Dispatch Note Header

You use this program to maintain the header details for a dispatch note before generating the dispatch note number.

Dispatch process

The dispatch process is as follows:

1. From the Dispatch Note Review program, you select the items for dispatch in the Selected column.

2. From the Dispatch Note Review program, you select the Dispatch Selected option.

   At this point, the sales orders for all items selected for dispatch are checked for ship quantity and the appropriate quantity is moved to ship.

3. You are prompted for all required allocations (e.g. bins, lots, serials) and these are processed against the sales order. The order quantity remains in ship.

4. Once the allocations are complete, the Dispatch Note Header program is loaded.

   The dispatches are processed one by one and, at any point, selecting Cancel causes the dispatch to be aborted and the order to be left in ship.

   Selecting Cancel Remaining causes all remaining sales orders to be left in ship.

Dispatch Note Header Information

Field	Description
Save	Select this to save the information entered and to create the dispatch note. If you designed a Dispatch note custom form that includes mandatory fields, then you must capture data at these fields before you can create the dispatch note.
Dispatch note	If your Dispatch note numbering method is set to Manual (Set Key Information) then you must specify the dispatch note number to use. If your Dispatch note numbering method is not set to Manual, then you this field is disabled, as is the F9 browse function to browse on dispatch notes, because the dispatch note number is automatically assigned by the system. However, when the Dispatch Note Header program is accessed from sales orders, via the Dispatch Note Review program, you can use the Add to Dispatch option to create several different dispatches for a Sales Order. In this case, the Browse icon at the Dispatch note field is enabled for you to select a dispatch number to use.
Add to Dispatch	Select this to add the quantity for the second dispatch to the quantity for the first dispatch note. If this option is not selected, then a new dispatch note is created for the second dispatch quantity. When you add lines to a dispatch note that is defined as using an address code, you can only add lines with the same address code. This option is disabled when the Dispatch Note Review program is run stand alone. The Dispatch Note Header program is called from the Dispatch Note Review program, which can be run using automation. The ability to select and dispatch a sales order line to be added to a specific dispatch note number would require user intervention, which is not possible under automation.
Cancel	Select this to return to the previous screen without creating a dispatch note or saving any information you entered.
Cancel Remaining	Select this to return to the previous screen without creating the current dispatch note or any other dispatch notes for lines already selected in the Dispatch Note Review program.
Change Period	Select this to use the Change Posting Period program to change the posting period to a different period to process transactions. This is disabled once you have dispatched a line from a sales order. Any subsequent lines added to the dispatch note must be posted to the same period as the first line added.

Dispatch Details

Field	Description
Dispatch information
Dispatch note	This indicates the existing dispatch note created for the dispatch of the first quantity of the sales order line. If you selected the option: Add to Dispatch, then you can select the dispatch note number to which the second quantity dispatched must be added. You can select the Browse function to use the Dispatch Note Browse program to view existing dispatch note numbers.
Sales order	This indicates the sales order number from which the dispatch will be created.
Customer	This indicates the customer code for the dispatch note.
Period	This indicates the period and year to which the transaction will be processed, but can be changed.
Number of dispatches to create	This indicates the number of dispatch note lines selected to dispatch.
User defined 1 and 2	The description for these fields is defined in the Dispatch Notes Setup program.
GIT reference	Enter a reference number for a Supply Chain Transfer transaction. This field is only enabled if the option: Goods in transit reference is set to Manual (Set Key Information).
Dispatch comments	Enter free format comments for the dispatch note. You can select the Browse icon to use the program Admin Notepad Editor (Monospaced Text) program to enter these comments.
Order information
Order branch	This indicates the branch applicable to the sales order.
Geographic area	This indicates the geographic area applicable to the customer for this dispatch note.
Price group information
Price group	This indicates the code of the price group that is used to calculate the best price per stock code and determine which order discount breaks and/or invoice discounts to apply.
Price group description	This indicates the description of the price group selected or displayed.
Tax information
Customer tax reg no	This indicates the customer's company tax registration number.
Tax status	This indicates the customer's tax status.
Tax exemption no	This indicates the customer's tax exemption number where the customer qualifies for tax exemption on certain goods.
Intrastat details
Nationality	This indicates the nationality code for the country in which the account/supplier/customer is located. This field is mandatory when the EC VAT system required setup option is enabled (Setup Options > Tax > Company Tax Options).
Shipping location	This indicates the default shipping location assigned to the customer or warehouse, but can be changed if required.
Delivery terms	This indicates the three-character alphanumeric Incoterms code, denoting the terms of delivery. The Incoterms code indicates the portion of costs and risks agreed to by the parties in a contract of purchase or sale. For example, the Delivery term CIP (Carriage and Insurance Paid) indicates that the seller pays the cost of carriage and insurance necessary to bring the goods to a named destination (i.e. Shipping location). This field defaults to the delivery terms defined against the customer. If the terms are not defined against the customer, then this field defaults to the delivery terms defined for the company.
Nature of transaction	This indicates a three-character numeric code denoting the type of transaction being declared on the Supplementary Declaration.
Mode of transport	This indicates a two-character numeric code denoting the mode of transport used to deliver the goods. This field is for documentary purposes and is printed on the Supplementary Declaration for dispatches.
Process	This indicates a single-character numeric code denoting the process used. This field is for documentary purposes and is printed on the Aggregate Sales Listing summary report.
Triangulation required	Select this if you need to convert from one currency to another currency via an intermediate currency (to conform with European Monetary Union regulations). For the triangulation feature to work, you need to select the option: Triangulation required (Company Setup). In addition, you need to use the Currencies program to define the Triangulation options for the currencies in which you want to process sales orders.
Declaration exchange rate	This displays the declaration exchange rate defined against the currency (Currencies). This exchange rate is used to calculate the local currency transaction value printed on the Supplementary Declaration for dispatches and Aggregate sales Listing and differs from the normal exchange rate used for transactions.
Regime code	This lets you select a regime code using the Regime Code Browse program. Each country within the European Union requires different Intrastat information for reporting purposes. A regime is a set of regulations and agreements that determine the reporting requirements.
Port of dispatch	This lets you indicate the port from which the goods were dispatched using the Port and Airport Browse program.
Load planning details	These options are only enabled if Load planning is required and the basis of calculating load capacity is set to Dispatch note quantity (Sales Orders Setup).
Delivery route	You use this field to assign the dispatch note line to a specific delivery route.
Delivery load	You use this field to assign the dispatch note line to a specific delivery load on the selected delivery route.

