How to Create GDN (Goods Dispatched Note) | Step-by-Step Guide

Learn how to create GDN (Goods Dispatched Note) in O2VEND ERP with our complete step-by-step guide. Manage outbound shipments, track deliveries, and reduce inventory errors. GDN (Goods Dispatched Note) is essential for accurate inventory management and shipment tracking in O2Vend ERP. This guide helps warehouse teams create GDN efficiently.

Access GDN entries from the Outbound Shipments list in your ERP system.

Steps to Access GDN:

  1. Open the Back Office
  2. Go to Inventory menu
  3. Select Outgoing Packages
  4. Click Goods Dispatched to view GDN list
Goods Dispatched list in O2Vend ERP

This page displays all outbound shipments with dispatch status and tracking details.

How GDN Works in O2VEND ERP

Goods Dispatched (GDN) manages:

  • Outgoing packages
  • Sales order dispatches
  • Delivery challan shipments
  • Branch transfers

GDN screen displays:

  • Shipment Date
  • Customer Details
  • Delivery Partner
  • Packaging Information
  • Shipment Status

GDN ensures:

  • Accurate inventory stock-out updates
  • Verified picked, packed, and dispatched orders
  • Proper tracking of sales order deliveries
  • Delivery accuracy and audit compliance
  • Streamlined last-mile logistics
O2Vend GDN workflow overview

GDN Columns & Their Functions

Understanding each column helps manage shipments efficiently.

Column Function
Created On Date and time GDN was created
Shipment No / Customer Shipment reference number and customer details
Tracking Number Courier tracking ID for shipment monitoring
Delivery Challan / Order No Sales Order or Delivery Challan reference
Courier Delivery partner or logistics provider name
Status Current shipment stage (Dispatched, OutForDelivery, Delivered, etc.)
Location / Rider Warehouse dispatch point and assigned rider
Dimension & Weight Package measurements for courier charges

GDN Status Types:

  • Dispatched – Handed to logistics partner
  • OutForDelivery – In transit for delivery
  • Delivered – Customer received package
  • Exception – Delivery issue occurred
  • AttemptFail – Delivery attempt unsuccessful
  • PickedUp – Pickup completed (returns)

GDN Filters Section

Use filters to locate specific outbound shipments quickly:

  • Date Filter (From/To) – View dispatches within date range
  • Shipment No / Order No – Search by reference
  • Customer – Filter by customer name
  • Tracking Number – Search by courier ID

GDN Top Action Buttons

Goods Issue - Creates GDN, deducts stock automatically, marks order as dispatched

Export All - Exports complete outbound shipments list

Export with Line Items - Exports product-level details for reporting

Step-by-Step Process to Create a GDN

Step 1: Open Goods Dispatched Screen

Navigate to: Inventory → Goods Dispatched

Or open directly from Sales Order or Delivery Challan.

Creating GDN in O2Vend ERP

Step 2: Enter Transportation Details

Provide logistics information:

  • Courier / Transporter Name
  • Rider (for own delivery)
  • Tracking Number / LR Number
  • Tracking URL (if available)

Step 3: Verify Order & Dispatch Location

Confirm:

  • Reference (Sales Order or Delivery Challan Number)
  • Dispatch Location (Warehouse or Branch)
  • Sub-location (Shelf, rack, or bin)

Step 4: Choose Item Entry Mode

Select entry method:

  • Scan Mode – Barcode scanning (faster, fewer errors)
  • Type Mode – Manual product search

Step 5: Review Product List

Verify:

  • Product Name
  • SKU Code
  • Quantity Ordered
  • Units
  • Sub-location

Step 6: Enter Dispatched Quantities

Enter final dispatch quantity:

  • Supports full dispatch
  • Supports partial dispatch
  • Prevents over-dispatch

Step 7: Assign Units & Sub-Locations

Confirm:

  • Unit selection (Box, Piece, Carton, etc.)
  • Sub-location details

Step 8: Add Package Details

Enter:

  • Package dimensions
  • Weight
  • Number of packages

Step 9: Bulk Entry (Optional)

Upload product dispatch details using Excel for large orders.

Step 10: Review & Confirm

Verify before saving:

  • Courier details
  • Tracking number
  • Product quantities
  • Package details
  • Dispatch location

Step 11: Save the GDN

Once saved:

  • Inventory stock reduces in real-time
  • GDN status changes to Dispatched
  • Delivery logs recorded in system
  • Shipment available for tracking

Final Outcome of GDN Process

After completing GDN:

  • Goods marked as officially dispatched
  • Stock-out entry recorded automatically
  • Delivery workflow begins
  • Audit trail maintained

A properly executed GDN ensures smooth warehouse operations, accurate inventory management, and reliable delivery performance.

Pro Tip: A well-managed GDN workflow improves operational efficiency, reduces errors, and strengthens supply chain performance.

Need Help with GDN Workflow?

Get support with GDN setup, courier configuration, outbound shipments, and dispatch process optimization in O2Vend ERP.

Contact O2Vend Support →