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Dispatch & Logistics

Coordinate shipments, track deliveries, and manage distribution to customers and locations.

Overview

The Dispatch & Logistics system helps you:

  • Create dispatch records for shipments
  • Track packages with carrier integration
  • Confirm deliveries
  • Process returns
  • Manage different shipping methods

Creating Dispatches

You can create dispatches from three locations in the app.

From an Order

The most common method:

  1. Open an order in In Progress or later status
  2. Select the item(s) to dispatch
  3. Tap Dispatch button
  4. Dispatch form auto-fills with order details:
    • Customer information
    • Delivery address
    • Items and quantities
  5. Complete additional fields
  6. Save the dispatch

From Inventory

For direct shipments not tied to orders:

  1. Navigate to Warehouse tab
  2. Select item(s) to ship
  3. Tap Dispatch
  4. Choose dispatch type
  5. Enter recipient and delivery details
  6. Complete and save

From Pending Tasks

When dispatch tasks are created:

  1. Go to Pending Tasks view
  2. Open an inventory or order task
  3. Tap the item to dispatch
  4. Complete the dispatch form
  5. Task automatically clears when saved

Dispatch Information

Collection Type

Select how the shipment will be handled:

End User Direct delivery to customer. Requires full shipping address and contact details.

Colleague Internal transfer to team member. Simpler process for company-to-company movement.

Shipping Using a courier or carrier service. Includes tracking and carrier selection.

Shipping Details

When Collection Type is set to Shipping, provide:

Delivery Method:

  • Standard Shipping
  • Expedited Shipping
  • Priority Shipping
  • Express Shipping
  • International Shipping

Carrier Information:

  • Courier/carrier name (auto-detected from tracking number)
  • Tracking number
  • Shipment date
  • Expected delivery date

Recipient Details:

  • Full name or company name
  • Contact phone number
  • Complete delivery address
  • Special delivery instructions
  • Signature required toggle

Additional Options

Expected Return For loaners, samples, or returnable items:

  • Toggle "Expected Return" on
  • Set return date
  • Add notes about return conditions

Documentation:

  • Add notes or special handling instructions
  • Attach photos (proof of condition before shipping)
  • Include packing list details

Tracking Shipments

Viewing Active Dispatches

Access all dispatch records:

  1. Navigate to Warehouse → Tracking
  2. View dispatches organized by status:
    • Pending: Not yet shipped
    • In Transit: With carrier
    • Delivered: Confirmed received
    • Returned: Came back to warehouse
  3. Tap any dispatch to view full details

Dispatch Details

Each dispatch record shows:

  • Items included with quantities
  • Destination information
  • Tracking number and carrier
  • Current status
  • Shipment and expected delivery dates
  • Special instructions
  • Communication history

Tracking Number Recognition

TheCompanyApp automatically detects carriers from tracking number format:

Supported Carriers:

  • UPS: Starts with "1Z" (18 characters)
  • DHL: Starts with "JD"
  • Yurtiçi Kargo: Starts with "YT"
  • FedEx: Various formats (12, 15, 20, or 22 digits)

When you enter a tracking number:

  1. System recognizes the format
  2. Auto-fills courier name
  3. Links to carrier tracking if available

Smart Paste: You can paste tracking numbers directly from:

  • Camera (scan tracking barcode)
  • Clipboard (copy from email)
  • Carrier websites

Delivery Confirmation

Marking Items as Delivered

When shipment arrives:

  1. Open the dispatch record

  2. Toggle Delivered to ON

  3. Optionally add:

    • Delivery date and time
    • Recipient signature (if required)
    • Proof of delivery photo
    • Delivery notes

  4. Status updates automatically across:

    • Dispatch record
    • Related order (if applicable)
    • Inventory (if configured)

Automatic Status Updates

When you confirm delivery:

  • Dispatch status changes to Delivered
  • Related order progresses in lifecycle
  • Customer notification sent (if enabled)
  • Inventory adjusts if return was expected
  • Analytics update with delivery metrics

Return Processing

Marking Returns

When items come back:

  1. Open the original dispatch
  2. Tap Mark as Returned
  3. Record return details:
    • Return date
    • Condition of items
    • Reason for return
    • Action taken (refund, exchange, restock)

Return Reasons

Track why items were returned:

  • Customer changed mind
  • Wrong item shipped
  • Damaged in transit
  • Quality issue
  • No longer needed
  • End of loan period

Updating Inventory

Process returned items:

  1. Inspect condition
  2. Update inventory stock levels
  3. Choose transaction type:
    • Return if restocking in good condition
    • Disposal if damaged
    • Maintenance if needs repair
  4. Link to original order for refund or exchange
  5. Update customer communication

Dispatch Analytics

Viewing Metrics

Track shipping performance:

