Table of Contents

Dispatch Information

The dispatch information setup provides customer functions for sending dispatch information to customers, when a document is planned for shipment.

To setup dispatch information

  1. Choose the Search icon, enter Dispatch Info Setup, and then choose the related link.
  2. On the General FastTab, select the Activate check box.
  3. Select other check boxes if needed.
  4. On the Mailing FastTab, specify sender, subject, BCC and body for mail type.
  5. On the SMS FastTab, define a text for the SMS body and enter a mail address.
  6. On the Report FastTab, specify texts and select the Print Logo on Dispatch Report, if a logo should be printed.
  7. On the Default Setup FastTab, specify default values for new customers and sales dispatch information.
  8. Choose the Translations action, to set up translations for subject and body for each language you need.
Note

Hover over a field to read a short description.

To set the dispatch info recipient for a customer

The Dispatch Info. Recipient field on the customer card controls how dispatch information emails are sent. This setting is automatically copied to new sales documents created for the customer.

  1. Choose the Search icon, enter Customer, and then choose the related link.
  2. Select the relevant customer and choose the Edit action.
  3. On the Customer Card page, navigate to the Disposition section.
  4. Set the Dispatch Info. Recipient field to one of the following options:
    • None: No dispatch information emails will be sent.
    • Sell-to E-mail: Dispatch information will be sent to the sell-to email address from the sales document.
    • Dispatch Information: Dispatch information will be sent to the addresses configured in the dispatch information settings (default).
Note

The default value is Dispatch Information, which maintains the existing behavior. Existing customers are automatically migrated to this setting during the upgrade.

To setup dispatch information for a customer

  1. Choose the Search icon, enter Customer, and then choose the related link.
  2. Select the relevant customer and choose the Edit action.
  3. On the Customer Card page, select the Dispatch Information action.
  4. On the Dispatch Information page, choose the New action and specify dispatch information setup for the customer/ship-to code.
  5. Select the Contact No. field to define a receiver.
Note

It is possible to set up multiple customer dispatch Information. The Dispatch Information action is only available when the Dispatch Info. Recipient field is set to Dispatch Information.

To setup dispatch information for a sales order

  1. Choose the Search icon, enter Sales Order, and then choose the related link.
  2. Select the relevant sales order, and then choose the Edit action.
  3. In the Dispatch Information section, verify or change the Dispatch Info. Recipient field. This value is pre-filled from the customer card but can be changed per document.
  4. If the recipient is set to Dispatch Information, the Dispatch Information Transmission field becomes editable, allowing you to choose between Standard or Specific transmission settings.
  5. Choose the Dispatch Information action to open or create sales dispatch information.
Note

Dispatch Information can be set up in Sales Quotes, Sales Orders and Sales Return Orders. When the Dispatch Info. Recipient is set to Sell-to E-mail or None, the Dispatch Information Transmission field is hidden.

Automatic email synchronization

When a contact's email address is changed, all dispatch information records that reference that contact are automatically updated with the new email address. This applies to both Customer Dispatch Info and Dispatch Info Sales records.

No manual action is required — the synchronization happens automatically when saving the updated contact.

Send dispatch information

There are multiple places dispatch information can be send from.

Note

Dispatch information can only be send after a route allocation is created.

Send from sales order

  1. Choose the Search icon, enter Sales Order, and then choose the related link.
  2. Select the relevant sales order, and then choose the Edit action.
  3. Choose the Tour Information action to open the tour information.
  4. On Tour Information page, select relevant tour and choose the Send dispatches action.

Send from route allocation

  1. Choose the Search icon, enter Route Allocation List, and then choose the related link.
  2. Select the relevant tour, and then choose the Edit action.
  3. On the Route Allocation page, choose the Send Dispatches action.

Send during posting process from route allocation

Important

To automatically send the dispatch information during the posting process the Send Dispatch w/ Route Posting check box needs to be selected in the dispatch information setup.

  1. Choose the Search icon, enter Route Allocation List, and then choose the related link.
  2. Select the relevant tour, and then choose the Edit action.
  3. Choose the Post action (F9).