Dispatches and delivery notes with lots
Integral plan
Create the dispatch note with the lot of each line, let Recipok assign the one with the nearest expiry date, apply the equivalence surcharge and record returns.
What it is for
The dispatch is the delivery note that goes with the goods when they leave the bakery: customer, address, products, quantities, prices and, above all, the lot of each line. When you confirm it, it deducts the finished product stock and records who each lot went to, which is what the health inspector will ask you for if there is an alert.
It is used by whoever prepares the orders and by the manager. It is created when you deliver a sales order or directly, without an order. Customer returns are recorded from the same dispatch.
Before you start
- Dispatches are part of the Integral plan.
- You need finished product in stock with a lot: it comes from closing production orders or from goods-in.
- Check the delivery note numbering in Configuration › General Data and, in Document Settings, the watermark and whether you want to hide the weight on the delivery note.
- For returns, create the return reasons in Configuration › Master data.
Create a dispatch
The usual way is to deliver an order with Deliver: the dispatch is created with its lines. For a sale without an order, go to Sales › Dispatches and click Product output.
| Preparation (recipe) | Format | Quantity | 1Lot no. | Temp. (°C) | Price/unit |
|---|---|---|---|---|---|
| Cheesecake | Whole cake 22 cm | 6 | TQ-261015-000014 | 3 | €23.80 |
| Butter croissant | Box of 24 | 4 | CR-261016-000016 | — | €26.88 |
| Biscuit base | Kilo | 2 | Assigned on confirmation | 4 | €9.10 |
- 1Lot: choose it, read it with a scanner or leave it empty. Empty lines receive the one with the nearest expiry date on confirmation.
- 2Prices: those of the customer's price list, which you can correct by hand. The equivalence surcharge only appears if the customer is on that regime.
- 3Confirm output deducts the stock and moves the dispatch from Pending to Sent.
Header
Choose the Customer (or create one with Add customer), the Shipping Address, the Document date and the Delivery date. The Message visible to the customer appears on their document. Tick Send to client portal if you want them to see it in their portal.
Products
Add each product with its Format, Quantity (or Nº of packs) and Lot no. You can load them with Load by barcode or Upload by QR code, or list only the ones in stock. Record the Output temperature (°C) of each chilled or frozen product: it is kept as a dispatch record.
Confirm output
Until then it's an editable draft. When you click Confirm output, Recipok assigns any missing lots (the one that expires first goes first), locks that stock and deducts it. If the dispatch came from a sales order, the order changes to Delivered.
Print and manage dispatches
In the Outputs list filter by customer, dates and status (Pending orders, Confirmed, Cancelled or Returns). Each dispatch's menu offers:
- Print customer output document: the delivery note the customer signs, with prices only if Prices/doc. is ticked in their record.
- Print internal output document: the picking sheet for the bakery.
- Cancel output: returns the stock. It can't be undone.
- Generate return document: see below.
If the customer has the “equivalence surcharge” VAT regime in their record (a Spanish VAT scheme), the dispatch document adds the surcharge for each VAT rate: 5.2% for 21%, 1.4% for 10% and 0.5% for 4%. The same surcharge carries over to the delivery note in your invoicing software if it is connected.
Customer returns
When a customer returns goods, open the original dispatch and click Generate return document:
- Enter the Document date and the Document no. of the return.
- Enter how much comes back from each lot and choose a reason for each returned product. If the list is empty, create the reasons in Master data.
- Depending on the reason, the return affects stock (the product is available again) or does not affect stock (for example, damaged product that is thrown away).
Returns appear in the dispatch list with the Returns filter and in Sales › Returns. They stay linked to the lot, so they also show up in traceability.
Load check at dispatch
This feature is being tested and will be released shortly. The steps below describe how it will work.
Before the order leaves, you can check the vehicle and the load and record it on the delivery note. If there is an issue with transport, it is written on the same document that the customer signs.
Set it up once
In Configuration › Master data, under Load check at dispatch, you will find the checks: insulated box with lid, cold or heat pack, vehicle free of odd smells, no excessive dust, no signs of pests, and packaging undamaged and clean. Add, change or remove the ones you don’t use; checks already made keep their text. Tick Ask for the check on every delivery note (warning while missing) if you want Recipok to warn you while it is missing.
Record it on each dispatch
On the dispatch, click Record load check. Enter the Carrier and the Departure time, and mark each check as OK or No. If any of them is not right, Recipok asks you for the corrective action before you save. Click Save check.
Read it on the delivery note
The dispatch is marked as Load OK, Load with issues or Pending. The printed delivery note, the internal one and the customer’s one carry the check just above the signatures, with the carrier, the departure time and each check.
Tips
- Confirm the dispatch on the same day the goods leave: your stock and traceability depend on it.
- Check the “X missing without a lot” warning: it means you sold more than you had recorded. Close any pending production orders or adjust the stock.
- To see what you sold with its cost and margin, use the Warehouse dispatch report.
- Do you invoice with another program? We connect Recipok to the one you already use (Holded or another) so every confirmed dispatch arrives there as a delivery note.