Dispatch Note Maintenance

Sales Orders > Dispatch Notes > Dispatch Note Maintenance

Dispatch Note Maintenance

You use this program to maintain dispatch notes and optionally to print dispatch notes or dispatch invoices on-line.

Toolbar and menu

Field

Description

File

End Dispatch

Ends the dispatch.

You are prompted to print the dispatch invoice online when the option: Online printing options - Invoices (Sales Orders Setup) is enabled.

You cannot end the dispatch note if the option: Tax registration number mandatory (Sales Orders Setup) is enabled and the Customer tax regn no field (SO Header Maintenance) is blank.

You can only select to print an invoice when the dispatch note is in a status of 7.

Cancel Dispatch

Cancels the entire dispatch note.

For stocked lines, the dispatch quantity is returned to the warehouse.

When you cancel a dispatch note, the Warehouse control account is debited and the Dispatched but not invoiced account is credited (Warehouses or General Ledger Integration).

Trade promotions, where applicable, are updated.

You can cancel a dispatch note which does not have a parent sales order if none of the lines on the dispatch note contain a ship quantity.

If you are using FIFO costing, a new FIFO bucket is created at the cost held against the dispatch note.

See Activity considerations in Notes and warnings.

Edit

Change Dispatch Header

Select this to use the SO Header Maintenance program to maintain the header details of the dispatch note.

Change Dispatch Status

Select this to assign a new status to the dispatch note, including placing the dispatch note on hold. See New Dispatch Status.

Add Freight line

Select this to add a freight charge to the dispatch. See Maintenance.

Add Miscellaneous Line

Select this to add a miscellaneous charge to the dispatch. See Maintenance.

Add Comments

Select this to add one or more comment lines to the dispatch.

See Maintenance.

Cancel Line

Select this to cancel the highlighted dispatch note line (refer to Maintenance).

See Activity considerations in Notes and warnings.

Sequence

Indicate the sequence according to which you want to browse on Dispatch Notes (i.e. Dispatch, Sales Order, Invoice, Customer Purchase Order and Customer).

Query

Delivery Query

Select this to use the Delivery Load Query program to view the Load Planning delivery load information for the dispatch note.

Options

Preferences

Select this to assign default printer destinations for the printing of dispatch invoices and dispatch notes.

Dispatch Note

Indicate the dispatch note to maintain.


	If the Dispatch note is currently being maintained by another operator, then a warning message is displayed, but you can continue. An error message is displayed if you are denied access to resetting the order status. See Activity considerations in Notes and warnings. Only dispatch note lines for warehouses to which you have access (Operators) are displayed in the listview. However, if you select to print or invoice the dispatch note, all the dispatch lines are printed or invoiced, irrespective of your access to warehouses.

Add Lines

Select this to add freight, miscellaneous charge or comment lines to a dispatch note. Selecting this option enables the options in the Maintenance pane.

Change Dispatch Header...

Select this to use the SO Header Maintenance program to view and maintain shipping details for the dispatch note.

Dispatch Value

Select this to use the SO Value Dispatch Notes program to view the values associated with the dispatch note, including totals.

Free Goods

Select this to requalify any free goods promotions for the dispatch note.

When selected, the entire dispatch is processed and, for any free goods line, the amount that is now available to dispatch is checked. If this amount is less than the current dispatched amount, then the operator is prompted to change or remove the line. The operator can make a choice or cancel out altogether.

This function is only enabled when free goods promotion lines are included on the dispatch note and you have access to requalifying trade promotions.

See Activity considerations in Notes and warnings.

End Dispatch

Select this to end the dispatch.

You are prompted to print the dispatch invoice online when the option: Dispatch note print options is set to Invoice (Dispatch Notes Setup). See End Dispatch.


	You can only select to print an invoice if the dispatch note is in a status of 7. You cannot end the dispatch note if the option: Tax registration number mandatory is enabled Sales Orders Setup) and the Customer company tax regn no field (SO Header Maintenance) is blank.

Preferences

You use the Preferences option to assign default printer destinations for the printing of dispatch invoices and dispatch notes.

