Dispatches
Dispatches sends packed goods out with a vehicle and driver (or a salesman or transport agency) and records when they are delivered.
Why and when you use it
Once goods leave the godown, someone must be responsible for them until the customer receives them. A dispatch records which order went, on which vehicle or LR, with which driver, and when it was delivered. The dispatch in-charge creates dispatches; the office checks Delivered ones before following up payment.
Before you start
- Order packed and Ready For Dispatch (Packing)
- Vehicle added (Vehicles)
- Driver added (Drivers button on this screen)
Step by step
- Open DispatchesIn the left sidebar, under Stockivio ERP, open Dispatches. The list shows Dispatch #, Order #, Type, Date, Vehicle/LR and Driver.
- Add your drivers oncePress Drivers, then New, fill in the driver's details and press Save Driver.
- Create a dispatchPress New Dispatch and pick the packed order.
- Choose the dispatch typePick Company Vehicle for your own vehicle, Salesman Delivery when the salesman carries the goods, or Transport Agency for a transporter.
- Enter vehicle or LR and driverFor Company Vehicle choose the vehicle and driver. For Transport Agency enter the LR (lorry receipt) number in Vehicle/LR.
- Save the dispatchPress Save Dispatch. The status shows Dispatched once the goods have left.
- Check the e-way billIf the goods are worth more than ₹50,000, an e-way bill is generally needed for the movement. Prepare it from e-Way Bills with the same vehicle number. Check state rules with your CA.
- Mark it deliveredWhen the customer receives the goods, mark the dispatch Delivered. Use the Pending, Dispatched and Delivered filters to see what is still on the road.
Worked example
On 13 Nov 2026 the Gupta Kirana Store order (₹21,500 before GST, four cartons) is Ready For Dispatch. Driver Suresh takes it on Van 1 with other Malviya Nagar orders.
- Press Drivers, then New; add Suresh Kumar with his phone number and press Save Driver (first time only).
- Press New Dispatch and pick the Gupta Kirana Store order.
- Type: Company Vehicle; vehicle Van 1 (RJ14 GB 4521); driver Suresh Kumar.
- Press Save Dispatch.
- At 3 pm Suresh calls to say the cartons are delivered; mark the dispatch Delivered.
Result: The dispatch shows Delivered, and the order's status is Dispatched. The office can now raise or send the invoice and follow up payment.
💡 Tips
- Group orders on the same route into one trip for the van, and dispatch them together.
- Use Transport Agency for outstation parcels and always enter the LR number; it is your proof of handover.
- Review the Dispatched filter at the end of the day; anything still there needs a call to the driver.
⚠️ Common mistakes
- Forgetting to mark Delivered, so the office keeps chasing a delivery that already happened.
- Picking the wrong vehicle, which then mismatches the e-way bill. Fix the dispatch before the vehicle leaves.
Questions
Can one dispatch carry several orders?
Create one dispatch per order so each order can be tracked and marked delivered on its own.
Who is the driver for a Salesman Delivery?
The salesman himself. Choose that type when the salesman carries the goods on his route.
🎬 Video walkthrough (script — recording coming soon)
- Scene 1: Open Dispatches and explain the three dispatch types.
- Scene 2: Add driver Suresh Kumar with Drivers and Save Driver.
- Scene 3: Press New Dispatch and pick the Gupta Kirana Store order.
- Scene 4: Choose Company Vehicle, Van 1 and Suresh, then Save Dispatch.
- Scene 5: Mention the e-way bill rule for goods above ₹50,000.
- Scene 6: Mark the dispatch Delivered and show the filters.