Dispatch

Guide to managing logistics, shipments, and delivery coordination.

Overview

Dispatch records track outbound shipments from your warehouse to customers, including delivery details, tracking, and returns management.

Creating Dispatch

From Order

1. Tap order in Orders list

2. Tap Create Dispatch

3. Order details auto-populate

4. Complete dispatch-specific fields

5. Tap Save

Standalone Dispatch

1. Dispatch tab → Tap + Add

2. Fill dispatch form (see fields below)

3. Tap Save

Dispatch Fields

Basic Info

• Customer Name: Recipient

• Company Name: Your company

• Order ID: Link to related order (optional)

• Order Invoice Number: Invoice reference

Items

• Item Name & Code: What's being shipped

• Quantity: How many units

• Serial Number (if tracked)

Delivery Details

• Delivery Method: Courier, Hand Delivery, Customer Collection

• Courier Name: Carrier/service (FedEx, UPS, DHL, etc.)

• Tracking Number: Shipment tracking ID

• Shipping Date: When dispatched

• Expected Delivery Date: Estimated arrival

Collection (if applicable)

• Collection Type: Pickup arrangement

• Collector Name: Who's picking up

• Collector Contact: Phone/email

• Collected By: Staff member handling

Addresses

• Full delivery address (street, city, state, postal code, country)

Status

• Progress Condition: Pending → Dispatched → Delivered → Returned

• Dispatch Date: Actual send date

• Delivery Date: Actual delivery date

• Return Date:(if applicable)

Returns

• Return Needed: Yes/No toggle

• Expected Return Date

• Reason for Return

• Related Dispatch: Link to original dispatch (for return shipments)

Additional

• Notes: Internal notes

• Flagged: Mark for attention

• Defected: Mark if items damaged/defective

• Staff Assignment: Assign to team member

Managing Dispatch

Viewing Dispatches

List View: All dispatches for selected company

• Sort by date, status, customer

• Filter by status, flagged items

• Search by tracking number, customer name

Detail View: Complete dispatch information with tracking timeline

Updating Dispatch Status

Progress dispatch through stages:

1. Tap dispatch

2. Tap status badge

3. Select new status:

   • Pending: Created, not yet shipped

   • Dispatched: Left warehouse

   • Delivered: Received by customer

   • Returned: Came back to warehouse

4. Status date auto-updated

Tracking Shipments

Tracking Number: Tap tracking number to:

• Copy to clipboard

• Open carrier's tracking website (if recognized carrier)

Status Timeline: Visual timeline showing:

• Created date

• Dispatched date

• Delivered date

• Each status change logged with timestamp

Returns Processing

Receiving Returns

1. Tap original dispatch

2. Tap Create Return Dispatch

3. Pre-fills with original dispatch data

4. Enter:

   • Return quantity

   • Reason for return

   • Return condition

   • Refund/replacement decision

5. Links to original dispatch

6. Tap Save

Effect: Creates new dispatch record linked to original via "Related Dispatch" field

Return Reasons

Common reasons:

• Defective product

• Wrong item sent

• Customer changed mind

• Damaged in transit

• Incorrect quantity

Bulk Dispatch

Create multiple dispatches at once:

1. Dispatch tab → Bulk Dispatch

2. Select order or upload CSV

3. App generates dispatch for each orderitem

4. Review and edit as needed

5. Tap Create All

Dispatch Reports

Future Feature: Analytics

• On-time delivery rate

• Average delivery time

• Top carriers by performance

• Dispatch volume by date

Technical Details

Entity: Dispatch (see Core Data Model)

Relationships:

• Belongs to Companies (companyID)

• References Orders via orderID (string, not relationship)

• Self-referencing via relatedDispatch for returns

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Related: Orders, Tasks