Process a dispatch

Applies to: DRIMS

This feature is available in OpenSPP deployments with the DRIMS module installed.

This guide is for warehouse staff who pick, pack, and ship relief supplies to distribution points.

What you'll do

Process a dispatch from an allocated request: pick and pack items, record departure, and confirm delivery with proof of delivery.

Before you start

• You need Warehouse Officer or DRIMS Manager access

• The dispatch must have been created by a coordinator from an approved, allocated request

• Relief items must be in stock at your warehouse

How dispatches are created

Dispatches are created automatically when a DRIMS coordinator allocates an approved request and clicks Create Dispatch. See Submit and manage relief requests for how coordinators do this.

A single request can have multiple dispatches — for example, if only part of the stock is available now and the rest arrives later. Each dispatch covers the not-yet-dispatched balance at the time it was created.

You'll receive dispatches in the Ready state — stock is already reserved and items are ready to pick.

Finding your dispatches

1. Click DRIMS in the top navigation bar

2. Go to Fulfill Requests → Dispatches

3. Use the Request Dispatches filter to see only request dispatches assigned to your warehouse

Dispatch states

The dispatch status bar shows four states, but in normal DRIMS use you will only encounter the last two:

State	What it means	What you do
Draft	Not used in DRIMS — dispatches skip this automatically	—
Waiting	Not used in DRIMS — allocation ensures stock is reserved before dispatch creation	—
Ready	Stock reserved, ready to pick and pack	Pick, pack, then validate
Done	Items validated and inventory updated	Record departure and confirm delivery via the DRIMS tab

Departure, arrival, and proof of delivery are recorded separately in the DRIMS tab once the dispatch is in Done state — they don't change the status bar.

Processing a dispatch

DRIMS ensures that stock must be allocated before a dispatch can be created. Because of this, when you open a dispatch it will always be in Ready state — stock is already reserved and it is ready to pick.

1. Review the dispatch

Open the dispatch and check that the product list and quantities match what you expect. The Source Document field shows the originating request reference.

2. Fill in required dispatch details

Before you can validate, open the DRIMS tab and fill in the required distribution fields:

Field	What to enter
Distribution Area	The geographic area receiving the supplies
Estimated Beneficiaries Reached	Number of people who will benefit from this dispatch

Important

Validation will fail if Distribution Area and Estimated Beneficiaries Reached are empty. Fill both in before clicking Validate.

3. Pick and pack items

1. Click Print Waybill to get the list of items to pick

2. Go to your warehouse and collect the items on the list

3. Verify quantities match the waybill

4. Pack items securely for transport

4. Validate the dispatch

After packing, return to the dispatch and click Validate.

This confirms that the items have been physically picked and updates your inventory. The dispatch moves to Done.

Note

If a validation error appears directing you to the DRIMS tab, open the DRIMS tab to see the specific issue — usually a missing Distribution Area or Estimated Beneficiaries Reached.

Partial quantities

If you don't have all the requested quantities available:

1. In the Quantity column under the Operations tab, enter the quantity you physically have (less than the Demand)

2. Click Validate

3. A Create Backorder? dialog appears — select Create Backorder to create a second dispatch for the outstanding balance, or No Backorder if the remaining items will not be sent

The backorder dispatch is created automatically and goes straight to Ready state — it does not route back through the request allocation flow. This is a known gap (see ticket: Backorder dispatch bypasses DRIMS request allocation).

Printing the waybill

The Waybill is the official shipping document that travels with the goods.

Click Print Waybill in the dispatch form header, then give the printed copy to the driver.

The waybill includes the dispatch reference, source and destination details, the full item list with quantities, and signature blocks for the driver and receiver.

Important

The driver must get the waybill signed by the person receiving the goods at the destination.

Recording departure

When the vehicle leaves your warehouse with the shipment:

1. Open the dispatch (now in Done state)

2. Open the DRIMS tab

3. In the Departure & Arrival section, click Confirm Departure

The departure date and time are stamped on the record.

Confirming delivery (proof of delivery)

After the shipment arrives, record proof of delivery (POD).

Note

Field staff at the destination usually record this. But if they contact you with the details, you can enter it on their behalf.

1. Confirm arrival

When the shipment reaches the destination, open the dispatch and go to the DRIMS tab. In the Departure & Arrival section, click Confirm Delivery to log the arrival date and time.

The arrival date and time are stamped on the record.

2. Complete the proof of delivery

Scroll down in the DRIMS tab to the Proof of Delivery (POD) section and fill in:

Field	What to enter
POD Status	Overall delivery outcome: Complete, Partial Delivery, Damaged, or Not Received
Received by	Full name of the person who received the goods
Receiver title	Their position (e.g., "Camp Coordinator", "Distribution Officer")
Receiver ID number	Their ID or reference number
Signature	Digital signature if using a tablet at the destination
Delivery photos	Photos of the delivered goods
POD notes	Any notes about condition, shortages, or issues

Check POD Confirmed when all details are filled in.

The delivery is recorded and the linked request line is marked as delivered.

Important

If the receiver signed a paper waybill instead, attach a scan or photo using the Delivery photos field, or note "Paper waybill on file" in POD notes.

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Are you stuck?

Can't find the dispatch in the list?

Make sure you're under Fulfill Requests → Dispatches and have the Request Dispatches filter active. If it's still missing, the coordinator may not have created the dispatch yet — check with them.

Check Availability says no stock?

The items aren't available at your warehouse. Contact your DRIMS coordinator to either allocate from a different warehouse or wait for new stock.

Validate button is grayed out?

Click Check Availability first to reserve the stock before validating.

Validation fails with an error about the DRIMS tab?

Open the DRIMS tab on the dispatch form. Make sure Distribution Area and Estimated Beneficiaries Reached (must be greater than zero) are both filled in.

Shipment was damaged or items are missing?

Record the arrival and use POD Status: Damaged or Partial Delivery. Describe what happened in POD notes. Your DRIMS coordinator will handle the follow-up.

Receiver didn't sign the waybill?

Record the arrival and enter the receiver's details. In POD notes, explain why there's no signature and follow up with your coordinator.

Need to cancel a dispatch?

Dispatches in Waiting state can be cancelled with the Cancel button. If the dispatch is already Ready or Done, contact your DRIMS coordinator before cancelling.

Next steps

• Handle returns - Handle items returned from the field

• Manage Inventory - Check updated stock levels after dispatch

• Understand the Dashboard - Monitor warehouse alerts and KPIs