This article will walk you through creating a sales order that will be drop shipped to a client.
First, we need to make some configuration changes to prepare. In the back office, go to Settings/Configuration. Locate and check the boxes marked “Enable purchase waybills and purchase invoices as separate document types” and “Print received payments and due amount on invoices and invoice-waybills”.
The reason this needs to be done is that waybills move inventory. In a dropship scenario, you are not moving any inventory, as the supplier will be shipping directly to the customer. ERPLY by default attaches invoices and waybills because the majority of users of our software will not need to make this distinction.
These options allow you to create the purchase invoice and to have the customer’s payment printed as a receipt on the invoice.
Next, we need to add drop ship as a delivery condition. Select Inventory/Delivery Conditions from the menu. Click New, and add one called “Dropship”.
Now we can create the order. Click the “Sales” module, then the plus sign to the right of Orders. Fill in the relevant customer information, select the items for the order, and make sure to select the Dropship delivery condition on the left hand side. Once this is complete, click Confirm.
If there is not enough stock of the given items, you will get a message to that effect. Check off the lines in question, and click “Add the items to purchase orders”
On the screen that pops up for the purchase order, fill in the supplier’s information and the customer information in the appropriate places. Once this is complete, confirm the purchase order and close the window. Note that hitting confirm is as far as ERPLY goes with the order. The system will assume that you have communicated the order to your supplier through normal channels and the order has been placed.
Now, we need to create an invoice from the sales order. Go to Sales/Orders, locate the order you previously created, click the More button on the right, and select Convert to Invoice.
When the invoice comes up, the type, shown in the grey sidebar to the left, will be set to Invoice-Waybill by default. Change this to Invoice and confirm.
To take a payment on the invoice, click the dollar sign icon at the bottom of the screen. Fill in the relevant information about the payment and click save, then close the payment screen.
Now, the invoice has been paid. You can print a receipt for payment by clicking the Print icon at the bottom of the screen.
The final step is to receive the purchase order. Click Purchase/Purchase Orders from the top menu. Locate the relevant purchase order, and from the More menu, select Receive PO.
As this is a dropship, we won’t be actually receiving any inventory, so this is strictly for record-keeping and to close out the dropship process. The Type will be set to Purchase Invoice-waybill by default. Change this to Purchase Invoice. Enter the invoice number from the supplier, Confirm, and Save.
The process is now complete.