5.1 Dispatch of materials

Dispatch is the final stage of preparing goods for distribution: the checked, packed and consolidated orders are loaded, documented and released from the warehouse to the customer or carrier. It is the last point at which the organisation has full control of the goods, so dispatch must confirm that the right goods, in the right quantity and condition, leave on the right vehicle with the right documents and at the right time. Errors not caught at dispatch reach the customer.

Example: at a distribution centre of a building materials supplier, the dispatch clerk checks each pallet against the delivery notes, supervises loading onto the truck, has the driver sign for the goods and issues a gate pass before the vehicle leaves.

5.1.1 Meaning of dispatch

Dispatch of materials is the process of releasing goods from the store and sending them to the customer, another branch or a carrier, together with the documents that authorise and record the movement. It includes final checking, loading, documentation, handing over to the driver or transporter and recording the goods as issued. The dispatch section, often called the dispatch bay or despatch area, is the part of the warehouse where this work is done.

Objectives of dispatch

• Correct delivery: The right goods reach the right customer in the right quantity.
• Timeliness: Goods leave in time to meet delivery dates.
• Condition: Goods are loaded and secured so that they arrive undamaged.
• Documentation and control: Every movement is authorised and recorded for stock control, invoicing and audit.
• Efficient use of transport: Vehicles are loaded fully and safely, and leave on schedule.

5.1.2 The dispatch procedure

The dispatch procedure is the set of steps followed every time goods leave the store. Following it every time protects the organisation against errors, losses and disputes with customers.

1. Receive the dispatch instruction: The dispatch section receives the approved orders or load plan for the vehicles leaving in the period.
2. Confirm goods are ready: Check that each order has been picked, checked, packed and labelled, and is in its marshalling lane.
3. Confirm the vehicle: Check that the assigned vehicle has arrived, is the right type and size, is clean and roadworthy, and that the driver is authorised.
4. Final check of goods: Count and inspect the goods against the delivery notes and load list, looking at labels, quantities and condition.
5. Load the vehicle: Load in the planned sequence, last drop first, with heavy goods at the bottom and the load spread evenly and secured.
6. Prepare and sign documents: Complete the delivery notes, load list and gate pass, and have the driver sign to accept the goods.
7. Seal the vehicle: Where used, fit a numbered seal to the vehicle or container and record its number on the documents.
8. Release at the gate: Security checks the vehicle and gate pass against the load before allowing the vehicle to leave.
9. Record the dispatch: Update the stock records, the dispatch register and the order status, and pass the documents for invoicing.
10. Follow up delivery: Receive the signed proof of delivery when the driver returns and file it, resolving any shortages or damage reported.

5.1.3 Dispatch equipment

Dispatch equipment is used to move goods to the vehicle, load them safely and record the dispatch. The equipment must suit the goods, the unit loads and the vehicles used.

5.1.4 Dispatch schedule

A dispatch schedule is a timetable that shows which orders or loads will leave the warehouse, on which vehicle, from which bay and at what time. It turns the delivery plan into daily work for the stores, dispatch and transport teams, so that picking, packing and loading are completed in time for each departure.

Contents of a dispatch schedule

• Date and departure time: When each vehicle is to be loaded and leave.
• Vehicle and driver: Registration number, type and capacity of the vehicle, and the driver's name.
• Loading bay: The dock where the vehicle will be loaded.
• Route and customers: The delivery route and the customers or drops, in order.
• Orders and quantities: The order numbers and the number of packages or pallets in each load.
• Special instructions: Handling needs, delivery time windows and documents required by particular customers.

Importance of a dispatch schedule

• Coordination: Stores, dispatch, transport and sales staff work to the same plan.
• Use of resources: Bays, vehicles, equipment and staff are spread across the day to avoid congestion.
• Meeting delivery dates: Work is timed so that customers receive goods when promised.
• Communication with customers: Customers can be told when to expect their goods.
• Control: Actual departures can be compared with the schedule to spot delays.

