Trading & distribution
Prepare a confirmed sales order for dispatch
Give the dispatch team clear quantities, addresses and customer commitments before the order moves forward.
By EngageNet Team · 2 min read
Review what the customer confirmed
Read the latest confirmed order and any relevant quotation changes. Check the products and quantities rather than passing on an earlier draft. If a customer changed a requirement during a call, make sure that change reached the authorised order record. The dispatch team should not have to reconcile several contradictory messages.
Check the delivery details
Confirm the shipping address, contact person and any delivery instructions the customer has supplied. Keep billing and shipping addresses distinct when they differ. If more than one location is involved, clarify how the items are split. Do not infer a delivery location from the address used on a previous order.
Confirm readiness through the right team
Ask the people responsible for fulfilment whether the items are ready and whether any part of the order is pending. A product catalogue entry or document-ledger movement is not a physical availability check. If the business can only fulfil part of the order, agree the next step internally before making a commitment to the customer.
Make transport information usable
Keep transport details and dispatch instructions with the order where the existing workflow allows. Check who needs to receive the information and when. Avoid placing the only copy of a critical instruction in a private chat. The person preparing the dispatch should be able to find the current direction without asking several colleagues.
Update the record after the handover
Use EngageNet order and dispatch workflows to keep status and related documents available to authorised users. Record the confirmed outcome rather than marking work complete just because it was assigned. If a question remains, identify the responsible person and next action so the customer-facing salesperson knows what they can accurately communicate.