Verification for sales order

I have 3 teams, sales team, purchase team, dispatch team. I sell both online and offline. Sometimes, my local customer comes to the shop takes demo of my machine and then purchases it while my online customer goes to flipkart/amazon and purchases there. Our SLA with online ecommerce website is such that we have to dispatch products to them within a day. Now since both online and offline sales happens from the same place sometimes, we purchase some new machines and they immediately get sold to local customers. Furthermore dispatch team sends the machine to the local customer. Now what I want is a verification system which sends a notification to my dispatch team to record deliveries if that has happened so that I can have full visibility of the correct stock even when it has not been reduced from the software.