

Check the correction

Compare the saved packing lines with the physical quantities and weight. Check status, stock history at the applicable stage, chaser quantities and invoices; confirm no duplicate approval or replacement order.

Related guides

• Module overview
• Review and print packing lists
• Save packed quantities for dispatch approval