Despatch Order

Despatch is currently a shared role, divided between 2 admin staff. They are responsible for booking transport, booking timeslot, processing orders and handling any customer query, issues or complaints.

  1. Customers send the orders thru email to orders@coldlogistics.com.au. Print the orders then reply to the customers who require confirmation that the order has been received. (C Coconut, Yogurtland, Royce Australia, Delmaine and Castleglen)
  2. Highlight all important and needed information (destination, delivery date, product code and quantity). Workout the process date, pickup date, delivery date and transport. Mark the orders with the transport picking up the order. Most OPUs (own Pick Up) will have the same pickup and delivery date unless the customer advise differently. OPU orders have a cut off time of 12noon for next day pickup.
  3. Orders for the day needs to be sorted according to the transport picking up the stock (Don Watson, Micway, Freezex, Toll, SCT, and OPU), timeslot bookings and C3, Egor’s delivery and Minto Orders.
  4. Check all Don Watson booking for despatch today and write up Don Watson connote book. See below
  1. Start processing orders. Separate the orders for Marsden Park and Blacktown. Process the Marsden Park orders first because you need to send them between 10am and 12noon. To process orders in Warehouse Sheriff (WHS), see “Generic–AddnewOutgoingorderinWHS”.You will need to print 2 more copies of each order. 1copy to be attached with the picklist and the other 2 will be attached to the 2 connotes.
  2. Email a copy of the order/s and any details necessary to receivables@coldlogistics.com.au, customer_service@coldlogistics.com.au and mpsupervisor@coldlogistics.com.au. Make sure to send them per customer.
  3. Checked email if Botany and Yogurtland sent their orders before cut off time, their cut off is 10am and 12pm respectively. Process the orders ASAP and give them to the warehouse once done. If no orders were received, please follow up with them to make sure they send it ASAP.
  4. Start processing all other orders for today. Paperwork will be the same as Marsden Park orders.
  1. Start booking transport before the cut off time. Please see “TransportBookingTable” to check booking cut off time per transport and “Booking Transport” to see how to book transport.
  2. Book timeslot ASAP, please see “TransportBookingTable” to check the timeslot booking cut off time. If you are booking a C3 timeslot, Please see “C3 Timeslot Bookings”.
  3. Update run sheet, see below sample.