Shipping Information

When maintaining information on the dispatch header, you cannot select a different address code (i.e. you cannot change the address code). You can, however manually change the actual address, but the address code is retained.

Field	Description
Address Selection
Multiple Ship Address	Select this to use the SYSPRO Multiple Customer Address List program to select a specific ship to address from a list of addresses for the customer. When maintaining information on the header for a Dispatch note, you cannot select a different address code if the sales order is defined as using line level address codes (Sales Order Entry). The message Cannot change address code from " " when dispatching by address code is displayed. Although you can manually change the actual address, the address code is retained.
Ship To Address	Select this to use the Ship to address defined against the customer.
Sold To Address	Select this to replace the Ship to address with the Sold to address details for the order. The Sold to address is defined against the customer. The Sold to address usually indicates the address to which the invoice documentation must be routed.
Dispatch address	This indicates the address to which the items must be sent. The ship address assigned to the customer is used when you query or print an order. If you change the customer's ship address details for a particular order, then the information held against the order is used when querying or printing that order. You can manually change this address or use the Address Selection option to apply an address. If, against the sales order, you enabled the option: Ship address per line (Sales Order Entry) then the ship address defined against each individual order line is used.
Language	You can indicate the language code to use if you enabled the Multi-language for document printing setup option (Setup Options > System Setup > General). The Global dropdown option is the default selection and refers to the default language at the time of the creating the entry.
Sold to address	This address is defined against the customer and is displayed for information purposes. You can, however, change the email address to which the dispatch note must be sent.
Shipping instructions	Indicate the shipping details you want to assign to the dispatch note.
Dispatch date	Indicate when the stock is due to leave the warehouse.
Special instruc	Indicate the message that you want to print on the dispatch note for the customer. If you defined a special instruction against the customer (Customers) then this is displayed here by default.
Ship via code	Select this to use the Browse on Shipping Instructions program to select a shipping instruction code to apply to the dispatch note. If you indicated that Ship via usage is Coded (Sales Orders Setup) then you can enter a code to automatically retrieve the associated ship via message assigned to the code.
Ship via description	This indicates the description defined against the Ship via code, but can be changed.

Notes and warnings

Program access

• This program is automatically loaded when you select the Dispatch Selected option from the Dispatch Note Review program and you did not select the option Create dispatch without prompts in the criteria.

Restrictions and limits

• You cannot create the dispatch note if the option: Tax registration number mandatory (Sales Orders Setup) is enabled and a blank entry exists against the Customer company tax reg no field (SO Header Maintenance).

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 Add multiple dispatch note	Controls access to the creation of dispatch notes in the Dispatch Note Review and Dispatch Note Header programs.

Intrastat

• Delivery Terms and Shipping Locations can only be captured if:

  • A valid entry is defined against the Nationality code setup option and the EC VAT system required setup option is enabled.

  • or, the Capture non EC members delivery terms setup option is enabled.

• If default entries for these fields are defined in the Suppliers and Customers programs, they take precedence over those defined in the Setup Options program.
• To reflect Delivery Terms and Shipping Location on order documents, ensure that these fields are enabled in the document format setup programs (only available with Word and SRS document printing).