Drop Ship Procedures
How to Drop Ship Parts to Customer
There are two available methods to drop ship parts to your customers.
Method 1
Ship part(s) to the customer from your available parts inventory.
Method 2
Drop ship part(s) to the customer from your supplier. Using this option, your supplier will ship the part(s) directly to the customer, and the customer will pay you for the part(s).
Method 1
Shipping part(s) to the customer from your available inventory
Click the Print button for options to print the Sales Order (Document), Pick List, and/or Packing Slip.
See the following for examples of each print option.
Pick List
Packing Slip
Example of printed Invoice
Method 2
Drop ship parts to customers from your supplier. Using this option, your supplier will ship the parts directly to the customer and the customer will pay you for the parts.
When the Available for Sale (AFS) quantity is less than the quantity you are selling, the following No Stock pop-up will display.
Here is the Drop Ship window for selecting Shipping Method and Shipping Address.
ATTENTION: The address information selected or entered in the DropShip window above will ONLY populate the Drop Ship Address on the Purchase Order when the order is extracted. Care should be used when selecting or entering any address information.
If a customer has a Drop Ship Address or multiple addresses on file, those will be available when selecting from the Address 1 field.
If a customer does not have a Drop Ship Address on file, the Bill To Address or Business Address will be available when selecting from the Address 1 field. If needed, you can manually enter the address.
After completing the Drop Ship information, be sure to check mark the Ship To box and enter the Shipping Address as needed.
At this point you can convert your Sales Order to an Invoice. Since the QOH/AFS was 0 (zero) for the sale, your QOH/AFS will be -1. You can use the "Auto-Receipt of Dropships" feature to prevent the issue with the reduction of QOH/AFS from drop ships.
The next step in this process is extracting your Drop Ship into a Purchase Order.
Your order screen will display with ALL parts that are on Back Orderand Drop Ship. You will want to filter down to the item(s) that are for your Customer.
In this example, we are filtering the Shipping Method.
Switch to the Order Summary tab, check mark the order line, and select either of the Save PO options.
Either of the PO Save options will work. If you select the Create and Save PO’s, you will need to approve the PO manually. If you select the Approve and Save PO’s, the PO will automatically be approved. After you have selected the Save PO option, you will be given a display of the PO # assigned and the option to open the PO.
Example of Purchase Order showing Ship To “Customer” along with Ship To address.
Since the item was sold, your On Hand/AFS is now -1 (negative one). Once you receive acknowledgment from your supplier, you can create an I/R Bill to adjust your On Hand/AFS back to 0 (zero).