5.1.5 Documents used in dispatch

Dispatch documents authorise goods to leave the warehouse, describe what is being sent and provide evidence of handing over and delivery. Each copy goes to a different party so that stores, accounts, transport and the customer all hold the same record.

• Dispatch note (advice note): Tells the customer that the goods have been sent, with details of the items, quantities, date and vehicle.
• Delivery note: Accompanies the goods and lists what is being delivered. The customer signs it on receipt, and the signed copy returns as proof of delivery.
• Packing list: Lists the contents of each package, carton or pallet, so that the goods can be checked without opening every package.
• Load list (loading sheet or manifest): Lists all the orders, packages and customers carried on one vehicle, in delivery order.
• Gate pass: Authorises the vehicle and the goods listed to leave the premises, and is checked by security at the gate.
• Invoice: Demands payment from the customer for the goods supplied; it is prepared by the accounts or sales office from the dispatch records and may travel with the goods.
• Consignment note (waybill): Used when goods are carried by a hired transporter or courier; it records the sender, receiver, goods and terms of carriage.
• Dispatch register: The warehouse's own record of every dispatch, with the date, order numbers, vehicle, documents and the person who released the goods.

5.1.6 Security and safety measures in dispatch

The dispatch area handles valuable goods next to open doors and moving vehicles, so it carries both security and safety risks. Measures are needed to keep goods from being stolen or wrongly released and to keep workers, drivers and visitors from injury.

Security measures

• Authorised release only: No goods leave without approved documents and a gate pass signed by an authorised officer.
• Restricted access: Only authorised staff and drivers enter the dispatch area, and visitors are escorted.
• Checking at the gate: Security compares the load with the gate pass and load list before the vehicle leaves.
• Vehicle sealing: Loaded vehicles and containers are sealed and the seal numbers recorded.
• Separation of duties: The person who checks the goods is not the person who authorises their release.
• CCTV and supervision: Cameras and supervisors watch the loading bays and marshalling lanes.
• Secure storage of valuable goods: High-value goods are kept in locked cages until loading.

Safety measures

• Trained operators: Only trained and authorised staff operate forklifts and other powered equipment.
• Vehicle restraint: Vehicles are parked with brakes on and wheels chocked before loading starts.
• Safe lifting: Workers use mechanical aids and correct lifting methods, and loads do not exceed the equipment's rated capacity.
• Personal protective equipment: Safety boots, high-visibility vests, gloves and, where needed, helmets are worn.
• Clear walkways: Marked pedestrian routes keep people apart from forklifts and vehicles.
• Secure loads: Loads are stable, evenly spread and strapped so that they do not shift in transit.
• Good lighting and housekeeping: The area is well lit, and floors are kept clean and free of packaging waste.
• Fire safety: Fire extinguishers are available, and exits and fire points are kept clear.

5.1.7 Factors determining location of dispatch area

The location of the dispatch area within the warehouse affects how quickly and safely goods move from storage to vehicles. A badly placed dispatch area causes long internal movement, congestion with receiving and delays at the gate.

• Access to roads and the gate: The area should be near the exit and have easy access for vehicles, with enough yard space for turning and waiting.
• Distance from storage and marshalling areas: It should be close to the marshalling area and fast-moving stock to keep internal movement short.
• Separation from receiving: Dispatch should be apart from, or clearly divided from, goods receiving to avoid mixing incoming and outgoing goods and congestion.
• Space for vehicles and loading: There must be enough bays, docks and space for the number and size of vehicles used.
• Flow of goods: The location should allow goods to flow in one direction from storage to dispatch without crossing other activities.
• Security: The area should be easy to supervise and control, with a single checked exit.
• Safety: It should allow separate routes for vehicles and pedestrians and clear fire exits.
• Protection from weather: Covered docks protect goods and workers from rain and sun during loading.
• Services: Power, lighting and space for dispatch offices, equipment and documents are needed close by.
• Future expansion: Room should be left for more bays as dispatch volumes grow.