Warehouse process- The dispatch process
Warehouse process- dispatch process
Introduction to Warehouse Processes
As we know that warehouse is the storage of goods until they are needed. The goal of this warehouse processes is to satisfy the customer needs and requirements. Behind this goal lots of processes are going on and among them, out of the three major warehouse processes named ‘Receiving’, ‘Put-Away’ and ‘Dispatch’, we will discuss the ‘Dispatch’ operation in video. Let us briefly understand, what does dispatch mean?
Meaning and importance of Dispatch operation
Dispatch is the activity performed when the goods have to be delivered to the customer(s). As dispatch is a critical activity as it is the customer facing aspect of the warehouse and therefore it must operate efficiently to ensure that all goods are dispatched on time.
For every business, brand name holds a major part in market share as well as belief among customers. Why customers choose a particular brand only because they believe in their good services and satisfaction. Once a business receives good reviews, then the customer became valuable and company forced to give commitment over honor. The business continues to provide better new services to retain the customers and acquire new customers. Therefore we can say better dispatch is the backbone of any good business among all aspects.
Major Three Dispatch Operation
Major operations involves in dispatch operation are Order picking, packaging& scanning and loading & delivery.
Activities in Dispatch Process Flow
The dispatch operations begin with the order picking activity on receiving customer order, order consolidation in staging area, Quality checking and scanning, packaging and checking of trusty-worthiness, Dispatch planning and documents required or dispatch, loading and finally delivery of goods.
Dispatch Process – Order Picking
Order picking is choosing and assembling products in the specified quantity to dispatch them to customers. Order Picking is done after the customer’s order is received and a ‘Pick List’ is generated through the system.
In order to facilitate faster order picking, knowledge on stock location area is important. And also to support this faster picking, various picking methods are used such as Single Order/ Discrete Method, batching method, zoning method and wave picking.
Dispatch Process – Staging
Activities performed in staging area collecting orders after picking, verifying orders, consolidating orders and sequencing orders as per loading plan. Collecting Orders after picking involves picking of products from different zones are assembled as per order. Verifying Orders involves verifying of products against customer’s order for correctness. Consolidating Orders as per delivery route involves ordering different orders and are grouped together as per delivery route and finally Sequencing Orders as per loading plan in which Orders are kept in sequence for loading.
Dispatch Process – Quality Check & Scanning
Quality check is performed before the orders are scanned. This is done to ensure 100% delivery with ‘no returns’. It becomes the onus of the warehouse operator to ensure that quality checked materials are packed for dispatch.
The scanning of goods helps in recording product details in the system without any manual labour. Scanning is done for the following purposes such as Tracking and tracing of goods (system entries), to avoid mistakes during order picking of goods and Paperless work, saves time.
Dispatch Process – Packaging & trust worthiness
Packaging is a critical activity for a warehouse as it requires appropriate selection of packaging material, marking the boxes and labeling.
The boxes are marked using permanent markers and labeled as per the contents of the box. Special instruction stickers are also placed on boxes such as ‘Fragile’, ‘Handle with Care’ in case the products so require. Packaging saves the product from damage and makes the consignment transit-worthy.
Checking of trust-worthiness is important as if the goods packed are not transit-worthy; there are chances of damage during the shipment or storage of goods. This may lead to customer dissatisfaction and also result in loss of business. Transit-worthiness checks the product – package compatibility and the ability to sustain the vertical load during storage and shipment of goods.
Dispatch Process – Dispatch Planning
The packed and scanned goods are brought to the Bay Area from where the goods are loaded. Dispatch planning involves activities such as route planning, combine orders, group orders and vehicle planning.
Vehicle selection is based on Availability, Size, Physical condition (vehicle audit), Safety of goods to be loaded, FTL/ LTL transportation, Combination of order for vehicle loading (Group orders).
Group Order is based on Size and weight of items, Vehicle’s tonnage capacity, and Vehicle’s volume capacity.
Combine Orders involves Route formation based on location of customers and also it checks for Maximum utilization of vehicle space.
Route Planning involves activities such as Loading of trucks with deliveries for customers closes to each other, Start routes with farthest stop first, Circular routes – Don’t cross paths, Determining the best pattern for stops, multi-vehicle use, driver layover, time of the day restrictions.
Dispatch Process – Documents required
Documents required for shipment of goods are: invoice, delivery challan, waybill, gate pass and transit pass.
Dispatch Process – Loading
Loading of goods is done from the Outward area (within the warehouse) to the vehicle planned for delivery and Loading may be done using a MHE or manually.
While loading things to take care such as Liquid containers should always be kept alongside the wall of the vehicle to prevent any damage in case of spillage, Heavier consignments should be placed nearer to the engine to maintain vehicle balance (towards the inside), Glass or other sensitive materials should be well-padded and manually loaded and kept against the vehicle wall, Goods should be well stacked and unitized to avoid fragmentation of goods.
Dispatch Process – Delivery of Goods
The vehicles depart for their destined locations (as per the vehicle route) for delivery of goods and when delivering goods always remember things such as contacting customer/ destination point before delivery of goods, greeting of customers at the time of delivery of goods at their destination, ensuring of goods reach the customer at the right time, in the right quantity and at the right place and ensuring payment collection from consignee in case of credit services at the time of delivery of consignment.
Dispatchers are communications personnel responsible for the entire dispatch operation which includes receiving and transmitting pure and reliable messages, tracking vehicles and equipment, and recording other important information.
The individuals involved in whole dispatch process under the supervision of dispatch supervisor are Picker in which he is responsible for picking of items as per pick list specified by dispatch supervisor, Packer who is responsible for: Usage of correct packaging material, Repackaging of goods in case of damaged goods, Accuracy of labeling and Marking of boxes and Loader is responsible for Ensuring that documents are in place for goods to be dispatched, Applying the correct loading technique and Safety of goods while loading.