Welcome to AlignBooks. We are happy to have you on board. In this help studio tutorial, we will explore the Sales Dispatch preparation options which is also known as packing slip.
Before we begin, let us understand about the need of Sales Dispatch and the relevance of this particular activity.
When you dispatch Goods to party, you need to prepare a Goods Dispatch Note first on the basis of which the dispatch section prepare and pack the material and hand over the goods to relevant Transporter along with required copies of Goods Dispatch Note.
Sales Dispatch is created under Sales Module in AlignBooks.
The key functions of Sales Dispatch Module are:
Creation of a New Sale Dispatch,
Modification of an existing Sale Dispatch;
Deletion of an existing Sale Dispatch
Configuration:
AlignBooks provide you the facility to configure your Order documents with respect to choice of maintaining multiple series of documents, choice of sending Email and SMS on creation/edit/approval of the document and for Approval System setting etc.
Click on “Configuration” to configure this document. Click here “How to Configure a Document”, to know more about this utility.
Let’s now understand how to create a new sales order in simple steps
Click on Dispatch through sales module.
You have three ways to prepare a new Sales Dispatch;
Enter fresh data for the first time;
Open an existing document and use the “Copy” feature of AlignBooks to make the necessary changes. This will save your time and efforts;
If you have data in an Excel Format, Import data and make the required changes.
Let’s enter the fresh set of data for the first time;
Location: If you are handling multi locations, select the required location from the drop down menu. This field is available only if you have configured “Multi location “ON” in configuration ->Company Setup->General Setup”.If your desired Location does not exist in the menu, you can create a New Location by clicking on option within the dropdown menu. You can also Edit or Delete a Location from here. Select a Location to be edited/deleted and then click on . The Location will be opened in Edit mode and you can edit it and save by click on . You can delete it by click on .
Category: If you are classifying your document in different categories,select the applicable category from the drop down menu. This field is available only if you have configured “Document Classification - ON” in Configuration ->Company Setup->Sales Setup->Basic.You can Add, Edit or Delete a Category by following the process described under Location Tab.
Customer: Select a customer from the drop down list for whom you are preparing Order. You can Add, Edit or Delete a Customer by following the process described under Location Tab.
Ware House: If you have multi ware houses, select the required ware house from the drop downmenu. This field is available only if you have configured “Warehouse “ON” in configuration ->Company Setup->Inventory->Basic”
Salesman: System will auto pull the Salesman Name from customer master. If you wish to change the same, you can do that here. This field is available only if you have configured “Salesman wise Billing - ON” in Configuration ->Company Setup->Sales Setup. If the required Salesman does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu.
Dispatch Date: Enter the date which you wish to reflect in the document. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function.
Prefix : While configuring your document, if you have opted to “maintain manual prefix”, select a prefix from the drop down list. If the required prefix does not exist in the list, you are able to create a new one by clicking on Icon or option within the dropdown menu and input a name.
Number: While configuring your document, if you have opted to “maintain manual numbering”, enter adocument number here.
Ref Date: Here you may enter the reference document’s date. By default, the system will take the current date. You can also pick a different date by just clicking on the calendar function.
Agent: System will auto pull the agent name from customer master. If you wish to change the same, you can do that here. This field is available only if you have configured “Agent wise Billing- ON” in Configuration ->Company Setup->Sales Setup. If the required agent does not exist in the menu, you can create a new by clicking on Icon or option within the dropdown menu.
Billing Address: System will trace and fill the Billing Address, GST No. and Contact person details automatically from the customer master. You can make changes if you wish to.
Shipping Address: System will trace and fill the Shipping Address details automatically from the customer master.You can make changes during this stage as well.
Pull From: This field is used to import data from the parent document. Upon selection, a list of parent documents will be on display. If there is
no parent document linked, this option will be shown as “Disabled”
Lookup: This option will work like a Bar Code. If you enter an item Code, the system Pick-up the relevant details automatically
So far we have entered the relevant details to clearly identify the customer and the Sales Dispatchdocument. We will now enter the specific item or product details to generate a Dispatch;
: Click here to add a Row to the table.
