A plan in a spreadsheet
The day’s loads are planned in a file on one computer, from orders copied out of another system.
Dispatch Management
A record of exactly what left.
Dispatch is where a promise becomes a shipment, and where most of the disputes start. A spreadsheet plan, a short shipment agreed at the gate, a note nobody signed. OrbitWix plans dispatch from confirmed orders, records what was actually picked and loaded, and invoices what shipped rather than what was ordered.
Common business problems
Where dispatch goes wrong.
The order was right. What reached the customer was something slightly different, and nobody wrote it down.
Short shipments agreed at the gate
Two units are missing. The driver goes anyway, and the order still says 120 shipped.
Invoiced as ordered
The customer is billed for 120, received 118, and holds the whole invoice until a credit note arrives.
Nobody knows what is ready
Sales asks if the order has gone. The answer is a walk to the dock.
Proof that lives in the cab
The signed note is in the driver’s door pocket for a week, if it comes back at all.
Partial deliveries lose the balance
What was not shipped is forgotten until the customer chases it.
The solution
What the solution puts in place.
Six parts, between a confirmed order and a delivered one.
Dispatch planned from orders
Confirmed orders due for dispatch, grouped by date, route or customer, with their stock already reserved.
Pick lists
One pick list across many orders, with batches and serials confirmed as they are picked.
What left, recorded
The delivery note records the quantity that actually shipped. A short line stays open on the order.
Stock that follows the note
Stock drops when the note is submitted, by the quantity on it, not the quantity ordered.
Invoiced as shipped
The invoice is raised from the delivery note, so the customer pays for what they received.
Status visible to sales
Every order shows what is picked, loaded and delivered, without a walk to the dock.
Example business flow
One order, out of the gate.
Grant Traders’ order, from the dispatch plan to the invoice, including the two units that didn’t go.
An order moves through six stages: confirmed, planned for dispatch, picked, loaded with 2 of 120 drivers short, delivered with proof, and invoiced as shipped.
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01 Order
DN-2026-0412
SO-2026-0148
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02 Plan
DN-2026-0412
Today, route 3
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03 Pick
DN-2026-0412
Picked
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04 Load
DN-2026-0412
2 short
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05 Delivered
DN-2026-0412
Signed
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06 Invoice
DN-2026-0412
2,927.80
Benefits
What changes at the dock.
One plan everyone reads
Sales, warehouse and drivers see the same day’s dispatch.
Short shipments on the record
The note says 118, the order says 2 still owed.
Invoices nobody disputes
Billed as shipped, so there is no credit note to wait for.
Stock right after every load
The ledger drops by what left, not what was planned.
Proof filed on the note
The signature and delivery time sit on the delivery note itself.
Balances that get shipped
Open lines stay on the order until they go.
Apps used
The apps behind it.
Dispatch management is Dispatch on the Core OS, reading orders from Sales, stock from Inventory and invoicing through Finance.
Dispatch
Planning, pick lists, delivery notes and proof of delivery.
Sales
Confirmed orders with reserved stock, and their dispatch status.
Inventory
Stock that drops by what actually left.
Finance
Invoices raised from the delivery note.
FAQ
Questions about dispatch management.
Can one pick list cover many orders?
Yes. A pick list can be raised across several orders at once, so the warehouse picks a wave and sorts by order at the dock.
What happens when we ship less than ordered?
The delivery note records what shipped. The rest stays open on the order, and it can be shipped later or closed if the customer no longer wants it.
Can we invoice from the delivery note?
Yes. The invoice is made from the note, so it carries the shipped quantities and the customer is billed for what they received.
How is proof of delivery recorded?
The signed note, its time and the receiver’s name are recorded on the delivery note. Where proof arrives later, it is attached to the same record.
Have a different question? Talk to us.
See tomorrow’s dispatch, planned.
Bring a day’s orders and the loads they went out on. We will plan it, pick it and show what the notes and invoices would have said.