Dispatch planning for agri-input dealers in peak season is mostly about shortfalls: in Takkada you load the village retailers' pending orders onto a van, key back what ran out with the reason No stock, and the rest of each order stays pending until fresh stock arrives. The To buy tab then lists, item by item, how much customers are still waiting for against the stock you hold, so the purchase call is made on numbers instead of memory. Each retailer is billed only for the bags that actually reached him, which matters when his account runs on credit till harvest and a disputed bag becomes an argument in November. Orders entered in Tally and orders your salesmen book on the phone appear on the same picking list, grouped by shop, and by beat if you use beats. The loading sheet gives your godown a load list by item and the driver one drop slip per village shop, with a line for who received it.
The three weeks that decide the year
For a dealer in urea, DAP, seed, pesticide and sprayers, kharif sowing compresses months of trade into a few weeks. Around 80 village retailers call in orders at once. Credit runs till harvest. Supply is uneven: one company's DAP arrives on Monday and is gone by Thursday, seed of the popular variety runs out in days. On those days the godown sends two or three vehicles out, and each evening somebody has to work out who got what.
Load the day's villages
Open Dispatch. The Orders tab lists sales orders that still have quantity to send. Search a retailer or an item, tick the orders for one direction, and press Add to van. An order already on another open van is greyed and tagged with that van, so two vehicles do not carry the same order. Orders your salesmen take in the villages through sales orders on mobile arrive here too.
On the van page add the vehicle and driver, drag the drops into the order the vehicle will reach the villages, and print the sheet. The Load list shows each item, its unit and total load, so the godown counts 45 bags of DAP before lifting any. Press Van is loaded when the vehicle is packed.
Key back the bags that were not there
When the vehicle returns, open the van and press Key back what went. Lines come pre-filled with the quantity on the van. Where the godown ran short, lower the number and answer Why short? with No stock. A retailer who turned back a pesticide gets Shop refused. Save what went out.
Still owed from this load now lists what each retailer is still owed. Those bags stay pending on his order and are offered for the next vehicle.
See what to buy
The To buy tab turns what customers are still waiting for into a list by item, with how much is short against your stock. Where your access allows it, you can raise a purchase order from there. One caution the screen itself gives: the stock figure is Tally's, and Tally only takes goods out of stock when the bill is made, so anything already on a loaded van is still counted. Subtract it before you place the order.
Bill what reached the village
Someone with the Sales Invoice right presses Make invoices and reviews one invoice per retailer at the keyed-back quantity. Untick anyone whose bill should wait, then create the invoices. They reach Tally when the sync runs on the office computer, and the retailer's credit account carries only what he received.
The full flow is in dispatch planning from Tally orders.
Frequently Asked Questions
Q: Does a No stock line cancel the order?
A: No. The quantity stays pending on the retailer's order and is offered again for a later van.
Q: Is the To buy list the same as stock in Tally?
A: It uses Tally's stock figure, which does not drop until the bill is made. Goods already on a loaded van still count in it.
Q: Can I close an order the retailer no longer wants?
A: Yes. From the van you can write off a retailer's remaining quantity with a reason. The write-off is permanent.
Q: Does the driver need a phone?
A: No. The driver carries printed drop slips, and the person at the godown keys back the marked-up sheet.
Get ready before the rains
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