BoSS
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Solution
Sales-to-Dispatch Workflow Control
From order placement to invoice generation — every step connected, validated, and documented. No handoff gaps. No missing paperwork. No wrong shipments.
The Challenge
The journey from a customer placing an order to receiving the right goods with the right invoice should be seamless. In practice, it is anything but. Sales confirms an order verbally. The warehouse hears about it through WhatsApp. Someone creates a manual pick list. Dispatch happens without checking whether the order was approved or whether the customer has exceeded their credit limit.
The invoice is raised against the order, not against what was actually shipped. When the customer disputes the quantity or returns defective items, there is no linked trail to trace back through the chain. Every department has its own version of what happened.
This is not a technology problem — it is a workflow problem. Each step in the chain is disconnected from the next. There is no system enforcing the sequence, validating at each checkpoint, or maintaining the document trail that ties everything together.
Consequences of Poor Control
- Dispatch team receives orders late because there is no system handoff from sales to warehouse.
- Wrong items shipped because the pick list was created manually from a verbal instruction or WhatsApp message.
- No approval check between order confirmation and dispatch — credit limits, stock availability, and pricing bypassed.
- Invoice raised without verifying what was actually dispatched, creating reconciliation nightmares.
- Customer disputes have no resolution trail because there is no linked document chain from order to delivery.
- Returns and short-shipments are handled ad hoc with no structured process or financial adjustment.
The Connected Workflow
Every step validated, every handoff documented, every stakeholder informed.
1
Sales Order
Order captured with customer, items, pricing, and delivery details. Validated against credit limits and stock availability.
2
Approval
Orders exceeding defined thresholds routed for approval. Discount, credit, and special terms reviewed before confirmation.
3
Inventory Check
Confirmed order checked against available stock. Shortfalls flagged for procurement or partial fulfilment decision.
4
Pick List
Warehouse receives structured pick list with item, quantity, bin location, and order reference.
5
Quality Check
Picked items inspected against order specifications. Pass or fail recorded with inspection notes.
6
Packing & Dispatch
Approved items packed with dispatch note generated. Shipping details, transporter, and tracking recorded.
7
Invoice Generation
Invoice created from dispatch note. Tax calculated, document linked, and receivable entry created automatically.
8
Collection Tracking
Outstanding tracked from invoice date. Ageing, follow-up, and collection workflows triggered based on payment terms.
How BoSS Solves This
A connected chain from order to collection, with controls at every step.
Order Capture with Validation
Sales orders validated against customer credit limits, item availability, pricing rules, and approval thresholds before confirmation. Bad orders are caught at entry, not at dispatch.
Approval Workflow Before Fulfilment
Configurable approval chains for orders that exceed thresholds — discount levels, order value, credit exposure, or special terms. Nothing moves to fulfilment without proper sign-off.
Automatic Pick List Generation
Approved orders generate pick lists linked to specific warehouse locations. The warehouse team knows exactly what to pick, from where, and for which order.
Quality Check at Packing
Optional quality inspection step before packing. Items checked against order specifications, condition verified, and inspection recorded before the package is sealed.
Dispatch Note with Document Trail
Dispatch note generated with full linkage to the original order, pick list, quality check, and packing details. The document trail is complete before the shipment leaves.
Invoice Linked to Dispatch
Invoice generated from the dispatch note, ensuring billing matches what was actually shipped. No more invoicing against the order and discovering discrepancies later.
Fulfilment Tracking Dashboard
Track every order through the fulfilment pipeline — pending approval, in picking, quality check, packed, dispatched, invoiced. Know exactly where each order stands.
Modules Involved
Sales & CRM
Order capture, customer management, pricing, credit limits, and sales pipeline tracking.
Inventory
Stock availability, reservation, pick list generation, and stock movement recording.
Warehouse Management
Bin-level picking, packing workflow, dispatch management, and warehouse utilisation tracking.
Supply Chain & Logistics
Transporter management, shipping documentation, and delivery tracking.
Finance & Accounting
Invoice generation, tax calculation, receivables tracking, and collection management.
Who Uses This
Sales Team
Capture orders with confidence that validation and approval happen automatically. Track fulfilment status without chasing the warehouse.
Warehouse Team
Receive structured pick lists, execute picking and packing with clear instructions, and record dispatch with linked documentation.
Finance Team
Invoices match dispatches. Receivables are accurate. Tax is calculated correctly. Month-end reconciliation is straightforward.
Operations Manager
Fulfilment pipeline visibility from order to collection. Bottlenecks, delays, and exceptions surfaced in real time.
Related Workflows
1
Standard order fulfilment: Order placed by sales rep, approved by manager, picked from warehouse, quality-checked, dispatched, invoiced, and tracked through collection.
2
Partial dispatch: Order confirmed but stock insufficient. Partial pick list generated, partial dispatch and invoice created, balance tracked for back-order fulfilment.
3
Rush order: Urgent customer order flagged for priority processing. Approval fast-tracked, pick list prioritised, and dispatch expedited with tracking.
4
Return processing: Customer returns received against dispatch note, quality inspection on returned goods, credit note generated, and inventory adjusted.
Frequently Asked Questions
Connect your sales-to-dispatch chain
See how BoSS eliminates the gaps between order, fulfilment, and invoicing.