How to Manage Dispatches and Record Delivery Proof in CrmLeaf
All editions. Core feature - no add-on required. Warehouse stock deduction on confirm and ship requires the Purchase add-on module.
Availability: All editions. Core feature - no add-on required. Warehouse stock deduction on confirm and ship requires the Purchase add-on module.
Overview
A dispatch is the fulfilment record for a sales order: what is being sent, by which carrier, under which tracking number, and the proof that it arrived. Dispatches are created automatically by the account's dispatch workflow preset, then run by a dispatch manager through to delivery. Delivery is closed with a proof image and a captured signature, giving you evidence of receipt against the order.
How It Works
The dispatch arrives awaiting assignment, a dispatch manager takes it, fills in the shipping detail, and advances the status until the goods are signed for.
Awaiting assignment → Assign manager → Draft → Confirmed → Shipped → Delivered
- Dispatch status moves through
draft → confirmed → shipped → delivered, or the dispatch iscancelled. - A dispatch manager is assigned using the
assign_dispatch_managerandbe_dispatch_managerpermissions, and records line quantities, carrier and tracking number. - Delivery is completed with a proof image and a captured signature.
- With the Purchase module present, confirming or shipping deducts warehouse inventory and cancelling restores it.
- Dispatch numbers are sequenced per order as
{order}-D{n}, so one order can carry several dispatches. - A standalone dispatches hub lists every dispatch; a per-assignee list shows only your own.
Who Can Use This Feature?
Administrator
- Assign a dispatch manager to an awaiting-assignment dispatch.
- Monitor all dispatches across orders and cancel any that will not be fulfilled.
User
- Work the dispatches assigned to you and enter line quantities, carrier and tracking number.
- Advance the dispatch to confirmed, shipped and delivered.
- Capture the delivery proof image and the recipient's signature.
Access depends on the modules and role assigned by your Administrator.
Prerequisites
- An order exists and has reached the step at which the account's preset creates a dispatch.
- Your role holds
be_dispatch_managerto run a dispatch, orassign_dispatch_managerto assign one. - You have the carrier name and tracking number before marking a dispatch as shipped.
For Administrators
Step 1: Review dispatches awaiting assignment
What to do: Open the dispatches hub and use Filter to show dispatches awaiting assignment.
What to verify: Every open order that should be fulfilled has a dispatch listed.
Step 2: Assign a dispatch manager
What to do: Open the dispatch and Assign a user who holds be_dispatch_manager, balancing load across the fulfilment team.
What to verify: The dispatch appears in that user's own dispatch list.
Step 3: Handle cancellations
What to do: If the order will not be fulfilled, Cancel the dispatch.
What to verify: With the Purchase module enabled, stock previously deducted is restored.
For Users
Step 1: Open your dispatch list
Open your own dispatch list to see only the dispatches assigned to you. Each begins as a draft.
Step 2: Complete the dispatch detail
Enter the quantity being sent for each line, then the carrier and the tracking number, and select Save.
Step 3: Confirm and ship
Move the dispatch to confirmed once the goods are picked and quantities are final; with the Purchase module enabled this reduces warehouse stock. Set shipped when the consignment leaves, after checking the carrier and tracking number the customer will use.
Step 4: Record delivery with proof and signature
On arrival, set the status to delivered. Upload the proof image and capture the recipient's signature to close the delivery.
Field and Option Reference
| Field / Option | Description | Required |
|---|---|---|
| Dispatch manager | The assigned user who runs the dispatch. | Yes |
| Line quantities | Quantity being sent for each order line. | Yes |
| Carrier | The shipping company handling the consignment. | Yes, before shipping |
| Tracking number | The carrier's consignment reference. | Yes, before shipping |
| Proof image | Image evidencing delivery. | Yes, on delivery |
| Signature | Signature captured from the recipient. | Yes, on delivery |
| Status | draft, confirmed, shipped, delivered or cancelled. | Yes |
Expected Result
The dispatch is assigned, carries its line quantities, carrier and tracking number, and reaches delivered with a stored proof image and captured signature. With the Purchase module enabled, warehouse stock reflects the goods that left.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Dispatches are created automatically at the step defined by the account's preset, so you do not normally create them by hand.
- Under the default preset the invoice is generated from the dispatch, so the dispatch line quantities determine what is billed. Check them before confirming.
- Inventory deduction and restoration depend on the Purchase add-on module. Confirm it is included in your plan.
Common Scenarios
Example: split shipment. Half the order is in stock. The dispatch manager confirms and ships {order}-D1 for the available lines, and the remainder follows as {order}-D2.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| A dispatch cannot be moved to delivered. | The proof image or the captured signature is missing. | Upload the proof image, capture the signature, then set the status again. |
| You cannot see any dispatches. | Your role lacks the dispatch permissions, or none is assigned to you. | Ask an Administrator to grant be_dispatch_manager and assign a dispatch. |
| Stock did not reduce after confirming. | The Purchase module is not enabled, or no warehouse stock is recorded for the product. | Enable the module if it is in your plan and enter opening stock per warehouse. |
| The invoice amount does not match the order. | Under the default preset the invoice comes from the dispatch, and dispatched quantities differ from ordered quantities. | Correct the dispatch quantities before confirming, or send the remainder as a further dispatch. |
Frequently Asked Questions
Do I need to open the order to work a dispatch?
No. The dispatches hub and your own dispatch list let you manage dispatches without opening each order.
Does cancelling a dispatch cancel the order?
No. They are separate records; update the order status separately.
Can a dispatch be reopened after delivery?
The documented flow moves a dispatch forwards to delivered or cancelled. Confirm any reopening behaviour with your Administrator.
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