Dispatch Instruction Note

This option will be displayed in menu only if the flag 'Do you require Dispatch Instruction Note Before Delivery Challan' is set to 'On' through Sales Policy option of Administrator Tool Module. Otherwise it will not be visible at all.

This option allows to add and maintain instructions related to dispatch of Allocated Sales Items to the Customer against an Order.

Please note that Dispatch Instruction Notes can be generated only after Sales Items have been allocated against the Customer Order through Sales Allocation / De-Allocation option. And once Dispatch Instruction Note has been generated for a certain quantity of Item, than that much quantity can NOT be DeAllocated through Sales Allocation / De-Allocation option. This is applicable even if the Dispatch Instruction Note is not authorized. But still if the user needs to De-Allocated the Items, its corresponding Dispatch Instruction Note needs to be either edited or deleted first.

Moreover, it is mandatory to generate Dispatch Instruction Note before generating a Delivery Challan for Items belonging to OAF. Once a Delivery Challan has been generated, its corresponding Dispatch Instruction Note can neither be edited nor deleted.

Once a Dispatch Instruction Note is generated, it may or may not need to be authorized.   Authorization of Dispatch Instruction Note is a flag driven option. Therefore its availability depends upon the setting of the 'Authorization Required' flag through Document Control Master option in Administrator Tools Module. Read more...   If the flag is set as 'Yes', it becomes compulsory to authorize Dispatch Instruction Note after creating them through Dispatch Instruction Note Authorization option. Once Authorized, a Dispatch Instruction Note can neither be edited nor deleted.   If the flag is set as 'No', it is not compulsory to authorize Dispatch Instruction Notes. They will be authorized automatically by the system as soon as they are generated. Thereafter a Dispatch Instruction Note can neither be edited nor deleted.

A list of already existing Dispatch Instructions will be displayed as follows -

Search:

Enter any text you want to search in the list below. The search is applicable to all columns of the list. Once the text is entered, press <ENTER> key. As a result, the list will be refreshed with all those records that contain the entered text fully or partially. In order to go back to the original list, remove the text from the box and press <ENTER> key again.

Filter By:

IMMS provides the facility to filter the records on the basis of their status. Click on the field and select either 'All', 'Authorized', 'Pending for Authorization' or 'Deleted'. Selecting 'All' will display all records, authorized as well as unauthorized. Selecting 'Authorized' will display only authorized records. Selecting 'Pending for Authorization' will display only those records that are yet to be authorized. Selecting 'Deleted' will display all the deleted records.

Once a Dispatch Instruction Note is generated, it may or may not need to be authorized.   Authorization of Dispatch Instruction Note is a flag driven option. Therefore its availability depends upon the setting of the 'Authorization Required' flag through Document Control Master option in Administrator Tools Module. Read more...   If the flag is set as 'On', it becomes compulsory to authorize Dispatch Instruction Note after creating them through this option. Once Authorized, a Dispatch Instruction Note can neither be edited nor deleted. To authorize a particular Dispatch Instruction Note, select the corresponding record by clicking on the small white check box. You can de-select the record by clicking on the same box again. You can select multiple records in the same way. Once done, click on the button to finally authorize the selected records.   If the flag is set as 'Off', it is not compulsory to authorize Dispatch Instruction Notes. They will be authorized automatically by the system as soon as they are generated. Thereafter a Dispatch Instruction Note can neither be edited nor deleted.

To 'Add' a Dispatch Instruction Note, click on the button and to 'Edit', click on the icon on its corresponding record. To 'Delete' a particular Dispatch Instruction Note, click on icon. To view details of a particular Dispatch Instruction Note, <DoubleClick> on that record. As a result, following screen will be displayed -

Screen Layout of Dispatch Instruction Note

Field Description of Dispatch Instruction Note

Dispatch Instruction Details

This section displays the Dispatch Instruction details as follows -

Year:

Denotes the year of Dispatch Instruction Note.

 

While 'Adding', current financial year is displayed by default. It can not be changed.