: Click here to delete a row from the table.
Item Code : Select an Item code from the drop down list. Click on to add anew Item.
Description : System will fill the description details automatically from Item Master.
Unit : System will fill the unit details automatically from Item Master.
Quantity : Enter the Item Quantity here.
Rate : System will pick the rate from the Price List. If you are not maintaining Price List and have entered Rate in your Item Master, it could be picked from there as well. Alternatively, you will have to enter the rate manually.
Amount : System will calculate the Amount automatically i.e. with the multiplication of Quantity x Rate.
Remark : If you wish to put any remark against an Item, enter here.
Item Balance : System will display the Stock in hand of this particular item.
The table is dynamic and many extra columns in the table would appear based on your Configuration in Company Setup. If you set up these fields, you will need to enter relevant values in columns created for each item Row.
The columns which will appear based on Configuration in Company Setup are:
Column
Will appear if
Pack Unit
Inventory -> Basic-> Separate Packing Unit – “ON”
Pack Qty
Inventory -> Basic-> Separate Packing Unit – “ON”
Print Description
Inventory -> Basic-> Separate Print Description – “ON”
Item Serial No.
Inventory->Item Extended Property-> Item Serial no. Tracking– “ON”
Attachment : Here you may upload any supporting documents, which can be used for the future reference. For example, you may scan and attach a copy of sales order. You can browse the location to attach the same. Click on “X” to remove the attachment.
User Defined Fields 1-5 : During the Sales Setup (->Sales Setup->Sales Custom Fields) if you have selected user defined fields, these will appear with the Caption provided by you for these extra fields. You may enter the relevant values/data in the applicable field.
Logistic Details : System will ask for this information only if you have configured Logistic Details – “ON” in Configuration -> Company Setup-> Sales Setup -> Basic->.
Destination
Enter the Destination Name
Shipping Mode
Select the Shipping mode from drop down list
Shipping Company
Select the Shipping Company from the drop down list
Shipping Tracking No
Enter the Shipping Tracking number issued by Shipping Co
Shipping Date
Enter the Shipping Date
Shipping Charges
Enter the Shipping Charges to be paid to Shipping Co
Vehicle/Vessel No
Enter the Vehicle / Vessel No. by which goods are moving.
Charge Type
Select from drop down whether shipment charges are paid / Payable /To be Billed etc.
Document Through
Enter the how Shipment Documents are forwarded
Port of Landing
If it is an overseas consignment enter the Port of Landing
Port of Discharges
If it is an overseas consignment enter the Port of Discharge.
No. of Packets
Enter total Number of packets dispatch under this Doc
: Before clicking this option make sure that the data entered is no more required by you; the moment you click on this option the system will erase all the data and give you an empty screen to enter fresh data.
Schedule: If you want to create a schedule for this document, click on . Click here “Schedule a Document”, to know more about this utility.You have completed creation of New Sales Order.
Logistic Details : System will ask for this information only if you have configured Logistic Details – “ON” in Configuration -> Company Setup-> Sales Setup -> Basic->. 
Click on 
to print the document prepared by you. Click here “Print Utility”, to know more about this utility.
Import: Click on 
to Import Data and select a file from which Data is to be imported. Click here “Import Utility”, to know more about this utility.
Schedule: If you want to create a schedule for this document, click on 
. Click here “Schedule a Document”, to know more about this utility.You have completed creation of New Sales Order. 
Open : Click here to open an existing Dispatch. Click here “Open a Document”, to know more about this utility.
Copy : Click here to copy the values from an existing Dispatch. Click here “Copy from a Document”, to know more about this utility.
option within the dropdown menu. You can also Edit or Delete a Location from here. Select a Location to be edited/deleted and then click on 
. The Location will be opened in Edit mode and you can edit it and save by click on 
. You can delete it by click on 
. 
to save the document
beside Mail and click on Email or SMS.