Field	Description
Default printer destinations	This allows you to indicate the printer to be used to print online invoices and dispatch notes If Current Printer is displayed in the following fields, then this means the printer which is currently selected in your operating system. This is not necessarily your default printer. To find your current printer, Press F8 and then select File > Print Setup or press Shift + F6. The printer that is highlighted is your current printer.
Online invoices set to	This indicates the printer to which to print online invoices from dispatch notes.
Online dispatch notes set to	This indicates the printer to which to print online dispatch notes.
Set	Select this to assign the current printer destination to the printing of your online dispatch/invoice documents.
Clear	Select this to detach the current printer from your online dispatch/invoice documents.
Close	Saves your selections and returns to the previous screen.

Customer Information

Field	Description
Dispatch note	Indicates the dispatch note number you are currently maintaining.
Dispatch note status	Indicates the current status of the dispatch note (see Dispatch Note Statuses). Select this to change the status of the dispatch note - see New Dispatch Status.
Customer	Indicates the code of the customer to whom the dispatch note is made out.
Customer on hold	Indicates whether the customer is on hold (see Customers).
Customer purchase order	Enter your customer's purchase order number. This purchase order number can be printed on the dispatch note (see SO Document Formats - Heading Section).
User defined 1 and 2	The description for these fields is defined in the Dispatch Notes Setup program.

Dispatch Note Details

This displays details of the dispatch note for information purposes.

Field	Description
Order	Indicates the sales order from which the dispatch note was created.
Planned date	Indicates when stock is due to leave the warehouse for delivery to the customer. This information is taken form the `Dispatch note master` table.
Actual date	Indicates the date on which the Dispatch note document was printed for the items to be dispatched to the customer. Typically this is the date on which the items were dispatched to the customer. This information is taken form the `Dispatch note master` table.
Branch	Indicates the AR branch code defined against the order.
Currency	Indicates the currency used for the dispatch note.
Salesperson	Indicates the salesperson responsible for the sale.
Area	Indicates the geographic area applicable to the customer for this order.
Customer ship to address	Indicates the address to which the items must be dispatched.

Maintenance

You need to select the Add Lines option to enable the applicable line type options you can add (e.g. Freight, Misc Charge, Service Charge, Comment, etc).

Field

Description

Save

Saves your changes.

Freight

Select this to add a freight charge line to the dispatch note. See Freight.

Misc Charge

Select this to add a miscellaneous charge line to the dispatch note. See Miscellaneous.

Service Charge

Select this to use the SO Service Charges from Order Entry program to add a service charge line to the dispatch note.

Add from Sales Order

Select this to use the Dispatch Note Review program to review the original sales order, dispatch available quantities and add these dispatch lines to the current dispatch note.

The sales order lines displayed in the Dispatch Note Review program are determined by your selection at the Criteria for dispatch review option (Dispatch Notes Setup). This means that you cannot access the Dispatch Note Review Options of the Dispatch Note Review programs.

The original quantity on the sales order is not updated when you use this function to over dispatch available quantities when the Retain original order quantity option is enabled (Dispatch Notes Setup).

See Activity considerations in Notes and warnings.


	If you use this function to over dispatch a sales order line, then you cannot change the line using the Dispatch Note Maintenance program. You can, however, cancel the line. You cannot over dispatch kit type items when the Retain original order quantity option is enabled (Dispatch Notes Setup).

Comments

This enables you to add various comment lines to the dispatch note.

See Comments.

Free Format Comment

Select this to assign free format dispatch comments to the dispatch note.

These comments can be printed using the Comment text fields in the total section of the Dispatch Note document format (see SO Document Formats).

Standard Comment

Select this to insert pre-defined comments into the dispatch note.

Stock S/O Text

Select this to insert additional text that is defined against the stock item being processed for the dispatch line.

Cancel line

Select this to cancel the highlighted dispatch note line.

The dispatch note is cancelled when you cancel the last line on the dispatch note when the option: Cancel dispatch note is enabled (Dispatch Notes Setup).

When this option is not enabled, the dispatch note header is retained and the dispatch note remains in the status it was in when you loaded the Dispatch Note Maintenance program.

When a stock line is cancelled the dispatch quantity is returned to the warehouse, and the quantity is placed on back order.

When you cancel a line, Trade promotions are updated where applicable. When a line with an attached promotion is cancelled, any off invoice promotions that are separate lines are also removed.

If multiple dispatch notes exist for the order, then you can only cancel a dispatch note line on this dispatch note when the line affects global trade promotions if you have the appropriate activity access.

