🧭 From order to delivery

Intermediate · 12 min · Orders & dispatch

Follow one customer order from the phone call to the customer's door: take the order, approve it, pack it, dispatch it with a vehicle and driver, deliver it, invoice it and track it.

Why and when you use it

When each person in the chain uses the same order, nothing is packed twice, nothing is missed and the customer gets one clear answer. This workflow shows how Orders, Packing, Dispatches, Deliveries and Sales Invoices fit together for a distributor's daily delivery run.

Before you start

Customer added with route (Customers)
Products and stock in Inventory
Vehicle and driver added (Vehicles, Dispatches > Drivers)

Step by step

Take the order (Orders)Press New Order, pick the customer, Add Item for each product, set Expected Delivery and press Submit Order.
Approve it (Orders)A manager checks stock and the customer's balance and approves the order, so it shows as Approved.
Pack it (Packing)In Approved Orders press Load, create the packing slip, pack, and move the slip to Packed and then Ready For Dispatch.
Invoice it (Sales Invoices)Raise the invoice for the packed goods with + New Invoice, so stock goes down and the customer's balance goes up. The driver carries a printed copy.
Dispatch it (Dispatches)Press New Dispatch, choose Company Vehicle, the vehicle and the driver, and Save Dispatch. For goods above ₹50,000, prepare the e-way bill first.
Deliver it (Deliveries / My Route)Choose the driver, press Show and Print route sheet. Mark each drop delivered, and mark the dispatch Delivered.
Track and close (Order Tracking)Use Track to answer customer calls during the day, and check the Delivery summary in the evening.

Worked example

Gupta Kirana Store orders 50 tea 250 g, 30 detergent 1 kg and 5 biscuit cartons from Sharma Traders on 12 Nov 2026, for delivery on 13 Nov. Items total ₹21,500 before GST; the invoice adds GST at the rate set on each product.

12 Nov, 5 pm: office creates the order and presses Submit Order; the owner approves it.
13 Nov, 9 am: Mohan loads it in Packing, packs four cartons and sets the slip to Ready For Dispatch.
9:30 am: office raises the invoice in Sales Invoices with Supply Type within state (CGST + SGST).
10 am: New Dispatch, Company Vehicle, Van 1 (RJ14 GB 4521), driver Suresh Kumar, Save Dispatch. The load for the day is below ₹50,000 per invoice, but the office checks the e-way bill need anyway.
Suresh's route sheet is printed from Deliveries / My Route.
11 am: Mr Gupta calls; Order Tracking shows dispatched.
2 pm: Suresh delivers; the drop and the dispatch are marked Delivered.

Result: Stock is reduced for the invoiced goods, Gupta Kirana Store's ledger shows the new invoice, and the order shows Dispatched with a Delivered dispatch. Receivables will chase the balance on its due date.

💡 Tips

Fix a daily rhythm: approve orders by 6 pm, pack by 9 am, dispatch by 10 am.
Raise invoices before the van leaves, so the driver carries the bill and the e-way bill matches it.
If anything is damaged on delivery, raise a Damage Claim the same day.

⚠️ Common mistakes

Dispatching before the invoice is made, so goods travel without a bill. Invoice first.
Skipping approval for regular customers. Even regular shops can cross their credit limit; keep the approval step.

सवाल

Which GST rate does the invoice use?

The GST rate saved on each product in Inventory. If you are unsure of a rate, use GST Rate Review and check with your CA.

🎬 Video walkthrough (script — recording coming soon)

Scene 1: Create and submit Gupta Kirana Store's order.
Scene 2: Approve it and load it in Packing.
Scene 3: Pack and mark Ready For Dispatch.
Scene 4: Raise the invoice in Sales Invoices.
Scene 5: Create the dispatch with Van 1 and Suresh.
Scene 6: Print the route sheet and mark delivered.
Scene 7: Track the order and check the Delivery summary.