What is PPD?
Pick, Pack, and Dispatch (PPD) is a module primarily used in centralised warehouse operations that services multiple satellite offices or field service teams. For example, a client with around 12 sites and multiple field offices around the UK has a central warehouse that manages all parts stock.
Stock requests are sent to the warehouse, which manages racks of inventory. When demand arises, the warehouse picks, packs, and prepares the parts for collection by either engineers or couriers.
Enable user settings before using the module. The pick list must be switched on, along with the Pack and Dispatch Sales Orders and Dispatch Type features. These must be activated to use the full functionality.
Getting There
The main features are found within Stock Records via the Stock menu.
You'll find the Pick, Pack & Dispatch tabs across the top.
The Pick List and Pack & Dispatch also exist as separate modules found on the Stock screen or menu.
This is especially useful for users focused solely on warehouse operations who may not need access to the rest of the system.
Generate a Pick List
The usual process begins by running a job, sales order, or quote, which triggers a part request or generates a pick list. Let's start by creating a Sales Order.
Head to Sales Order via the Stock menu.
Click Add New Sales Order.
Enter the necessary information, such as reference, customer ID, and dates.
Add stock lines.
Submit the order and confirm the use of available stock.
Once raised, the order status becomes Active.
Without Pick, Pack and Dispatch, the next steps would involve invoicing, releasing a delivery note, and completing the invoice. With PPD enabled, an extra step is introduced.
Now, head to Stock Records and select Pick List.
If stock is available on hand, it skips Part Request and proceeds directly to the Pick List.
Order with No Stock
If you raise an order with no stock, you must first submit a Part Request, followed by a Goods Received note, before starting the Pick, Pack and Dispatch process.
Create your Sales Order and add the lines.
You'll notice that there is no stock On Hand for the item.
Click Done to open the Book Stock Item window.
Tick the For Order check box to raise this as a Part Request.
Click Confirm to proceed.
Check the details and click Raise Request.
Once raised, the item appears in the PO screen where it can be updated.
Requests will remain here until accepted.
Once accepted, click Raise PO via the Action Tray.
Check the details in the window; you can also alter the quantity and cost.
Once confirmed, you'll be taken to the Add New Purchase Order window, where you can see that the PO has been linked to the part request.
Select the PO, click Raise Purchase Order and then Confirm the PO.
With the PO approved, you'll need to confirm the goods have been received.
Head to Purchase Records via the Stock menu.
Click Goods Receiving.
Select the PO and fill in any necessary fields.
You can Send To Pick at this stage (which saves you time) or leave it unchecked for a later date.
Click Goods Receiving.
Finally, click Confirm to complete the process.
To check everything is working, head back to Part Requests.
Enable Show Completed to find your request, you'll see the status says Send To Pick.
You will find the order waiting in the Pick List.
Pick, Pack and Dispatch
Pick list
The screen on the left displays all current pick demands from jobs, sales orders, or stock transfers. To the right, you have all open lines.
Use filters to refine results and group the items to be picked. Most users pick by order, rather than by location.
Click Show All if you are unsure where to look.
Select the relevant items with the check box on the left.
Click Save List.
This moves them to the Open Lists.
If the item is serial-number enabled, the serial number must be selected at this stage, linking it to the job or sales order.
The list can be issued to a mobile user or engineer via the ellipsis.
Tick the check box to enable Engineers.
The mobile app doesn't require a separate license. Engineers can be set up to use it for picking tasks. They can work independently within the system, processing pick lists assigned to them.
From the Action Tray, you can print the pick list if needed. This generates a document without a header or footer, designed purely for internal use, e.g. a warehouse user will pick the items, and return to the system to mark the list as picked.
If using mobile devices, printing is usually unnecessary. Picked items can be marked for collection, bypassing the pack and dispatch steps if desired.
You can delete the list.
This marks the items for collection, which bypasses the Pack and Dispatch process.
To proceed, mark the list as picked and click Confirm. This will also print out a pick list.
The pick list will move to the Pack and Dispatch section.
Congratulations! You have created a Pick List.
Pack
In Pack and Dispatch, Items are packed, labelled, and prepared for handover to the courier or engineer. This division of responsibilities is why Pick, Pack, and Dispatch exist as separate steps.
The Pick List displays your picked items. Multiple items may be listed if more were selected.
List Name includes the packing date and a unique number.
Expanding the nested grid shows all items within the pick list.
Issue To: Lets you assign the task to someone responsible for packing.
Package Type: lets you select what the items should be placed in (e.g., Jiffy bag, box, pallet). This is useful when generating courier documentation.
Disassemble: If necessary, you can disassemble the list to undo the action by selecting it, for example, if a job is cancelled or the item is damaged. This sends the item back to the demand queue.
Use the Action Tray to Pack the list. You have to pack the lists individually.
Packing triggers the dispatch process, and a dispatch note is created.
Warehouses often print this and attach it to the item to inform the courier or engineer of the contents.
Dispatch
In the Dispatch section, you can review packed items awaiting shipment.
The left section consists of your Dispatch list, and on the right, you have all your Awaiting Dispatch lists.
The Action Tray for the Dispatch List lets you:
Edit: This allows changes to dispatch details such as bay location, cost, and courier.
Mark as Awaiting Dispatch: Once the details are confirmed, such as a new delivery method, you can mark and move it to Awaiting Dispatch.
Print: This will produce a Dispatch list.Once confirmed, dispatch the item using either Bulk Dispatch or the single dispatch button via the Action Tray.
This moves the item to the invoicing stage. For jobs, the stock moves to Work in Progress.
You have successfully Dispatched the list!
Now that's dispatched, head back to Sales Order.
You'll notice that the Sales Orders status is now set to Sent for Invoicing.
Click on Sales Order Invoicing.
Because the order has gone through the dispatch process, it skips the Delivery Notes To be Released section and jumps straight to Generate Invoice, ready for completion.
Pick, Pack and Dispatch (Mobile)
Create a new pick list and issue it to an engineer.
Open the Mobile app and select Pick, Pack and Dispatch.
You'll see any assigned lists here.
Click on the list to open it.
The list automatically removes any items already picked.
If you have multiple items, use the barcode scanner to search for one.
Once located, click Select.
In the Pick screen, use barcode scanning or manual entry to confirm the Part and Bin number. This ensures the picker is physically in the correct location, supporting perpetual inventory tracking.
Enter the Quantity and Serial Number (if required).
Click Confirm To Pick.
The mobile system manages the stock live, enforcing accurate picking and reducing the need for frequent stock takes.
Next, move to the Pack section.
Select items to pack.
Choose a Dispatch Note.
Specify the Package Type.
Optional dispatch notes can be printed via Bluetooth printers.
Finally, tap Mark As Packed.
Switch to the Dispatch section and select items for dispatch.
Confirm the delivery method and bay location, and complete the process.
The system immediately updates the changes. The Pick lists disappear from the active screen.
The PPD process ensures traceability, accuracy, and efficient stock movement from the warehouse to the engineer or customer.
Congratulations! You have Picked, Packed and Dispatched the order.