See Activity considerations in Notes and warnings.

Cancel Dispatch Note

Select this to cancel the entire dispatch note.

For stocked lines, the dispatch quantity is returned to the warehouse.

When you cancel a dispatch note, the Warehouse control account is debited and the Dispatched but not invoiced account is credited (Warehouses or General Ledger Integration).

Trade promotions, where applicable, are updated.

You can cancel a dispatch note which does not have a parent sales order if none of the lines on the dispatch note contain a ship quantity.

See Activity considerations in Notes and warnings.

Freight

Field	Description
Currency	This indicates the currency for the freight charge. This defaults to the currency defined against the customer and cannot be changed.
Amount	Indicate the freight amount to charge the customer for the order. This amount must be in the same currency as the currency assigned to the customer.
Cost	Indicate the actual freight cost of the activity (e.g. courier costs). The cost for freight may not always be in your local currency (e.g. if you are importing goods from another country there could be foreign hauliers transporting the goods and they will bill you in the foreign currency.
Taxable	This indicates whether the dispatch note line is taxable, and the applicable tax code that must be used. You can only access this field when: the customer is defined as taxable (Customers) the Tax information tab indicates that the order is Taxable (Order Header).
Tax code	This indicates the tax code (and associated percentage) to apply to the transaction. You can configure default tax codes for Miscellaneous charges, Freight charges, Non-stocked items and Credit notes (Company Tax Options Setup).
GST taxable	Indicate the GST code to assign to the order line. This only applies when your Nationality is set to CANSystem Setup) and Canadian GST is required (Company Tax Options Setup).
GST code	This indicates the tax code that will be used by the system to calculate the Canadian GST tax for this transaction. You cannot access this option if GST tax is not defined for the customer (Customers) or the invoice is defined as non-taxable (Order Header - Tax Information).
Product class	The product class assigned to a freight charge defaults to _FRT and cannot be changed.

Miscellaneous

Field	Description
Description	Indicate the description for the miscellaneous charge to add to the dispatch note. You can select a description from the list of standard comment codes.
Currency
Amount	Indicate the total value of miscellaneous charge to charge your customer. This usually comprises your actual cost with an added percentage or value. You can enter a positive or negative amount.
Quantity	Indicate the quantity of the miscellaneous charge.
Cost	Indicate the cost to you of the miscellaneous charge (i.e. the actual cost of the activity).
Price	Indicate the price of the miscellaneous charge (i.e. the amount to charge the customer).
Product class	The product class assigned to a miscellaneous charge defaults to _OTH. You can assign any applicable product class to your miscellaneous charges.
Taxable	This indicates whether the dispatch note line is taxable, and the applicable tax code that must be used. You can only access this field when: the customer is defined as taxable (Customers) the Tax information tab indicates that the order is Taxable (Order Header).
Tax code	This indicates the tax code (and associated percentage) to apply to the transaction. You can configure default tax codes for Miscellaneous charges, Freight charges, Non-stocked items and Credit notes (Company Tax Options Setup).
GST taxable	This indicates the GST code (in the range A to H) to assign to the order line. The GST taxable field is displayed only if your Nationality is set to CAN (System Setup) and you indicated that Canadian GST is required (Company Tax Options Setup).
GST code	This indicates the tax code that will be used by the system to calculate the Canadian GST tax for this transaction. You cannot access this option if GST tax is not defined for the customer (Customers) or the invoice is defined as non-taxable (Order Header - Tax Information).

Comments

This section describes the options for the various comments you can add to the dispatch note.

Field

Description

Free Format Comments

Select this to enter comments manually for a dispatch line using the text editor.

When you have entered the required comment and you select the Save function, the following options are displayed:

Print comment on

Invoice and dispatch notes

Select this to print the comment(s) you entered on both the invoice and the dispatch note.

Dispatch notes only

Select this to print the comment(s) you entered only on the dispatch note.

Attach comment to a previous line

Select this to attach the comment to a particular dispatch note line.

Free-format comments can be attached only to the previous 10 non-comment lines.

If you select this option then you can indicate the line to which the comment must be attached.

Standard Comments

Select this to insert pre-defined comments into the dispatch note.

Standard comment code

Enter the code of the standard comment to attach to the dispatch note.

When you select the comment code, the associated text is retrieved automatically into the dispatch note.

