Dispatch a supplier order

When to use it

Record the quantities sent for an existing supplier order before the receiving team records the delivery.

Before you start

• You need access to Sourcing → Supplier Orders and the order details.
• Confirm the supplier, order reference, products, units, and quantities actually sent.
• The order must already be approved. Dispatch also requires permission to add or edit received orders, even though the action appears under Supplier Orders.

What this changes

The ERP shows Order dispatched successfully, closes the drawer, and returns to the previous screen. Reopen the order to verify its Dispatched status, dispatch date, quantities, and recalculated total. The receiving team can find eligible dispatched orders in Purchase Receive.

A supplier order sets up a purchase. Receiving it records stock and a bill; approval, dispatch, receipt and payment are different stages.

Steps

1. Open Sourcing → Supplier Orders and open the order using its View action.
2. In the order details, open More actions and select Dispatch Order.
3. In the dispatch drawer, check each product, Order Qty, Unit, and specifications.
4. Enter the actual Qty to Dispatch for each line. The initial values use the ordered quantities; check them before confirming.
5. Select Dispatch.

Screenshot to add: Dispatch drawer with ordered quantities and actual quantities to send. Capture filename: images/supplier-order-dispatch.png.

Restrictions

• An order must have line items to dispatch.
• Include every order line and enter a nonnegative dispatched quantity for each. You cannot dispatch an unapproved order or dispatch an order already marked Dispatched.
• Cancel in this drawer closes it without submitting the dispatch; it does not cancel the supplier order.

Troubleshooting

What you see	What to do
No order items are available to dispatch	Check that you opened the correct order and that it contains products.
A dispatch error	Read the displayed error and resolve the order's eligibility or data with the Sourcing reviewer. Reopen the order to check its current state before retrying.
Order not visible in Purchase Receive	Check its status and approval, then check the receiving screen's filters.

If something went wrong

1. If you have not selected Dispatch, correct Qty to Dispatch in the drawer, or choose Cancel to close it without dispatching.
2. If the result is unclear, reopen the same order and check its status and dispatched quantities. If it is already Dispatched, do not dispatch it again.
3. If the saved dispatched quantities, supplier or products are wrong, ordinary Edit and Cancel cannot change a dispatched order. Ask the Sourcing reviewer to check the delivery evidence before the receiving team proceeds. For an eligible whole-order replacement, an authorised colleague can use Supplier Orders → Actions → Reverse. Follow Reverse a processed supplier order, confirm the original is Cancelled, then create and approve the corrected replacement before dispatching it.
4. If the order is already Completed and the received quantities are wrong, follow Correct received quantities with bills or credits. Do not dispatch or receive the completed order again.

What the correction changes

Dispatch changes the dispatched quantities, order total, status and dispatch date. It does not add received stock or create the receipt bill. Reverse cancels the order; any linked stock entries are reversed and eligible outstanding bills are declined. Paid or partly paid bills block reversal.

What still needs follow-up

A reversal does not recall goods already collected or supplier instructions already sent. Confirm the actual delivery, farmer assignments and any replacement delivery note with Sourcing and the receiving team.

Check the correction

Check the original status and saved dispatched quantities. If replaced, keep both order references together and confirm the receiving team and supplier are using the corrected order.

Related guides

• Create a supplier order
• Approve a supplier order
• Receive a supplier order