Understanding Dispatch Workflows

Dispatch workflows are an important part of warehouse and inventory management. They record every movement of goods that leave the storage facility, whether materials are being sent to the field for operations, crops are being sold to a buyer, products are being returned to a supplier or goods are being transferred between warehouse locations.

Each dispatch order represents a real physical movement of goods. For this reason, only confirmed dispatch orders reduce the stock quantity in the inventory. Draft dispatches are used for preparation or internal coordination and do not affect stock levels until they are confirmed. This separation helps prevent mistakes and ensures that inventory data always reflects the real situation in the warehouse.

Dispatch records also provide complete traceability from the moment goods leave storage until they reach their destination, whether that is a field, a buyer or another warehouse. For example, a dispatch to field connects directly with planned operations while a dispatch to buyer generates all required documentation for product transport and delivery.

To maintain accurate stock levels, a dispatch order should be confirmed only after the goods have physically left the warehouse. Once the order is confirmed, the movement is recorded in the transaction history, quantities are updated and data is synchronized with the company’s ERP system.

Note: Integration with the ERP system is mandatory if full traceability and automatic synchronization of warehouse movements are required. Without this connection, stock and transaction data will not update automatically.

A clear understanding of dispatch workflows helps all users including traders, warehouse managers and field operators to perform their work correctly and without errors. When dispatch orders are prepared carefully, confirmed at the right time and properly documented, the warehouse system remains accurate, transparent and reliable for everyday operations.