Sales Order standard comment codes are maintained using the SO Standard Comments program.

When you select OK to save the comment, the following options are displayed:

Option	Description
Print comment on
Invoice and dispatch notes	Select this to print the comment(s) you entered on both the invoice and the dispatch note.
Dispatch notes only	Select this to print the comment(s) you entered only on the dispatch note.
Attach comment to a previous line	Select to attach the comment to a particular dispatch note line. If you select this option then you can indicate the line to which the comment must be attached.

Stock S/Order Text

Select this to insert sales order additional text that is defined against the stock item being processed for the dispatch line.

Dispatch Note lines

The dispatch note line details for the dispatch note you are currently maintaining are displayed in this listview.

You cannot add a line to a dispatch note created from a Supply Chain Transfer (SCT).

By highlighting an order line and typically using your right mouse button, you can select the following options:

Field

Description

Insert before Line

Insert one of the following types of lines before the currently highlighted line in the listview:

Freight line
Miscellaneous charge line
Service charge line
Comments

Add To End

Add one of the following types of lines after the last order line in the listview:

Freight Line
Miscellaneous Line
Service charge line
Comments

Change line

Maintain the currently highlighted line as follows:

reduce the dispatch quantity for a stocked line

If the stock item is traceable or serialized or multiple bins are in use, then you are required to manually de-allocate the lots, bins and serials.

However, if you cancel the dispatch note line or the entire dispatch note, then all allocations are automatically de-allocated.
reduce the dispatch quantity for a non-stocked line
change the freight amount and/or cost for a freight line
change the miscellaneous amount and/or cost for a miscellaneous charge line
change the amount and/or cost of a miscellaneous service charge line

If you are using trade Promotions, then you cannot change a line with an attached promotion. You can, however, cancel it.

Free goods lines cannot be changed, only requalified using the Free Goods function.

Free goods lines are not changed, even if their qualifying line is on the same dispatch note. The reason is that the free goods may already have been sent. If any free goods or global lines on the dispatch note are affected by your changes, then the dispatch note is placed 'on hold' and an appropriate message is displayed. Note that the 'hold' is not removed automatically, but must be done so manually.

Cancel line

Cancel the highlighted dispatch note line.

The dispatch note is cancelled when you cancel the last line on the dispatch note when the option: Cancel dispatch note is enabled (Dispatch Notes Setup).

When this option is not enabled, the dispatch note header is retained and the dispatch note remains in the status it was in when you loaded the Dispatch Note Maintenance program.

Add From Sales order

Use the Dispatch Note Review programs to review the original sales order, dispatch available quantities and add these dispatch lines to the current dispatch note. See above.

New Dispatch Status

This screen is displayed when you select to change the status of the dispatch note.

Field	Description
Accept	Accepts the information you entered and to return to the previous screen.
Cancel	Ignores any changes you made and to return to the previous screen.
Dispatch status detail
New dispatch status	This displays the available statuses to which you can change the current dispatch note. The current status is selected by default. The statuses available depend on the current status of the dispatch note. The status code indicates what processing has already taken place against the selected dispatch note and which processes still need to be completed. Refer to Dispatch Note Statuses for additional information on possible dispatch note statuses.
Information to release/place hold	This is enabled if you select to place a dispatch note on hold or in suspense or if a dispatch note is currently on hold and you select to place it in a different status.
Reason	Enter a reason for placing the dispatch note on hold or in suspense or for releasing a dispatch note from hold.
Password	The Password screen is displayed if you defined a password against the option: SO Place dispatch note on hold (Password Definition). This enables you to enter the password required for placing the dispatch note on hold.
Information to release from suspense	This is only enabled if the dispatch note is currently in suspense and you select to place it in a different status.
Credit authority	Enter the credit authority reference (e.g. the operator's initials) for taking the dispatch note out of suspense.
Password	The Password screen is displayed if you defined a password against the option: SO Entry of credit authority on release of sales orders (Password Definition). This enables you to enter the password required for releasing the dispatch note from suspense.
Invoice information
Invoice date	Enter the date to print on the dispatch invoice created for the dispatch note. This defaults to the current system date but can be changed. You can only access this field if: the option Manual release to invoice is enabled Dispatch Notes Setup). the option Request when order released from status 4 is set to Invoice date (Sales Orders Setup).
Invoice number	Enter the invoice number to assign to this dispatch note. You can only access this field if: the option Request when order released from status 4 is set to Invoice (Sales Orders Setup). the option Auto invoice numbering - order release is set to No (Set Key Information). the option Manual release to invoice is selected (Dispatch Notes Setup).

