How to Create Equipment Dispatch Document

How to Create Equipment Dispatch Document


EQUIPMENT DISPATCH

Overview


The Equipment Dispatch process records the physical movement of invoiced equipment and attachments from the dealer location to the customer or delivery location. The Dispatch document is created only when the equipment is ready for delivery and an eligible Equipment Sales Invoice is available.

The parent document for Dispatch is the Equipment Sales Invoice. Once the parent invoice is selected, the related customer, equipment, quantity, serial-number, and delivery information is brought into the Dispatch document. The user then reviews the General, Checklist, and Custom Details tabs, records

dispatch instructions, and saves the document.

Easy Understanding: Sales Invoice confirms what has been sold. Dispatch confirms what is physically being sent, where it is going, and what delivery checks were completed.


Process Applicability

• The Equipment Sales Invoice has been created and saved.

• The invoiced machine and applicable attachments are ready for physical dispatch.

• The dispatching user has access to the relevant brvoice.

• Customer delivery information is available and verified.

• Machine, engine, and attachment serial details match the Sales Invoice.

• Required dispatch checks and documents are available.

• Partial dispatch is permitted only where the business process and system configuration allow it.




In the Excellon application, use the left Navigation Panel and follow the path below:

Equipment  →  Sales  →  Dispatches









Open the Dispatch Catalogue

Click Dispatches to open the Dispatch Catalogue View. The catalogue lists Dispatch documents already processed in the system. The Document Date represents the dispatch or delivery-related document date recorded for the transaction.











Catalogue View Fields


Field / Column

Description

Document Number

System-generated reference number of the Dispatch document.

Document Date

Date of the Dispatch document or recorded delivery activity.

Branch

Dealer branch from which equipment is dispatched.

Customer

Customer linked with the parent Sales Invoice.

Parent Invoice

Equipment Sales Invoice used to create the Dispatch.

Status

Current processing status of the Dispatch document.

Quantity

Quantity included in the Dispatch.

Delivery / Dispatch Reference

Available delivery, transporter, or dispatch reference based on configuration.


Actions Available in Catalogue


• Search existing Dispatch documents.

• Filter documents by date, branch, customer, or status.

• Open a saved Dispatch for review.

• Use Edit where the document and user access permit changes.

• Click New to create a Dispatch.

• Refresh the catalogue after saving a new document.

​

Important: The Catalogue View shows completed or previously created Dispatch documents. A new Dispatch must be created by clicking New and selecting an eligible Equipment Sales Invoice.



Create a New Dispatch

From the Dispatch Catalogue View, click New on the top-left menu bar. The system opens the parent-document selection list containing Equipment Sales Invoices that are eligible for Dispatch.










General Tab

Purpose of General Tab

The General tab contains the main dispatch header, customer, delivery, equipment, quantity, transporter, and instruction details. Information copied from the Sales Invoice must be verified against the physical equipment and delivery plan.



Select Parent Equipment Sales Invoice


The Equipment Sales Invoice is the parent document of the Dispatch. Select the invoice that corresponds to the customer and equipment being physically dispatched.

1. Review the available Sales Invoice list.

2. Search by invoice number, customer, branch, or date where available.

3. Select the required Sales Invoice row.

4. Open or add the selected invoice to the Dispatch document and press TAB.

5. Wait for the system to populate invoice-related details.

6. Verify the populated information before entering dispatch-specific data.


Parent Invoice Eligibility Checks


Check

Expected Result

Invoice Status

Sales Invoice is saved and eligible for dispatch.

Customer

Matches the actual delivery customer.

Branch

Matches the dispatching branch or location.

Equipment Model

Matches the equipment prepared for delivery.

Machine Serial Number

Matches the physical machine and invoice.

Engine Number

Matches the selected machine.

Attachment Serial Number

Matches chargeable or serialized attachments, where applicable.

Available Dispatch Quantity

Quantity remains available and has not already been completely dispatched.

Delivery Address

Correct customer or site destination is available.


Do Not Proceed: If the wrong customer, invoice, model, serial number, or dispatch quantity is displayed, stop and correct the source transaction before saving the Dispatch.



Transport and Logistics Details


Field Name

Description

Transporter Name

Transport vendor responsible for equipment movement.

Vehicle Number

Registration number of the transport vehicle, where applicable.

Driver / Contact Number

Transport contact information, if captured.

LR / GR Number

Lorry Receipt or Goods Receipt transport reference.

LR / GR Date

Date of the transport document.

E-Way Bill Number

Applicable statutory movement reference, where required.

E-Way Bill Date / Validity

Date or validity information of the E-Way Bill.

Mode of Transport

Road, rail, or other configured transport mode.

Freight Responsibility

Party responsible for freight, according to agreed terms.

Loading / Dispatch Remarks

Special loading, packing, route, or safety instructions.


Configuration Note: Exact transport fields may vary by organization configuration. Complete every mandatory field shown in the system and verify all statutory references before vehicle movement.


Checklist Tab

The Checklist tab records the operational checks completed before equipment leaves the dealer location. This section helps prevent missing documents, accessories, safety items, or delivery preparations.














1. Open the Checklist tab.

2. Read every checklist item.

3. Verify the item physically or using the required document.


Custom Details Tab

The Custom Details tab stores organization-specific information that is not part of the standard General or Checklist tabs. The section may contain Notes, Alerts, configurable fields, internal instructions, package references, or customer-specific requirements.

​



    • Related Articles

    • How Back to back sales process works

      Back-to-Back Equipment Sales Process What is Back-to-Back Sales? Back-to-Back Sales is a sales process where: The dealer first gets a confirmed order from the customer and then purchases that specific machine from the OEM (manufacturer). In simple ...

    • How To Create Quote (Equipment Quote )

      Equipment Quote What is a Quote? A Quote is a sales proposal generated against a customer Lead. It contains the equipment details, pricing, FOC items, and commercial terms offered to the customer. The Quote document helps the sales team provide a ...

    • Proforma Invoice

      Proforma Invoice What is a Proforma Invoice? A Proforma Invoice is a preliminary bill or estimated invoice issued to the customer before the actual sale is completed. It provides details of the equipment, attachments, pricing, taxes, and commercial ...

    • How Stock and Sale Process Works

      Stock and Sale Process Overview The Stock and Sale Process is used when the equipment required by the customer is already available in the dealer’s inventory. The dealer manages the complete customer enquiry, quotation, Proforma Invoice, COA ...

    • How to Create Commissioning Job Card

      EQUIPMENT COMMISSIONING JOB CARD Overview The Commissioning Job Card is used to record the installation, inspection, startup, and handover of equipment at the customer site. The process confirms that the correct equipment and attachments have reached ...