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The Dispatch Management module records all outbound shipments of used vegetable oil from your collection centers to buyers, processors, or other destinations. It provides complete shipment tracking and compliance documentation.

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Overview

Dispatches represent the “exit” side of your AVU business:
  • Collection Tickets = Entrada (material coming IN from generators)
  • Dispatches = Salida (material going OUT to processors/buyers)
The system tracks:
  • Volume dispatched
  • Destination information
  • Vehicle and driver details
  • Government permits and guide numbers
  • Material description and presentation

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Dispatch Information

Each dispatch record contains:

Shipment Details

  • Date of dispatch
  • Description of material
  • Presentation/packaging format
  • Quantity in liters

Destination

  • Company name (Razón Social)
  • RIF (tax ID)
  • Physical address

Transportation

  • Vehicle (plate, brand, model)
  • Driver name
  • Driver ID (Cédula)

Compliance

  • MINEC guide number
  • Sorting and filtering

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Creating a New Dispatch

Use the form at the top of the Salidas (Dispatches) page:
1

Specify Date and Material

Enter the shipment basics:
  • Fecha: Date of dispatch (date picker)
  • Descripción: Material description (e.g., “Aceite Vegetal Usado procesado”)
  • Presentación: Packaging format (e.g., “Tambores 200L”, “IBC 1000L”, “Granel”)
2

Enter Quantity

  • Cantidad despacho (lt): Volume being shipped in liters
3

Document Destination

Record where the material is going:
  • Destino Razón Social: Buyer’s company name
  • Destino RIF: Buyer’s tax identification
  • Destino Dirección: Buyer’s physical address
4

Assign Transportation

Select or enter vehicle and driver:
  • Vehiculo: Choose from registered fleet (optional)
  • Nombre Chofer: Driver’s full name
  • Cedula: Driver’s ID number
5

Add Compliance Info

  • Numero Guia MINEC: Ministry of Environment guide/permit number
6

Save Dispatch

Click “Agregar” to create the dispatch record
Vehicle selection is optional. If no vehicle is selected, you can still create the dispatch. Vehicle brand, model, and plate can be entered manually or pulled from your fleet registry.

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Dispatch Table Fields

ColumnDescriptionSortable
FechaDispatch date✓
DescripciónMaterial description✓
PresentaciónPackaging format✓
Cantidad (lt)Volume in liters✓
Destino Razón SocialBuyer company name✓
Destino RIFBuyer tax ID✓
Destino DirecciónBuyer address✓
MarcaVehicle brand✓
ModeloVehicle model✓
PlacaVehicle plate✓
Nombre ChoferDriver name✓
CedulaDriver ID✓
Numero Guia MINECPermit number✓
AccionesEdit/Delete buttons-

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Editing Dispatches

To modify an existing dispatch:
  1. Click the Edit icon (pencil) in the Actions column
  2. Dispatch data populates the form fields
  3. Make your changes
  4. Click Guardar (Save) to confirm
  5. Click Cancelar (Cancel) to discard changes
Editing dispatch volumes affects dashboard analytics and Book of Control reports. Ensure accuracy before saving changes.

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Deleting Dispatches

Deleting a dispatch is irreversible and removes it from all reports, analytics, and the Book of Control.
To delete:
  1. Click the Trash icon (red) in Actions column
  2. Confirm the deletion warning
  3. Dispatch is permanently removed

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Material Presentation Formats

Common presentation types:

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Tambores (Drums)

  • Standard 200-liter drums
  • Most common for medium-volume shipments
  • Example: “Tambores 200L” or “10 tambores”

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IBC Totes

  • Intermediate Bulk Containers
  • Typically 1000 liters each
  • Example: “IBC 1000L” or “5 IBC”

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Granel (Bulk)

  • Direct tanker truck loading
  • Large volume shipments
  • No intermediate containers

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A Granel en Camión

  • Bulk in truck tank
  • Specify truck capacity
  • Example: “Granel - Camión 10,000L”
Be specific about presentation format. This information is critical for the buyer’s receiving department and for environmental compliance reporting.