 

In case of 'Edit', and 'View', Year will be displayed automatically for the selected record. It can not be changed.

 

Group:

Denotes the Group of the Dispatch Instruction Note.

 

While 'Adding', the Group which has been specified as default for the selected financial year through Document Control Master option in Administrator Toolswill be displayed automatically.

 

You can change it by clicking on the field to access a list of already defined Dispatch Instruction Groups for the entered Year though Document Control Master option in Administrator Tools Module. Select your desired Group from the list by clicking on it. Alternatively you can also enter the Group Code.

 

In case of 'Edit', and 'View', Group will be displayed automatically for the selected record. It can not be changed.

 

Site:

Denotes the Site of the Dispatch Instruction Note.

 

While 'Adding', the Site if any specified with the selected Group will be displayed automatically. You can change it by clicking on the field.

 

Read more about Site...

Please note that the Site(s) will be displayed/accepted as per the following conditions - In case the 'Site Required?' flag is 'On' through Document Control Master option in Administrator Tools Module, than only those Sites will be displayed which have been linked with the selected Year and Dispatch Instruction Group. In case the 'Site Required' flag is 'Off', than all the Sites that have been defined for the current Company through Site Master option of Administrator Tools Module will be displayed.

In case of 'Edit', and 'View', Site will be displayed automatically for the selected record. It can not be changed.

 

Number:

(Type : Alphanumeric, Length : 6)

 

While 'Adding', Dispatch Instruction Number is either generated automatically or entered manually by the user.

 

Generation of Dispatch Instruction Number is a flag driven option and depends upon the setting of flag 'Auto Number Generate Required' through Document Control Master option in Administrator Tools Module. Click here to read more about the flag...   If the flag is 'On', a new Dispatch Instruction Number will be automatically generated by the system by incrementing the last number by one for current financial year.   If the flag is 'Off', the User can enter a unique Dispatch Instruction Number manually. The system also ensures that the Number entered is a unique one.

 

In case of 'Edit', and 'View', Number will be displayed automatically for the selected record. It can not be changed.

 

Date:

Specifies the Date of Dispatch Instruction Note.

While 'Adding' a new Dispatch Instruction, enter its Date. It should fall within the current period and can not be later than today's date.

In case of 'Edit', and 'View', Date will be displayed automatically as per the combination of selected Year, Group, Site and Number. You can NOT change it in 'Edit' mode.

Sales Order Details

This section displays the Customer Order for which Dispatch Instruction are made -

Customer:

Denotes the Customer for the Order.

While 'Adding' a new Dispatch Instruction, click on the icon on field to access a list of Customers defined through Customer Master option. Select your desired Customer from the list by clicking on it. Alternatively you can also enter the Customer Code.

You can not select a Customer that has been deactivated through Activate/De-Activate Master option in Administrator Tools Module. The help list will also not display such Customers.

In case of 'Edit', and 'View', Customer of the selected Dispatch Instruction Number will be displayed automatically. You can NOT change it in 'Edit' mode.

IO Year:

Denotes the Financial Year of the Customer Order.

 

While 'Adding' a new Dispatch Instruction, current financial year will be displayed by default. You can change it as per requirement.

 

In case of 'Edit', and 'View', IO Year of the selected Dispatch Instruction Number will be displayed automatically. You can NOT change it in 'Edit' mode.

 

IO Group:

Denotes the Group of the Customer Order.

 

While 'Adding', click on the field to access a list of already defined Internal Order Groups for the entered Year though Document Control Master option in Administrator Tools Module. Select your desired Group from the list by clicking on it. Alternatively you can also enter the Group Code.

 

Please note that only that Group will be displayed/accepted that has default Site same as the selected Site for Dispatch Instruction Note.

 

In case of 'Edit', and 'View', IO Group of the selected Dispatch Instruction Number will be displayed automatically. You can NOT change it in 'Edit' mode.

 

IO Site:

Denotes the Site of the Customer Order.

