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 approved request through packing, shipping, and Proof of Delivery confirmation.

Before You Start

• You need Warehouse Officer or DRIMS Manager access

• The dispatch must be created from an approved request

• Relief items must be in stock at your warehouse

Creating a Dispatch from a Request

Dispatches are automatically created when a DRIMS coordinator allocates an approved request to your warehouse.

You'll receive dispatches in the Draft state, ready to be processed.

To Find Your Dispatches

1. Click DRIMS in the sidebar

2. Select Dispatches

3. Filter by My Warehouse to see only dispatches assigned to you

Processing the Dispatch

Dispatches move through these states as you process them:

State	What It Means	What You Do
Draft	Just created, not confirmed	Review items and confirm
Confirmed	Ready to pick, waiting for stock	Reserve items from inventory
Assigned	Stock reserved, ready to pack	Pick and pack items, validate
Done	Items packed and validated	Record departure when truck leaves
Departed	Shipment left warehouse	Wait for delivery confirmation
Arrived	Shipment reached destination	Complete POD
POD Confirmed	Delivery confirmed	(Finished)

1. Review and Confirm the Dispatch

Open the dispatch and review the items requested.

Click Confirm to move the dispatch to the next stage.

2. Reserve Stock

After confirming, click Check Availability to reserve the items from your warehouse inventory.

If items are available, the dispatch moves to the Assigned state.

3. Pick and Pack Items

Now you're ready to physically pick the items:

1. Print the picking list by clicking Print → Picking List

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

3. Check quantities match what's on the list

4. Pack items securely for transport

4. Validate the Dispatch

After packing, return to the dispatch and click Validate.

This confirms you've physically picked the items and updates your inventory. The dispatch moves to the Done state.

Recording Departure

When the truck or vehicle leaves your warehouse with the shipment:

1. Open the dispatch

2. Click Record Departure

3. Enter the Date and Time the shipment left

4. Click Confirm

The dispatch moves to the Departed state.

Printing the Waybill

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

To Print the Waybill

1. Open the dispatch

2. Click Print → Waybill

3. Give the printed waybill to the driver

The waybill includes:

• Dispatch reference number

• Source warehouse details

• Destination and contact information

• Complete item list with quantities

• Signature blocks for driver and receiver

Important

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

Confirming Delivery (Proof of Delivery)

After the shipment arrives at the destination, the field staff or receiver will record proof of delivery.

Note

Usually field staff or the destination contact records this information, not warehouse staff. But you may need to enter it if they call or email you the details.

To Record Proof of Delivery

1. Open the dispatch

2. Click Record Arrival to log when the shipment reached the destination

3. Scroll to the Proof of Delivery section

4. Fill in the following fields:

Field	What to Enter
Received By	Full name of the person who received the goods
Receiver Title	Their position or role (e.g., "Camp Coordinator", "Distribution Officer")
Receiver Phone	Contact phone number
Signature	Digital signature (if using tablet at destination)
Delivery Notes	Any notes about condition, shortages, or issues

5. Click Confirm POD to complete the delivery

The dispatch moves to the POD Confirmed state and the request is marked as delivered.

Important

About Signatures: If the receiver signs a paper waybill, you can either:

• Scan the signed waybill and attach it to the dispatch

• Take a photo with your phone and upload it

• Enter the receiver's details and note "Paper waybill on file"

Are You Stuck?

Can't find the Confirm button?

You may not have Warehouse Officer permissions. Contact your DRIMS administrator.

Check Availability button says "No Stock"?

The requested items aren't available in your warehouse. Contact your DRIMS coordinator to either:

• Allocate the request to a different warehouse

• Wait for new donations or transfers

Validate button is grayed out?

Make sure you clicked Check Availability first to reserve the stock.

Don't have all the quantities requested?

You can do a partial delivery:

1. In the picking lines, change the Done quantity to what you actually have

2. Click Validate

3. The system will ask if you want to create a backorder for the remaining items

Receiver didn't sign the waybill?

This shouldn't happen, but if it does:

1. Record the arrival and receiver details anyway

2. In Delivery Notes, explain why there's no signature

3. Follow up with your DRIMS coordinator

Shipment was damaged or items are missing?

1. In Delivery Notes, describe what happened

2. Record the actual quantities received (not what was sent)

3. Your DRIMS coordinator will handle the discrepancy report

Need to cancel a dispatch?

If the dispatch is still in Draft or Confirmed state, you can click Cancel. If it's already Assigned or later, contact your DRIMS coordinator before canceling.

Next Steps

• Handle Returns - Learn how to handle returned items

• Manage Inventory - Learn how to check stock levels

• Understand the Dashboard - Monitor alerts and KPIs