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MINEC Guide Numbers

The Numero Guia MINEC field records:
  • Official transport permit numbers from Ministry of Environment
  • Required for legal interstate or international transport
  • Links dispatch to government compliance system
  • Critical for audits and environmental reporting
MINEC = Ministerio del Poder Popular para Ecosocialismo (Ministry of Environment). Always obtain and document guide numbers for shipments requiring permits.

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Vehicle Assignment

Dispatches can reference vehicles in two ways:

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Option 1: Select from Fleet

  • Choose a registered vehicle from the dropdown
  • System automatically fills brand, model, and plate
  • Recommended for company-owned vehicles

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Option 2: Manual Entry

  • Leave vehicle selection empty
  • System uses plate number from historical data or manual entry
  • Useful for contracted carriers or third-party logistics

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Dispatch Analytics

Dispatches affect:

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Dashboard Metrics

  • Total Dispatched: Cumulative liters shipped out
  • Chart Visualization: Orange “Salida” line shows outbound volume over time
  • Appears only when viewing all generators (no filter applied)

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Book of Control

  • FOLIO 03: Bitácora de Salidas (Dispatch Log)
  • Lists all dispatches for the selected month
  • Shows destination, volume, vehicle, and driver
  • Includes total dispatched for the period

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Inventory Calculation

Current Inventory = Total Collected - Total Dispatched

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Sorting and Filtering

The dispatch table supports comprehensive sorting:

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Sort by Any Column

  • Click column header to sort
  • Click again to reverse direction
  • Visual indicators:
    • ⬆️ Ascending
    • ⬇️ Descending
    • ↕️ Available to sort

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Useful Sorts

  • By Date: Chronological dispatch order
  • By Quantity: Identify largest shipments
  • By Destination: Group by buyer
  • By Driver: Track driver assignments
  • By Placa: Vehicle utilization analysis

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Destination Management

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Regular Buyers

For frequent destinations, consider:
  • Keeping a reference document with buyer details
  • Copy-paste RIF and addresses for consistency
  • Create naming conventions (e.g., always “PROCESADORA CARABOBO C.A.”)

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New Buyers

For first-time destinations:
  • Verify RIF format (e.g., J-12345678-9)
  • Confirm complete address including city/state
  • Double-check contact information
Maintain consistency in buyer names. Always use “EMPRESA XYZ C.A.” not “Empresa XYZ CA” or “EMPRESA XYZ, C.A.” to ensure accurate reporting and analytics.

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Driver Documentation

The driver fields support:

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Nombre Chofer (Driver Name)

  • Full legal name
  • First and last name
  • Consistent formatting

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Cédula (ID Number)

  • National ID or driver’s license number
  • Format varies by country (e.g., V-12345678 in Venezuela)
  • Required for insurance and liability tracking
Accurate driver information is essential for:
  • Insurance claims
  • Accident investigations
  • Environmental compliance
  • Government audits

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Best Practices

Create dispatch records as soon as the truck leaves your facility. This ensures accurate inventory tracking and timely compliance reporting.
Always confirm that guide numbers are entered correctly. Errors can result in compliance violations and fines.
Periodically reconcile total dispatched against total collected to identify inventory discrepancies.
When buyers change addresses or RIF, update all future dispatch records immediately.
Be explicit about container types and quantities. “15 tambores 200L” is better than just “Tambores”.

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Dispatch Workflow

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Data Validation

The system enforces:
  • ✅ Date required: Cannot create dispatch without date
  • ✅ Quantity required: Must specify volume in liters
  • ⚠️ Description, presentation: Recommended for clarity
  • ⚠️ Destination info: Not required but essential for compliance
  • ⚠️ Driver info: Not required but recommended for safety
  • ⚠️ MINEC guide: Required for permitted shipments (manual enforcement)

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