How to Configure the Order Dispatch Workflow in CrmLeaf
All editions. Core feature - no add-on required. Inventory movement by dispatches additionally requires the Purchase add-on module.
Availability: All editions. Core feature - no add-on required. Inventory movement by dispatches additionally requires the Purchase add-on module.
Overview
Businesses fulfil orders in a different order of events. Some ship first and invoice from what was actually sent; others require payment before anything leaves the warehouse. CrmLeaf lets an Administrator choose which sequence the account follows by selecting one of three dispatch workflow presets. The preset is saved on Invoice Settings and governs when a dispatch record is created for every order.
How It Works
You select the preset once. From then on, CrmLeaf creates an "awaiting assignment" dispatch automatically at the correct step and notifies the staff eligible to take it.
Choose preset → Save on Invoice Settings → Order placed → Dispatch auto-created → Eligible staff notified
order_dispatch_invoice_payment- the default. Dispatch auto-created when the order is placed; the invoice is generated from the dispatch.order_invoice_payment_dispatch- invoice and payment first; dispatch auto-created when the payment is recorded.order_invoice_dispatch_payment- invoice first; dispatch auto-created when the invoice is generated.- The auto-created dispatch stays in an awaiting assignment state until a dispatch manager takes it, and is numbered per order as
{order}-D{n}.
Who Can Use This Feature?
Administrator
- Select and save the dispatch workflow preset for the account.
- Grant the
assign_dispatch_managerandbe_dispatch_managerpermissions to the right roles. - Enable the Purchase module if dispatches should move warehouse stock.
This functionality is available only to Administrators.
Prerequisites
- You have Administrator access to Settings.
- You know which sequence your business follows: dispatch first, invoice first, or payment first.
- The staff who will handle dispatches exist as users, so you can grant them the dispatch permissions.
For Administrators
Step 1: Decide which sequence your business follows
What to do: Confirm with sales and warehouse whether goods may leave before payment. If they may, keep the default dispatch-first preset. If payment must clear first, use the payment-first preset. If an invoice must exist but payment can follow, use the invoice-then-dispatch preset.
What to verify: Everyone agrees on the step at which a dispatch should become visible to the warehouse team.
Step 2: Select the preset
What to do: Select the preset that matches your decision, then select Save.
What to verify: Reopen the screen and confirm the selected preset is retained.
Step 3: Grant the dispatch permissions
What to do: Grant be_dispatch_manager to the roles whose members should run a dispatch, and assign_dispatch_manager to the roles that assign dispatches to them.
What to verify: A user with be_dispatch_manager can act on a dispatch; a user without it cannot.
Step 4: Test with one order
What to do: Create a test order and follow it through the sequence.
What to verify: The dispatch appears at the step your preset defines, is numbered {order}-D1, and the intended staff are notified.
Field and Option Reference
| Field / Option | Description | Required |
|---|---|---|
| order_dispatch_invoice_payment | Default. Dispatch on order placement; invoice generated from the dispatch. | One preset must be active |
| order_invoice_payment_dispatch | Invoice and payment first; dispatch on payment. | One preset must be active |
| order_invoice_dispatch_payment | Invoice first; dispatch on invoice. | One preset must be active |
assign_dispatch_manager | Permission to assign a dispatch manager to a dispatch. | No |
be_dispatch_manager | Permission making a user eligible to act as a dispatch manager. | No |
Expected Result
The chosen preset is saved on Invoice Settings. Every new order then produces an awaiting-assignment dispatch at the defined step, eligible staff are notified, and the dispatch is numbered per order as {order}-D{n}.
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.
- The preset applies to the whole account, not to an individual order or client.
- Under the default preset the invoice is generated from the dispatch, not directly from the order. Brief teams used to invoicing from the order before switching.
- Inventory movement on dispatch depends on the Purchase add-on module. Confirm it is included in your plan.
Common Scenarios
Example: prepaid sales. A company that never ships before payment selects order_invoice_payment_dispatch, so warehouse staff only ever see dispatches for orders already paid.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| Dispatches are not created when orders are placed. | The active preset creates the dispatch on invoice or on payment. | Review the preset and select the dispatch-first preset if that is intended. |
| Warehouse staff are not notified. | No user holds be_dispatch_manager, so nobody is eligible. | Grant the permission to the relevant roles. |
| A dispatch cannot be assigned to a colleague. | The assigning user lacks assign_dispatch_manager. | Grant the permission to that user's role. |
| Stock does not change when a dispatch is confirmed. | The Purchase module is not enabled. | Enable it if it is part of your plan and set up warehouses. |
Frequently Asked Questions
Can different clients follow different sequences?
No. The preset is a single account-level setting on Invoice Settings.
Who receives the notification when a dispatch is created?
Eligible staff - the users whose roles hold the dispatch permissions.
Does the preset affect orders already in progress?
Confirm the effect on in-flight orders with your product team; the documented behaviour covers when dispatches are created for new orders.
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