  1. Navigate to Analytics
  2. Select Dispatch Reports
  3. View key metrics:
    • On-time delivery rate
    • Average shipping time
    • Courier performance comparison
    • Return rate analysis
    • Geographic distribution

Export Dispatch Data

Create reports:

  • Export to CSV or PDF
  • Filter by date range, carrier, or status
  • Share with logistics partners
  • Analyze shipping costs
  • Identify optimization opportunities

Special Dispatch Scenarios

Multiple Shipments for One Order

When an order requires multiple dispatches:

  1. Create first dispatch for available items
  2. Order status becomes "Partially Shipped"
  3. Create additional dispatches as items become ready
  4. Each dispatch tracked independently
  5. Order completes when all dispatches delivered

International Shipments

For cross-border shipping:

  1. Select "International Shipping" as delivery method
  2. Include complete customs information
  3. Verify address format for destination country
  4. Add commercial invoice or packing list
  5. Track customs clearance status

Urgent/Same-Day Dispatch

For time-sensitive shipments:

  1. Flag dispatch as urgent
  2. Choose Express or Priority shipping
  3. Coordinate directly with carrier
  4. Add special handling instructions
  5. Monitor closely until delivered

Bulk Dispatches

Shipping multiple items to multiple locations:

  1. Use bulk dispatch creation
  2. Import recipient list from CSV
  3. Assign items to each destination
  4. Generate labels in batch
  5. Track all shipments from consolidated view

Integration with Orders

Order Status Updates

Dispatch actions automatically update order status:

First Dispatch Created:

  • Order moves to "In Progress"
  • Warehouse notified
  • Customer receives shipment notification

Partial Dispatch:

  • Order becomes "Partially Shipped"
  • Tracking sent for dispatched items
  • Remaining items still show as pending

All Items Dispatched:

  • Order status advances to "Dispatched"
  • All tracking numbers shared with customer
  • Awaiting delivery confirmation

Delivery Confirmed:

  • Order moves to "Delivered"
  • Customer may receive feedback request
  • Ready for final closure

Dispatch from Multiple Warehouses

If items are in different locations:

  1. Create separate dispatch for each location
  2. Each tracks independently
  3. Customer receives multiple tracking numbers
  4. Order shows combined dispatch status
  5. Completes when all locations ship

Printing Shipping Labels

Label Generation

Create shipping labels:

  1. Open dispatch record
  2. Tap Print Label
  3. Choose label template:
    • Standard shipping label
    • Return label
    • International shipping label
  4. Preview label
  5. Print to AirPrint-enabled printer

Label Information

Labels automatically include:

  • Recipient name and address
  • Sender (your company) information
  • Tracking number barcode
  • Item description
  • Shipment date
  • Special handling instructions

Best Practices

Creating Dispatches

  • Double-check recipient address before creating
  • Include phone number for courier contact
  • Add special instructions for delivery drivers
  • Photograph package before shipping
  • Create dispatch as soon as items are packed

Tracking Management

  • Enter tracking numbers immediately
  • Update status when milestones reached
  • Monitor expected delivery dates
  • Proactively communicate delays to customers
  • Confirm delivery within 24 hours of arrival

Returns and Issues

  • Document condition of returns with photos
  • Process returns within 48 hours
  • Update inventory immediately
  • Communicate resolution to customer
  • Analyze return patterns to identify issues

Carrier Selection

  • Compare delivery times for customer needs
  • Consider shipping costs vs speed
  • Track carrier performance over time
  • Maintain backup carrier relationships
  • Use appropriate method for value and urgency

Troubleshooting

Tracking Number Not Recognized

If carrier isn't auto-detected:

  • Manually enter carrier name
  • Verify tracking number format
  • Check for extra spaces or characters
  • Copy directly from carrier email
  • Contact carrier if number is invalid

Can't Create Dispatch

If dispatch creation is blocked:

  • Verify items are in inventory
  • Check that order status allows dispatch
  • Ensure customer address is complete
  • Confirm you have dispatch permissions
  • Check that items aren't already dispatched

Delivery Not Confirmed

If carrier shows delivered but customer hasn't confirmed:

  • Contact customer directly
  • Check alternate delivery locations
  • Verify address was correct
  • Review carrier delivery photo
  • File claim with carrier if necessary

Returns Not Updating Inventory

If returned items don't affect stock:

  • Check inventory adjustment settings
  • Manually adjust stock if needed
  • Verify transaction type is correct
  • Ensure proper permissions
  • Check for system sync issues

Next Steps

  • Orders - Link dispatches to customer orders
  • Inventory - Manage items being dispatched
  • Contacts - Maintain delivery addresses
  • Analytics - Track dispatch performance
  • Warehouse - Organize picking and packing