Sample Dispatch Tracking
Track every sample you send to a customer — which designs, which colour variants, when they were sent, and whether they were acknowledged. A complete dispatch log linked to your sample library.
What dispatch tracking does
Every dispatch record captures the full context of a sample leaving your premises — who it went to, what was sent, and the current status of receipt.
Status workflow
Every dispatch moves through a clear status flow: Draft (being prepared), Sent (dispatched to the customer), Acknowledged (customer has confirmed receipt). Each status transition is recorded with a timestamp.
Customer-linked records
Each dispatch is linked to a customer from your master table. Filter your full dispatch history by customer to see every sample sent to a specific buyer over any time period.
Sample and variant linking
Dispatches reference specific samples and colour variants from your library. The dispatch record shows design numbers, MPNs, and quantities — directly connected to the live sample records.
The dispatch workflow
Create a draft dispatch
Select the customer, add the samples and colour variants being sent, set the dispatch date. The draft state lets you prepare and review before marking as sent.
Mark as sent
When the physical samples leave your premises, update the dispatch status to Sent. The sent timestamp is recorded automatically.
Acknowledge receipt
When the customer confirms receipt, mark the dispatch as Acknowledged. This closes the loop and provides a complete audit record of the sample's journey.
Search and filter
The dispatch list is filterable by:
Select from your customer master
All / Draft / Sent / Acknowledged
From / to date picker
Search within dispatches
Paginated results with configurable page size (20, 50, or 100 per page). The total dispatch count is shown live as filters are applied.
Why dispatch tracking matters
Know what you sent and when
Disputes about whether a sample was sent, when it was sent, and which colour variant was dispatched are resolved instantly. The dispatch log is the record.
Follow up on unacknowledged dispatches
Filter by Sent status to see all dispatches that have not yet been acknowledged. Follow up with customers systematically instead of relying on memory.
Complete sample history
A sample's full history includes not just when it was created or modified, but when it was dispatched and to whom. The dispatch record is part of the sample's lifecycle.
Frequently asked questions
Can one dispatch include multiple samples?
Yes. A single dispatch record can include multiple samples and colour variants — for example, a full range of designs sent to one customer in one shipment.
Can I dispatch the same sample to multiple customers?
Yes. Create separate dispatch records for each customer. The sample library record is shared; dispatches are per-customer records linked to it.
Is dispatch tracking connected to the sticker/QR system?
Dispatch records reference sample and colour variant IDs from your library, which have their own QR stickers. The systems are complementary — the sticker identifies the sample, the dispatch records where it went.
Can I export dispatch records?
Dispatch data is viewable within SampleLedger. Export functionality is on the roadmap.
Who can create and manage dispatches?
Users with Admin or Owner roles can create and manage dispatch records. Staff access to dispatches follows the role configuration set by the organisation owner.
Start tracking your dispatches
A complete record of every sample sent — who received it, when, and whether they confirmed.