Where the Order Has Reached, Without Walking to the Godown
A dealer rings on Thursday to ask about Tuesday’s order. Today that question crosses three people and a WhatsApp group. It should cross one screen.
Four words that answer the phone
Confirmed, picked, part dispatched, closed. Today’s orders sit in one list under those headings, so the clerk answers while the dealer is still on the line. Nobody has to walk anywhere. No order reaches the godown until somebody has looked at it.
The stages an order passes
Confirmed at the desk
Overnight orders are pulled in together in the morning. Held ones are separated out, and the rest go forward for picking.
Picked from the order itself
The packer works off a pick list by order or by delivery route, in the pack sizes your godown counts in. Short quantity is entered by him as it happens.
Dispatched against a challan
The challan carries what actually left, with the lorry number and the LR. What did not leave stays open on the order.
Billed from what went
The invoice is built from dispatched lines at the rate his list held on the day he ordered. It reaches him on WhatsApp.
Who watches which part
Order desk clerk
Today’s list: held, ready to pick, part dispatched. He answers the phone from it.
Storekeeper
The pick list for the day, and the challan raised against what left the floor.
Sales officer
His route’s orders, who is on hold, and who has gone quiet this month.
Frequently asked questions
Does it track the lorry?
No. The lorry number and the LR are recorded on the challan. That is where it stops. Where the vehicle is at four in the afternoon is still a call to the transporter, exactly as it is today, and no screen here pretends otherwise.
Can the dealer see the status himself?
Yes, on his own order. He sees the same stage your clerk sees, which takes a fair number of calls out of your morning and gives him something to tell the customer waiting for the material.
What if we dispatch without an order?
It happens, especially with a counter sale to a dealer who has driven down. A challan can be raised directly, and the stock moves the same way. The order screen simply has nothing to close.
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