Dispatch Mail
DISPATCH MAIL
1. Overview
The Dispatch Mail is an automated notification sent every morning at 9:30 AM.
It provides details of all invoices dispatched in the current month (from the 1st of the month up to yesterday), grouped by Company and Plant.
This ensures both clients and internal teams have complete visibility into dispatch activities.
2. Purpose
- To share month-to-date dispatch details with clients and internal teams.
- To provide clear visibility of plant-wise dispatched invoices.
- To help management and sales teams track monthly dispatch performance.
- To maintain transparency and reduce follow-ups.
3. Recipients
The email is automatically sent to:
- Client contacts (configured per company & plant).
- Internal personnel (Sales, Management, Logistics) defined in:
Email Configuration → Dispatch Mail
4. Email Delivery Schedule
- Triggered daily at 9:30 AM.
- Includes invoices dispatched from the 1st of the current month until the current date.
- No manual action required.
5. Email Content
Subject Line
“Dispatched Invoices for [Company / Plant] – [Month-Year]”
🔹 Example:
Dispatched Invoices for Alpha Industries – Plant A – September 2025
Email Body
Invoice Line Item Details
| Invoice Number | Invoice Date | Plant Name | Sales Order Number | Line Item | Part Number | Part Description | Qty |
|---|---|---|---|---|---|---|---|
| INV-1001 | 2025-09-05 | QQS Plant-01 | SO-2025-015 | 1 | P1234001 | Pump Shaft Assembly – Alloy Steel, Heat Treated | 25 |
| INV-1002 | 2025-09-08 | QQS Plant-01 | SO-2025-018 | 2 | P1234005 | Bearing Housing, High Precision | 50 |
| INV-1003 | 2025-09-10 | QQS Plant-02 | SO-2025-020 | 1 | P1234010 | Gear Coupling – Heavy Duty | 10 |
| INV-1004 | 2025-09-12 | QQS Plant-02 | SO-2025-021 | 3 | P1234015 | Motor Shaft Sleeve – Stainless Steel | 15 |
| INV-1005 | 2025-09-15 | QQS Plant-01 | SO-2025-025 | 1 | P1234020 | Control Panel Box – Electrical, With Safety Cover | 5 |
| INV-1006 | 2025-09-18 | QQS Plant-03 | SO-2025-027 | 2 | P1234030 | Hydraulic Cylinder Rod – Chrome Plated | 12 |
| INV-1007 | 2025-09-20 | QQS Plant-03 | SO-2025-029 | 4 | P1234040 | Valve Housing – Forged Alloy, Heat Resistant | 30 |
| INV-1008 | 2025-09-25 | QQS Plant-01 | SO-2025-030 | 5 | P1234050 | Crosshead Guide – For Drill Bushings, Well Service Pump, 12.250 DIA | 20 |
✅ Automated Daily Mail – Sent every morning at 9:30 AM.
✅ Month-to-Date Data – Covers all invoices dispatched in the current month.
✅ Plant & Company Specific – Sent to configured recipients.
6. Key Notes for Users
- The report covers all dispatches for the current month (1st to today).
- If no invoices were dispatched in the month yet, the mail will still trigger with a note:
“No invoices have been dispatched for [Company / Plant] in [Month-Year].”
-
Use this report for:
- Client updates
- Sales & logistics tracking
- Management performance review
-
If you are not receiving the mail but should be, check:
Email Config → Dispatch Mailor contact the administrator.