This SOP is built for practical execution. The goal is simple: invoice integrity + dispatch readiness + movement controls, all in one connected flow.
SOP objective
Prevent the usual disconnect where accounts completes invoicing but dispatch moves without structured readiness checks. A good SOP reduces both compliance risk and operational chaos.
Step-by-step workflow
- Order and party validation: confirm GST/customer/master data before invoice draft.
- Invoice preparation in TallyPrime: finalize document details, value fields, and references.
- Pre-dispatch compliance check: movement classification, threshold/exemption review, responsibility assignment.
- Movement documentation stage: transporter/vehicle details validated with ownership.
- Dispatch release control: only green-check shipments move.
- Post-dispatch exception recording: log edits, delays, reroutes, and corrective action.
RACI model
- Responsible: Accounts executive + dispatch coordinator
- Accountable: Operations lead
- Consulted: Transport coordinator
- Informed: Sales/customer team
Control points that matter most
- Single source of truth for dispatch-ready status.
- No “verbal approval” dispatches.
- Every exception gets an owner and closure time.
Suggested rollout
- Start with one branch/team for 7 days.
- Track misses and categorize by root cause.
- Refine SOP once, then standardize across teams.
Companion tools: Validity Calculator and Penalty Risk Checker.