Dispatch Note Statuses

The following table indicates the possible status codes that can be assigned to a dispatch note:

Status	Description
<3> - Ready to print	The dispatch note is created and ready to print (on-line, batch, or from Dispatch Note Maintenance) Next status: 5 or 7 The dispatch note proceeds to status 5 when the Manual release to invoice option is enabled (Dispatch Notes Setup).
<H> - On hold	The dispatch note has been placed on hold (using the Dispatch Note Maintenance program). Next status: When the dispatch note is released, it reverts to the status it was in prior to being placed on hold.
<5> - Dispatch printed	The dispatch note has been printed, but the Manual release to invoice option is enabled (Dispatch Notes Setup). Next status: 7
<7> - Ready to invoice	The dispatch note can be printed on-line using the Dispatch Note Maintenance program, or in batch mode. You can optionally decide that, instead of producing an invoice per dispatch note, to consolidate all dispatch notes for a sales order (or even all dispatch notes for a customer) into a single invoice. Dispatch notes must be in status 7 before they can be consolidated. Next status: 3, 8 or 9 Any changes made to a status 7 dispatch note that has already been printed, causes it to revert to a status 3 so that it can be printed again when the option: Amended dispatch note print required is enabled (Dispatch Notes Setup).
<8> - Consolidated for invoicing	The dispatch note has been consolidated and you can now print the invoice. This must be performed in batch mode using the Document Print program (select the Consolidated dispatch invoice document type). Note: You cannot print consolidated invoices on-line. Next status: 9
<9> - Complete	The dispatch note is complete.

End Dispatch

This screen is displayed when you select the End Dispatch option to end the dispatch and print the required document when on-line printing is enabled.

Field Description

Print Select this to print the document type you selected according to the format indicated.

Preview Select this to preview the document on your screen before you print it.

Alignment Select this to print a document using test characters to determine if the printer alignment is correct for the document.

Continue Dispatch Select this to return to the previous screen without generating the document.

End Dispatch Select this to end the dispatch document without printing it.

Take Payment

Select this to process a payment for the dispatch note using the SO Counter Sales program.

This option is only enabled when the dispatch note is in a status of 7 - Ready to invoice.

This option is not available for dispatch notes created from Supply Chain Transfers (SCTs).

If you entered a deposit against the sales order, then you are prompted to apply the deposit as a payment. This does not apply in all instances - see Deposits.

Dispatch Comments

Select this to use the Admin Notepad Editor (Monospaced Text) program to add free format comments to the dispatch note.

These comments can be printed using the Comment text fields in the Total section of the Dispatch Note document format (see SO Document Formats).

Printing details

Document to print

Option Description

Invoice

Select this to print an invoice from the dispatch note.

If an invoice number was not manually entered against the dispatch note, the number is automatically assigned as follows:

The order number becomes the invoice number when the option: Order number moved to invoice number is enabled (Sales Orders Setup).
If the option Order number moved to invoice number is not enabled (Sales Orders Setup) then the next invoice by company or by branch is allocated to the invoice based on the invoice numbering method selected (Set Key Information).

No duplicate invoice numbers are allowed within the current SYSPRO company when the option: Same invoice for different customers is not enabled (Set Key Information). This applies irrespective of both the order and the invoice numbering methods selected.

You can only select to print an invoice if the dispatch note is in a status of 7.

You can only ascertain whether a dispatch invoice was emailed if you are using SRS document archiving. The FaxInvInBatch field in the SorMasterRep table merely indicates that against the customer, invoices were to be emailed at the time the dispatch invoice was created. It is simply a copy of the flag against the order and does not indicate that the invoice was actually emailed.

Dispatch note Select this to print a dispatch note document.

SCT transfer

Select this to print a document for a dispatch note created from a Supply Chain Transfer (SCT).

When you print a dispatch note created from a Supply Chain Transfer (SCT), then the quantity in transit is updated against the target warehouse and the quantity dispatched but not invoiced is reduced against the source warehouse.

