How To Dispatch Items To A Sub-Contractor

Modified on Thu, 22 Apr, 2021 at 3:31 PM

With ProCal-Track 6.6.15, a new Sub-Contractor module has been released. This module allows easy management and dispatch of items that require a sub-contracted calibration. The new system allows users to:

  • Dispatch items from the same order to multiple sub-contractors
  • Manage both sub-contractor and end customer pricing
  • Manage sub-contractor carriage costs
  • Generate sub-contractor dispatch notes
  • Return items back to the system when received from the sub-contractor


The module groups instruments by order numbers. If you are not using order numbers to cover batches of instruments, you will not currently be able to use the sub-contract module.


The module allows you to set a percentage surcharge to automatically calculate the cost to the end customer, based on the sub-contractor's price. If you do not wish to auto-calculate the costs, please set the surcharge to zero. This option can be found in 'Utilities > Advanced > Program Options' and then 'System settings':



Please follow the guide below to use this module.


Dispatching to sub-contractor

  • Launch the module from Utilities > Sub-Contact Instruments > Dispatch To Sub-Contractor
  • Enter the order number related to the item(s) you wish to dispatch. You can also enter a job number, which will link to the item's order number. Press search once you have entered your details:

  • The sub-contractor module will load with details of all instruments related to the order:

  • Items in the list can only be managed for sub-contract if the instrument status is in 'E: Received'. If an item is not in this status, it will be faded out on the list and no changes will be permitted.
    • If an item has already been sent to a sub-contractor, the item will be displayed as faded and edits will not be allowed, but all details logged when it was sent to the sub-contractor will be viewable.

To prepare an item for dispatch:

  • Enter the sub-contractor details using the contacts system. The sub-contractor must exist as an item in your contacts system, as the module requires the account number to tie data together

  • Next, the details for the sub-contract order should be entered. These details are:
    • Subcon Order No: your order number for this batch with the sub-contractor
    • Dispatch date: the date of dispatch to the sub-contractor
    • Expected return: the date on which you expect the sub-contractor to return the item
    • SubCon Price: the price that the sub-contractor is charging you
    • Customer charge: the price that you will charge the customer. This is auto-calculated if you have set a surcharge percentage in ProCal-Track system settings

  • The customer charge can be changed manually even if a surcharge is set. If you do this, you will be prompted by the software to check that you mean to take this action. Pressing yes will allow you to enter a manual price, pressing no will revert the price back to the calculated amount:

  • Repeat these steps for all items that need to be sent to a sub-contractor. Different items can be sent to different sub-contractors from the same order:

  • When you have entered the order details for all instruments that require dispatch, press the 'Dispatch Items' button.
  • You will be prompted to enter delivery/carriage charges for each sub-contractor relating to the current order. There is only one delivery/carriage charge per sub-contractor, instead of a delivery/carriage charge per item. Press 'cancel' if you do not want to add a delivery charge for the end customer:

  • ProCal-Track will now create an order in the background that relates to the end customer's order. This will include all details and pricing for the sub-contracted items as well as any delivery charges, so that these can be included on dispatch notes and invoicing at the point of processing/dispatching from ProCal-Track to the end customer. This order will appear in ProSales for those that use it.
  • ProCal-Track will produce sub-contractor dispatch notes for all items that need to be sent. Please download the report from the bottom of this article and place in your mapped Reports_SQL\Instrument folder in order to generate the new sub-contractor dispatch report.
    • Please note that the template can be customised with your company logo and any specific wording that you require for the dispatch note.

  • Once the dispatch notes have been saved/printed, you can exit the module. Or, you can set more items to send to sub-contractors on the order if needed.

Was this article helpful?

That’s Great!

Thank you for your feedback

Sorry! We couldn't be helpful

Thank you for your feedback

Let us know how can we improve this article!

Select at least one of the reasons
CAPTCHA verification is required.

Feedback sent

We appreciate your effort and will try to fix the article