 

While 'Adding' a new Dispatch Instruction, the Site that was selected for Dispatch Instruction Note will be displayed here automatically. You can not change it as the Site of Dispatch Instruction Note and Customer Order should be same.

 

In case of 'Edit', and 'View', IO Site of the selected Dispatch Instruction Number will be displayed automatically. You can NOT change it in 'Edit' mode.

 

IO Number:

Denotes the Customer Order Number for which Dispatch Instruction Note has to be made.

 

While 'Adding' a new Dispatch Instruction, click on the field to access a list of already existing Customer Order Numbers for the entered Customer, Year, Group and Site though Sales Order Receipt Entry option. Select your desired Number from the list by clicking on it. Alternatively you can also enter the Order Number.

 

Please note that only those Customer Orders will be displayed/accepted against which Allocation of Sales Items has already been done for their OAFs through Sales Allocation / De-Allocation option.

 

In case of 'Edit', and 'View', IO Number of the selected Dispatch Instruction Number will be displayed automatically. You can NOT change it in 'Edit' mode.

 

Customer PO:

Automatically displays the Customer PO Number for the selected Customer Order for your reference. You can not change it in 'Edit' mode.

Item Details

A grid will be displayed as follows -

While 'Adding' a new Dispatch Instruction Note, this grid will be populated with all the Sales Items belonging to the OAFs created for the selected Sales Order for which Allocation has already been done through Sales Allocation / De-Allocation option. Please note that only those Items will be displayed for which some Allocated Quantity is still pending to be included in Dispatch Instruction Note.

In case of 'Edit', and 'View', this grid will be populated with data belonging to the selected Dispatch Instruction Number.

You can neither add nor delete any row from this grid.

Most of the fields are for your information.

Field Description of Item Details

Sales Item Code:

Displays the Code of the Sales Item belonging to the OAF of selected Sales Order for your reference. It can not be changed.

 

Sales Item Name:

Displays the Name of the Sales Item Code.

 

OAF Year:

Displays the financial year of the OAF for your reference. It can not be changed.

 

OAF Group:

Displays the Group of the OAF for your reference. It can not be changed.

 

OAF Number:

Displays the OAF Number for your reference. It can not be changed.

 

Allocation Qty (IUOM):

Displays the quantity of Sales Item that has already been Allocated for your reference. It can not be changed.

 

Already Dispatch Instruction Qty:

Displays the total quantity of Sales Item for which Dispatch Instruction Note has already been created for your reference. It can not be changed.

 

Pending Dispatch Instruction Qty:

Displays the quantity of Sales Item for which Dispatch Instruction Note is still pending to be created for your reference. It can not be changed. It is calculated as 'Allocation Qty (IUOM)' - 'Already Dispatch Instruction Qty'.

 

Dispatch Instruction Qty:

(Type : Numeric, Length : 7)

 

Denotes the quantity of Sales Item for which Dispatch Instruction Note is being created.

 

Click on the field.

 

While 'Adding', enter the Dispatch Instruction Quantity. Press <TAB>. It can not be more than the 'Pending Dispatch Instruction Qty'.

 

In case of 'Edit', and 'View', this field will display the quantity of Sales Item for which the selected Dispatch Instruction Number was created. You can change it in 'Edit' mode but it should not be more than 'Pending Dispatch Instruction Qty'.

 

Delivery Challan Qty:

Displays the Quantity of Delivery Challan that has already been generated against Dispatch Instruction Note quantity for your information. It can NOT be changed.

Alternatively you can also click on button to automatically fill the 'Pending Dispatch Instruction Qty' into 'Dispatch Instruction Qty'. Click on button to reverse the same.

Header Level Remark:

While 'Adding' a new Dispatch Instruction Note, enter any remarks related to that Dispatch Instruction Note.

In case of 'Edit', and 'View', this space will display Remarks belonging to the selected Dispatch Instruction Number. You can change it in 'Edit' mode.

Once you have entered all the information related to the Dispatch Instruction Note, click on 'Save' button to save it or 'Cancel' to discard. The control will go back to the list.