See Activity considerations in Notes and warnings.

Document format

Indicate the document format to use to print the selected Document to print.

This defines the way in which information is printed on your document.

If a default document format has been assigned to the customer (Customers) then this is displayed as the default.

When printing a Supply Chain Transfer document, the document format defaults to the SCT default document format on the warehouse (Warehouses). If this is not defined or is invalid, then the document format defaults to the first document format defined (SO Document Formats).

Define Format Select this to define a print format for any of the document types using the SO Document Formats program.

Language

You can indicate the language code to use if you enabled the option: Multi-language for document printing in the System Setup program.


	The drop down option Global is the default selection and refers to the default language at the time of the entries' creation.

Posting period Once you have dispatched a line from a sales order and you subsequently dispatch an additional line, then you cannot change the posting period for the second or subsequent lines added to the same dispatch note.

Period month This indicates the period into which transactions relating to the dispatch note will be posted.

Period year This indicates the year into which transactions relating to the dispatch note will be posted.

Change posting period Select this to use the Change Posting Period program to change the posting period to a different period to process the dispatch note transactions.

Notes and warnings

Restricted maintenance

You can only maintain a dispatch note which is currently being maintained by another operator when you are allowed to reset an order from status 0.

In addition, you can only run two instances of the Dispatch Note Maintenance program when the activity: Main menu - MDI functionality is allowed.

See Activity considerations in Notes and warnings.
All dispatch note lines from a sales order must be posted to the same period. Once you have dispatched a line from a sales order and you subsequently dispatch an additional line, then you cannot change the posting period for the second or subsequent lines added to the same dispatch note.

End dispatch considerations

A dispatch note is always invoiced at the ruling sales order price at the time the dispatch invoice is created (i.e. the price is fixed by the current order price).

This is irrespective of whether the dispatch note is part of a consolidated dispatch invoice.

eSignature considerations

Electronic Signatures provide security access, transaction logging and event triggering. This enables you to increase control over your system changes.

Access to the following eSignature transactions within this program can be restricted at Operator, Group, Role or Company level. You configure this using the eSignature Setup program.

eSignature Transaction	Description
MDN Change dispatch note	Controls access to the maintenance of dispatch notes in the Dispatch Note Maintenance program.
MDN Cancel dispatch note	Controls access to the Cancel Dispatch function in the Dispatch Note Maintenance program.
MDN Change dispatch note status	Controls access to the changing of the Dispatch note status in the Dispatch Note Maintenance program.
MDN Add dispatch merchandise line from maintenance	Controls access to the adding of merchandise lines to dispatch notes in the Dispatch Note Review and Dispatch Note Maintenance programs.
MDN Change dispatch note merchandise line	Controls access to the maintenance of merchandise lines in the Dispatch Note Maintenance program.
MDN Cancel dispatch note line	Controls access to the Cancel Line function in the Dispatch Note Maintenance program.
MDN Insert dispatch note line	Controls access to the Add Lines function in the Dispatch Note Maintenance program.
MDN Add dispatch note non-merchandise line	Controls access to the Add Lines function for non-merchandise lines in the Dispatch Note Maintenance program.
MDN Change dispatch note non-merchandise line	Controls access to the maintenance of non-merchandise lines in the Dispatch Note Maintenance program.
MDN Print dispatch document in maintenance	Controls access to the Document to print function on the End Dispatch screen in the Dispatch Note Maintenance program.

Activity considerations

Operator access to the following activities within this program can be restricted. You configure this using the Operators program.

Activity

Description

SO Cancel dispatch note after printing

Controls whether an operator can cancel a dispatch after it has been printed.

The operator is prevented from using the Dispatch Note Maintenance program to cancel the entire dispatch note or to cancel individual dispatch note lines if the dispatch note is in a Status of 5.

SO Add merchandise lines in dispatch note maintenance

Controls whether an operator can select the Add from Sales Order function in the Dispatch Note Maintenance program. This function enables an operator to use the Dispatch Note Review program to review the original sales order, dispatch available quantities and add these dispatch lines to the current dispatch note.

SO and PO Reset order status from 0

Prevents an operator from maintaining sales orders, dispatch notes, or purchase orders that are still in process (i.e. status 0).

