🚚 SOP 13 — Dispatch Planning

SOP Name:         Dispatch Planning
Process Code:     DISPATCH_PLAN_V1
Version:          V1
Owner:            Factory Supervisor
Applies To:       Factory Supervisor, Sales/Admin
Frequency:        Every dispatch
Last Updated:     2026-06-25
Review Frequency: Monthly

1. Purpose

Plan delivery correctly and avoid wrong product, quantity or site delivery.

2. Who Is Responsible

Factory Supervisor — plans vehicle, product and loading.
Sales/Admin — confirms customer, site and payment/approval status.

3. When To Use This SOP

Before every dispatch, once stock is approved (READY_DISPATCH_QC_V1).

4. Visual Process Flow

flowchart TD
A[Confirm customer/site] --> B[Confirm product + quantity]
B --> C[Confirm location/access]
C --> D[Confirm vehicle + driver]
D --> E[Fix loading time]
E --> F[Confirm payment/approval]
F --> G[Inform sales/admin]

5. Step-by-Step Visual SOP

Confirm customer/site name.
Confirm product and quantity.
Confirm site location and access.
Confirm vehicle and driver.
Confirm loading time.
Confirm payment/approval status if required.
Inform sales/admin.

6. Do / Don't

✅ Do	❌ Don't
Confirm site access before sending	Send a large vehicle to a tight site blindly
Match product to the order	Load whatever stock is nearest
Confirm payment/approval where required	Dispatch on unconfirmed approval

7. Checklist

[ ] Customer confirmed
[ ] Site confirmed
[ ] Product confirmed
[ ] Quantity confirmed
[ ] Vehicle confirmed
[ ] Driver confirmed
[ ] Loading time fixed
[ ] Sales/admin informed

8. Records To Update

🔵 Dispatch register
🔵 Telegram dispatch plan message
🔵 Future: Odoo stock.picking / delivery order

9. Escalation Rule

Inform Ram/Srinivasan if vehicle/driver is unavailable, site access is unclear, or payment/approval is pending.

10. Common Mistakes

Confirming quantity but not site access.
Sending the wrong product variant (8-inch vs 6-inch).
Not informing sales/admin of the dispatch.

11. Improvement Suggestion

If you find a better way to do this process, add a comment below or submit an improvement request in the SOP Improvement Register.

Automation Readiness

Telegram command: /dispatch
n8n workflow:     wf_dispatch_plan_v1
Odoo object:      stock.picking / sale.order
Approval role:    Factory Supervisor + Sales
Supabase table:   dispatch_plans
Status:           Future automation