Waybills and the dispatch register

A waybill is the paperwork that travels with the goods. It says what left the store, who drove it, where it went, and who signed for it. Every invoice that moves stock automatically produces one — you only fill in the dispatch details and print it.

Before you start

• The invoice must have at least one Inventory line with a quantity.
• The invoice header must have a Delivering Department — the store the goods physically leave from. Without it there is nothing to dispatch, and the Dispatch panel will tell you so.

Steps — raising a waybill

1. Open or create the invoice as normal and add the goods.
2. Set the Delivering Department on the header.
3. Open the Dispatch / Waybill panel below the header.
4. Fill in what you know: driver, vehicle number, carrier, destination and who dispatched the goods. Leave Received By blank — that gets filled in when the customer signs.
5. Save the invoice.
6. Click Print waybill. Three copies print: customer, office and driver.

The Waybill No fills itself in as WB followed by the invoice number if you leave it blank. Type your own if you use a pre-printed book.

Steps — signing a delivery off

1. Go to Sales → Dispatch Register.
2. Leave Awaiting signature only ticked to see everything still out.
3. Find the waybill and click the green tick.
4. Type the name of the person who signed and confirm.

Tips

• The register defaults to the last 30 days with unsigned waybills first, which is the despatch clerk's real working list.
• Search matches waybill number, customer, driver, vehicle and destination — so "LAG-234" finds everything that went out on that vehicle.
• Prices are deliberately not printed on the waybill. Drivers and third parties handle it; the invoice carries the money.
• Export the register to Excel for a driver's day sheet or a delivery log.
• The Destination defaults to the customer's shipping address. Override it per delivery when goods go somewhere else.

Common problems

• "Not applicable to this invoice" on the Dispatch panel. → The invoice has no Inventory line with a quantity, or no Delivering Department. Fix either and the panel opens up.
• Print waybill is missing. → The invoice hasn't been saved yet. Save first; the waybill exists only once the sale is recorded.
• The waybill shows fewer lines than the invoice. → Only stocked goods go on a waybill. Services, fees and charges appear on the invoice but not here, because nothing physically moved.
• I edited the invoice and my driver details vanished. → They shouldn't — the dispatch details are saved with the invoice. If they do disappear, re-open the Dispatch panel and re-enter them before saving, and report it.
• Quantities are wrong on the waybill. → They come from the invoice lines and can't be edited here, because they are what remove stock from the store. Correct the invoice line and the waybill follows.