Alternatively, you can password-protect the maintenance of orders that are in process. This is achieved using the Password Definition program and configuring a password against the following functions:

PO Maintenance of purchase orders which are 'in process'
SO Maintenance of sales orders which are 'in process'


	When two or more operators maintain the same dispatch note (Dispatch Note Maintenance) a warning message is displayed. Ignoring the warning could result in duplicate dispatch notes. Denying operators access to this activity alters the warning message to an error message, which operators cannot ignore.

SO Allow cancellation when dispatch global promotions on different DN

Controls whether an operator can use the Dispatch Note Maintenance program to cancel a dispatch note line which affects global trade promotions, when more than one dispatch note exists for a single sales order. Global trade promotions are only added to the last dispatch note for an order and cannot therefore always be changed.

SO Order Entry - re-qualify Trade Promotions

Controls whether an operator can use the Sales Order Entry, Sales Order Entry Express or Dispatch Note Maintenance program to apply a newly-created trade promotion (Promotion Code) to an existing sales order.

SO Print dispatch note SCT transfer

Controls whether an operator can use the Dispatch Note Maintenance or Document Print program to print a dispatch note created from a supply chain transfer.

Main menu - MDI functionality

Prevents an operator from launching programs from the SYSPRO menu at the same time that another SYSPRO program is already loaded.

This avoids the situation where, for example, the same dispatch note is maintained simultaneously (Dispatch Note Maintenance) by different operators leading to duplicate dispatch invoices.

Password considerations

Password access to the following functions in this program may be defined in the Password Definition program. When defined, the password must be entered before you can access the function.

Field	Description
SO Maintenance of dispatch note lines	This password restricts access to using the Dispatch Note Maintenance program to change or cancel a dispatch note line, and to cancel an entire dispatch note.
SO Place dispatch note on hold	This password restricts access to changing the Dispatch note status to H -On hold using the Dispatch Note Maintenance program.
SO Release dispatch note on hold	This password restricts access to changing the Dispatch note status from H -On hold to another status using the Dispatch Note Maintenance program.
SO Entry of credit authority on release of sales orders	This password restricts access to releasing an order from a status of `Suspense` in the Sales Order Entry or Dispatch Note Maintenance program.

Hints and tips

Custom form data

Enable the Copy custom form from sales order option in the Dispatch Note Review program to reflect the Sales Order custom form values in the Dispatch Note Maintenance custom form.

Print sales order custom form fields on dispatch invoices

This task describes how you can print custom form information defined against a sales order on the dispatch note invoice.


	Custom form data is not printed on consolidated dispatch invoices.

Select the Dispatch Note Review program.

On the Dispatch Note Review Preferences screen, select the preference: Copy custom form from sales order.
Define the same custom form fields on the dispatch note custom form that you defined on the sales order custom form. Only those custom form fields with the same name on both sets of custom forms are copied from the sales order to the custom form.
Select the SO Document Formats program.
Select the Invoice format you use to print dispatch invoices.
Highlight Document custom form fields and select the Change function.
Enter the print position(s) for the custom form fields.
Save the document format.
To be able to reprint a dispatch invoice with the custom form information, you need to enable the option: Save custom form for reprint (Dispatch Notes Setup). This ensures that custom form data that was captured against dispatch notes is saved for reprinting on dispatch invoices.

Print dispatch note custom form fields on dispatch invoices

This task describes how you can print custom form information defined against a dispatch note on the dispatch note invoice.


	Custom form data is not printed on consolidated dispatch invoices.

From the Sales Orders - Dispatch Notes menu, select the Dispatch Note Maintenance program.
Enter the dispatch note for which to attach custom form information.
Select the Custom form icon and enter the information you require.

Alternatively, you could attach the custom form information to the dispatch note header section when you create the dispatch note using the Sales Order Entry program.
Select the SO Document Formats program.
Select the Invoice format you use to print dispatch invoices.
Select Preferences and then select the Change function.
From the Preferences screen, select the Print Options function.
Select the Preference: Dispatch invoice format - for custom forms.
From the S/O Document Format screen, select Document custom form fields.
Select the Change function and enter the print positions for the custom form fields.
Save the document format.
You need to select the setup option: Save custom form for reprint (Dispatch Notes Setup) to be able to reprint a dispatch invoice with the custom form information. This ensures that custom form data that was captured against dispatch notes is saved for reprinting on dispatch invoices.