Dispatch to Field

Modified on Thu, 23 Oct at 5:44 PM

Purpose

Dispatch to Field is used whenever materials such as seeds, organic soil amendments or other approved inputs need to be sent from the warehouse to the field for planned agricultural operations. Each dispatch order represents a real movement of goods and ensures full traceability between warehouse stock, field use and the ERP system.

This workflow connects directly to planned operations in the system, for example sowing or the application of organic inputs. Before work can begin in the field all required materials must be assigned to the operation and dispatched from the correct warehouse location. Without this step the field operator cannot see the operation in the mobile application.

Creating the Dispatch Order

The process starts in the web application under Warehouse → Dispatch.

A new dispatch order is created and set as type Dispatch to Field.

The Agronomist or Planner defines the following:

Warehouse location from which goods will be dispatched
Material that will be sent (for example, Lan Atilla seeds)
Quantity required for the operation
Comments or internal notes for the Warehouse operator if needed

The dispatch order remains in draft status until it is reviewed and confirmed. Once confirmed it appears in the mobile application for the Warehouse operator to prepare and fulfill.

Preparing and Fulfilling the Dispatch (Mobile Application)

The Warehouse operator opens the Dispatch tab in the mobile application where all planned dispatches are listed by location. After selecting the correct dispatch order, the Warehouse operator:

Assigns a driver and vehicle (usually the Field operator)
Selects the packaging type (for example, big bag or container)
Scans or manually enters the serial numbers of each package being dispatched

When serial numbers are entered, all related data such as lot number, packaging, quantity and source storage are filled in automatically. This ensures that the correct traceability is maintained for each item.

When all materials are loaded, the Warehouse operator confirms the dispatch. The system records the total quantity dispatched and marks the order as confirmed.

Field Operator Confirmation and Field Delivery

The Field operator receives a confirmation request in the mobile application.
After checking the listed materials and quantities, the Field operator confirms receipt. This confirmation represents a digital handover between the warehouse and the field. Only after this confirmation is the material officially considered dispatched and removed from warehouse stock.

In urgent cases, the system allows a blind dispatch, which means the Warehouse operator can issue materials even without a pre-created order. This option should be used only when necessary, and the reason must be written in the comments.

Unloading Material in the Field

When the Field operator arrives at the field, the materials are unloaded to the appropriate implement, such as a sowing machine. The operator selects the destination implement in the mobile application and enters or scans the quantity unloaded.

If only part of the material is unloaded, the remaining quantity stays marked as in transport. This allows the same operator to continue to nearby fields without losing track of material movement.

Return of Unused Materials

If some materials remain unused after the operation is completed, they must be returned to the warehouse. As soon as the Field operator unloads the remaining material back to storage, a receive order of type Return from Field is created automatically.

The Warehouse operator then receives the goods, assigns new serial and lot numbers if needed and can print a new label. The system keeps full traceability between dispatched, used and returned quantities, ensuring that warehouse and ERP data stay synchronized.

The Farm manager and Agronomist can later review all related reports to ensure that quantities, stock, and certification requirements are correctly reflected.

Key Points

Only confirmed dispatches reduce warehouse stock.
Confirm a dispatch only when goods have physically left the warehouse.
Always verify serial and lot numbers to maintain traceability.
Return unused materials on the same day or immediately after the operation.
Use blind dispatch only when strictly necessary and record the reason in comments.

Example

During sowing season, the Agronomist creates a Dispatch to Field order for Lan Atilla flax seeds, 2,700 kilograms from the warehouse. The Warehouse operator loads three bags of 900 kilograms each, scans their serial numbers and confirms dispatch to the Field operator 1.

Field operator 1 confirms receipt in the mobile application and unloads 900 kilograms to Field operator 2's sowing machine in field X-9. After all fields are completed, 600 kilograms remain and are returned to the warehouse. The system automatically creates a Return from Field entry and updates both warehouse and ERP records, completing the full traceable cycle.

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Title: How to Use Dispatch to Field Feature

Dispatch to Field is a valuable feature that allows users to issue materials such as seeds, fertilizers, and packaging from storage to perform field operations. This process is essential for linking warehouse quantities to specific crop activities and ensuring that agronomists have a clear understanding of what materials were used in each field. Here's how to use the Dispatch to Field feature on both the web application and mobile application:

Web Application:

1. Navigate to Warehouse → Dispatch Orders → New Dispatch Order.

2. Select Destination: Field.

3. Choose the Field or Operation for which materials are needed.

4. Select the Material from the list.

5. Enter the Quantity and Unit of measure.

6. Assign the Storage from which the material is leaving.

7. Confirm the order once the materials are physically handed over.

Mobile Application:

1. Open Dispatch Orders and tap + New.

2. Choose the Field or Operation.

3. Select the Material and Quantity.

4. Confirm directly when materials are issued.

It's important to note that one dispatch order may include several materials for the same operation. Additionally, if an operation is postponed, the order can remain in Draft until the actual dispatch occurs. Lastly, the quantities used are later linked with field task records for traceability and cost tracking.

By following these steps and utilizing the Dispatch to Field feature, users can efficiently manage and track the materials used in field operations, ultimately leading to better crop management and cost control.