Non-Dispatched Invoice Email
NON-DISPATCHED INVOICE EMAIL
1. Overview
The Daily Non-Dispatched Invoice Email is an automated notification sent every morning at 9:30 AM.
It provides both a summary and a detailed breakdown of invoices that are created but not yet dispatched as of the report date.
This ensures that the Sales Team and Management always have complete visibility into pending dispatches.
2. Purpose
- To track invoices that are pending dispatch.
- To help Sales teams prioritize follow-ups.
- To allow Management to monitor delays across plants.
- To ensure all stakeholders take timely action.
3. Recipients
The email is automatically sent to:
- Sales Personnel (who handle customer orders).
- Management Team Members (who oversee dispatch performance).
Recipients are managed in:
Email Configuration → Non-Dispatch Mail
4. Email Delivery Schedule
- Sent daily at 9:30 AM.
- Triggered automatically by the system.
- No manual action required.
5. Email Content
Subject Line
- With pending invoices:
“Non-Dispatched Invoices as on [Date]” - With no pending invoices:
“No Pending Non-Dispatched Invoices as on [Date]”
5.1 Summary by Company / Plant
The first section provides an aggregated summary of pending invoices by company and plant.
It also highlights pending amounts based on age buckets:
< 7 Days7 – 14 Days> 14 Days
Sample Summary Table
| Company / Plant | Total Value (INR) | < 7 Days | 7 – 14 Days | > 14 Days |
|---|---|---|---|---|
| Alpha Industries – Plant A | 12,50,000.00 | 2,00,000.00 | 0.00 | 10,50,000.00 |
| Beta Manufacturing – Plant B | 8,75,500.00 | 0.00 | 1,25,500.00 | 7,50,000.00 |
| Gamma Engineering – Plant C | 15,20,300.00 | 0.00 | 0.00 | 15,20,300.00 |
| Delta Tools – Plant D | 4,80,000.00 | 80,000.00 | 0.00 | 4,00,000.00 |
| Total | 41,25,800.00 | 2,80,000.00 | 1,25,500.00 | 37,20,300.00 |
5.2 Invoice Line Item Details
The second section provides detailed invoice-level data, including type, company, plant, parts, and quantities.
Sample Invoice Table
| Invoice Number | Type | Date | Company | Plant | Part No. | Part Name | Status | Item | Qty |
|---|---|---|---|---|---|---|---|---|---|
| INV-1001 | NONTOOL | 18-Sep-2023 | Alpha Industries | Plant A | P10045 | Pump Housing Assembly | Yet to update | 00010 | 50 |
| INV-1002 | JOB | 20-Sep-2023 | Beta Manufacturing | Plant B | P20013 | Valve Connector | Yet to update | 00020 | 120 |
| INV-1003 | NONTOOL | 22-Sep-2023 | Gamma Engineering | Plant C | P30056 | Gear Shaft | Yet to update | 00030 | 75 |
| INV-1004 | OTHERS | 25-Sep-2023 | Delta Tools | Plant D | P40078 | Bearing Sleeve | Yet to update | 00040 | 200 |
| INV-1005 | NONTOOL | 26-Sep-2023 | Alpha Industries | Plant A | P10089 | Motor Coupling | Yet to update | 00050 | 40 |
6. Key Notes for Users
- Two levels of visibility:
- Summary of pending amounts by company/plant.
- Detailed invoice line items.
- If no invoices are pending, the email states:
“No Pending Non-Dispatched Invoices as on [Date].” - Use the summary to assess overall exposure.
- Use the detailed list to take action on specific invoices.
- Recipient lists can be updated via:
Email Config → Non-Dispatch Mail