A dispatch load for pharma distributors running same-day delivery needs two things: no order on two vans, and no bill for a strip that never left. In Takkada you keep a morning van and an afternoon van open on the Dispatch screen, and an order already riding one van is greyed out on the picking list with that van's name, so the afternoon run cannot pick it up again. Each van prints a loading sheet with a load list by item for the picking counter and a drop slip per chemist for the delivery boy. When a van is back, the person at the godown keys back what went short with a reason like No stock, and the shortfall stays pending on the chemist's order. Bills are then made per chemist from the keyed-back quantity and reach Tally when the sync runs on the office computer. Batch numbers and expiry dates are not shown on the van or the sheet.
The noon cut-off
A pharma distributor serving 200 chemists, nursing homes and small hospitals in a city lives by the clock. Orders arrive by phone, WhatsApp and salesman visits till about noon. A chemist expects morning orders by evening, credit runs 15–30 days, and a missed delivery sends him to the next distributor. Most godowns run two dispatches. The risk is double-handling: an order that went at 11 gets packed again at 3 because the second list was made from the same pending orders.
Two vans, one picking list
Open Dispatch. The Orders tab lists sales orders that still have quantity to send, whether entered in Tally or booked by your salesman through sales orders on mobile. For the morning run, tick the chemists for one area and press Add to van. Start a second van for another area if you need it.
At 2 PM, open the same tab for the afternoon van. Orders on an open van show greyed, tagged with the van and salesman, and they cannot be ticked. Once a van is marked loaded, what is on it has come out of everybody's pending list. New orders since the morning sit there ready to add.
The sheet at the picking counter
On each van page add the vehicle and the delivery boy as driver, drag the drops into route order, and print the sheet. The Load list gives one row per product with its unit, total quantity, a tick box and the drop numbers it goes to, which suits a picking counter that pulls stock once per product. Drop slips give one slip per chemist with Item, Sent and Received columns and a Received by line. If you need a soft copy, Export the sheet to Excel. Press Van is loaded when the cartons are in.
Keying back and billing
When the van returns, press Key back what went. Lines are pre-filled with the quantity on the van; change only the short ones. Five strips of an antibiotic missing because the shelf was empty: lower the number, pick No stock. A chemist who refused an item gets Shop refused. Save what went out. What did not go stays pending on the chemist's order for the next run.
Someone with the Sales Invoice right then presses Make invoices. Review invoices shows one invoice per chemist at the keyed-back quantity, with the voucher type and sales ledger visible for each. Untick a chemist to bill later and create the rest. If your business has e-invoicing and the GST portal login is saved, the same screen offers Generate e-invoice.
The full flow is in dispatch planning from Tally orders.
Frequently Asked Questions
Q: Can the same order go on the morning and afternoon van?
A: An order line on an open van cannot be added to a second one. A part left over after key-back can go on the next van.
Q: Does the van track batch and expiry?
A: No. The van and the loading sheet do not show batch or expiry, so picking by batch stays with your godown's current practice.
Q: Can I undo an invoice made from the van?
A: Before it reaches Tally you can delete it, and the chemist goes back to unbilled. After that, reversing it takes a credit note.
Q: Who can make the invoices?
A: A member with the Sales Invoice right. The godown can build vans and key back without it.
Run tomorrow's two dispatches
WhatsApp us at https://wa.me/919435977777 and we will set up both vans from your own pending orders.