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Can I see what I have despatched for an order, and what still needs to be despatched?

Updated: 31 May 2022 15:59:03 OpenCRM::Orders::Sales Orders OpenCRM::Settings::Additional

OpenCRM allows Sales Orders to be partially despatched.

To enable this feature a System Administrator will need to enable the setting "Allow sales orders to be partially despatched when using standard stock management", which can be found in Settings > Additional Settings > Sales Order Settings

1. Sales Order

You will create your Sales Orders as normal by adding your products and relevant quantities.

Once your Sales Order is created, you can then Despatch your Qty by clicking on the Despatch button at the top of the page.

2. Despatch Items

You will then see a pop up window for Despatch Items.

The first step you come to will allow you to enter in the QTY field which products and the quantities you wish to Despatch based on the quantities entered on the Sales Order.
The information shown is the list of products from the Sales Order, "SO Qty" indicates the quantity of the product entered on the Sales Order, "Prev" indicates the quantity already despatched and "Max" indicates the quantity not yet despatched

If you wish to add the full quantity or remaining quantity of all products on the Sales Order to the despatched you can use the Fill To Max button.

Hit the Next button, this then displays a messages to clarify you are despatching the correct quantity.

If you need to make any changes, you can then click the Adjust Quantity button which will take you back to Step 1.

If all the information is correct, you can then click Finish and you will be directed to the Despatch PDF pop up window.

3. Despatch Audit

You can see an audit of what has been despatched from the Sales Order by clicking on the Audit option towards the top of the page.

Within this screen you can scroll down to Despatch Audit where you can see the Product Name, QTY, QTY Despatched, and Qty Remaining.

4. Product Grid and PDFs

Another method of seeing the number despatched and number remaining is to set them to show on the Sales Order product grid.  To enable this, go to Settings > Additional Settings > Sales Order Settings and tick the two following options:

With both of these ticked, the product grid will have columns added next to the quantities, so all quantity fields are grouped together. Below shows the columns on the grid, with the despatch audit information columns highlighted. These columns are only available on the detail screen, and not visible whilst the record is being edited:

These columns are also available within Sales Order PDF templates and can be added to your product grids.

5. Partial Invoicing

If you are using the Partial Despatch function in OpenCRM you may wish to restrict invoicing to just the products and quantities that have already been despatched.

Partial Invoicing allows you to choose the products and associated quantities from the Sales Order that you want to invoice and can be further restricted to only allow the products that have been despatched to be invoiced.


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