Dispatch to Buyer

Purpose

Dispatch to Buyer is used for sending harvested products from the warehouse to a customer or processing partner. This process records the movement of goods leaving the farm’s storage and ensures full traceability from the production batch to the buyer.

Each dispatch order confirms that products have been prepared, verified, and loaded for delivery. Once the dispatch is confirmed, the quantity is deducted from warehouse stock, and data are synchronized with the ERP system to keep inventory accurate.

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 Buyer.

The Agronomist, Farm manager, or designated Planner defines:

• The buyer or destination partner
  
  

• The warehouse location from which goods will be dispatched
  
  

• The product that will be sent (for example, cleaned sunflower seeds or packed flax)
  
  

• Quantity, packaging, and transport details
  
  

Comments or internal instructions for the Warehouse operator

Once all details are entered, the dispatch order is reviewed and confirmed. Confirmed orders appear in the mobile application for the Warehouse operator to prepare for delivery.

Preparing and Fulfilling the Dispatch (Mobile Application)

The Warehouse operator opens the Dispatch tab in the mobile application and selects the confirmed Dispatch to Buyer order. The operator:

• Assigns a driver and vehicle for the transport
  
  

• Verifies that the correct packaging and labeling are prepared
  
  

• Scans or manually enters serial and lot numbers for each package being dispatched
  
  

Once the packages are scanned, all related data such as product variety, lot, quantity, and storage location are automatically filled in. The Warehouse operator confirms the dispatch when the truck or vehicle is fully loaded.

At this point, the goods are physically prepared for transport and are marked as dispatched in the system.

Transport and Confirmation

The Driver or Field operator responsible for delivery checks the transport documentation and confirms that the goods listed in the dispatch order match the actual load. This confirmation step represents a digital proof of loading.

A printed or digital delivery note is generated automatically in the required languages for transport, customs, or inspection purposes.

Receipt by Buyer

When the buyer receives the goods, they sign or digitally confirm the delivery note. In case of partial delivery, damaged goods, or product return, the same dispatch can be linked to a Return from Buyer process, ensuring that all quantities remain traceable in the system.

Reporting and Review

After confirmation, the Farm manager and Agronomist can review the completed dispatch and verify that quantities, batches, and destinations are correct. All information becomes part of the official warehouse transaction history and is visible in the ERP system for accounting and certification purposes.

Key Points

• Only confirmed dispatches reduce warehouse stock.

• All dispatches must include correct serial and lot numbers for traceability.

• The dispatch order should be confirmed only after the goods are physically loaded.

• Delivery documentation must accompany every transport.

• Partial or returned deliveries must be processed through the Return from Buyer workflow.

Example

The Agronomist creates a Dispatch to Buyer order for 25,000 kilograms of cleaned grain from the warehouse. The Warehouse operator prepares 25 labeled bags of 1,000 kilograms each, scans their serial numbers, and confirms dispatch to Field operator 1, who will handle the transport.

Field operator 1 verifies the packaging and loads the goods onto the truck. After delivery to the buyer, the signed delivery note is uploaded to the system. The quantities are deducted from the warehouse stock, and all data are synchronized with the ERP system, completing a fully traceable transaction.

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Title: How to Use Dispatch to Buyer Feature

Dispatch to Buyer is a feature that allows you to document all crops, products, or packaged goods leaving the farm toward external customers or processors. It ensures full traceability by recording what was shipped, from which lot, and to whom.

Web Application Steps:

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

2. Select Destination: Buyer.

3. Choose the Customer from the list.

4. Select the Product or Lot being shipped.

5. Enter Quantity and Unit.

6. Assign the Storage (e.g., Graventa Storage).

7. Add optional details such as Driver, Vehicle, or Delivery Note Number.

8. Confirm once the goods have left the storage.

Mobile Application Steps:

1. Open Dispatch Orders → + New.

2. Select Buyer and the product.

3. Enter the Quantity and Storage.

4. Confirm once the truck departs.

Notes:

- Partial loads can be entered separately if one order is delivered in several trips.

- If the buyer returns part of the shipment, it must later be re-entered under Receive → Return from Buyer.

- Always ensure the correct lot number is selected — it defines traceability for certification and audits.

By following these steps, you can effectively use the Dispatch to Buyer feature to ensure accurate and traceable shipments to your external customers or processors.