Dispatch

The Dispatch Module in PrismERP makes managing files and letters simple and organized. You can easily add new files, track where they move within or outside the organization, and assign them to the right department or person. Letters can be added, linked to files, and monitored whether incoming or outgoing. With clear search, view, and action options, everything stays in one place, making it easy to keep track of your documents and their status.

1. New File

Field	Action
File No	Enter the unique identification number for the file.
File Name	Enter the name of the file for easy identification.
Volume	Specify the volume or size of the file.
Date of Opening	Select the date when the file was opened or created. Example: 2025-12-24
Type	Select the type or category of the file.
Department	Assign the file to a department or section for reference.
Description	Enter additional details or notes about the file.
Attention	Specify the person or team who should pay attention to this file.

2. Search, View Details & Actions

Search:

Field	Action
File No	Search files by their unique number. Example: F-1026
File Name	Search files by their name. Example: Sales Reports Q1 2025

Details View:

Field	Action
Basic Information	View key details of the file, including File No, File Name, Department, Date of Opening, Volume, File Type, and Attention.
Letters	Access all letters associated with the file.
Incoming Letters	View all incoming letters linked to this file.
Outgoing Letters	View all outgoing letters linked to this file.
File Movement Status	Track internal or external movements of the file.
Letter Movement Status	Track the movement of letters associated with this file.

Action:

Field	Action
Add Letter	Attach or add a new letter to the file.
Move Internal File	Move the file to another department or internal location.
Move External File	Send the file to an external party or organization.
Edit	Update the current status of the file and edit associated letter information if needed.

3. Add File Movement

Field	Action
Forwarded By	Enter the name of the user who forwarded the file internally. Example: mnc
Forwarded To	Enter the person or team who is receiving the file internally.
Department To	Select the department where the file is being moved.
Date	Select the date of the internal file movement.
Description	Enter any additional notes or remarks about the file movement.

4. New Letter

Field	Action
Name	Enter the name or title of the letter for identification.
Type	Select the type of letter.
Classification	Specify the classification or category of the letter.
Level	Define the level or priority of the letter.
Reason	Enter the reason or purpose for the letter.
File Name	Attach the related file or document.
Attachment	Upload an attachment if applicable.
Organization	Select or enter the organization associated with the letter.
Sender Name	Enter the name of the sender.
Receiver	Enter the name of the receiver.
Description	Add additional notes or details about the letter.
Date	Select the date of the letter.

5. Search & Actions

Field	Action
Name	Search letters or files by their name or title.
Attachment	View and manage attached files.
Status	View or update the current status of the letter/file.
Edit	Edit letter/file details and update information directly from the list.

6. Move Letters

Field	Action
File To	Select the destination file where the letter will be moved.
Forwarded To	Select the person or department receiving the letter.
Movement Date	Select the date when the letter was moved.
Description	Enter additional notes or remarks about the movement of the letter.