Sales Order to Purchase Order to Dropship

This article will walk you through creating a sales order that will be drop shipped to a client.

Step 1: First, we need to make some configuration changes to prepare. In the back office, go to the SETTINGS module and click on Configuration.

Step 2: 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.

Note: 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.

Step 3: Add drop ship as a delivery condition. Select the INVENTORY module and click on Delivery Conditions from the drop down menu.

Step 4: Click New, and add one called Dropship.

Now we can create the order:

Step 1: Click on the SALES module, and then the "+" sign to the right of Orders. .

Step2: 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.

Note: 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”

Step 3: On the screen that pops up for the purchase order, fill in the supplier’s information and the customer information in the appropriate places.

Step 4: Once complete, click on Confirm and close the window.

Note: 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.

Step 5: Now, we need to create an invoice from the sales order. Go to the SALES module and click on Orders.

Step 6: Locate the order you previously created, click the More button on the right, and select Convert to Invoice.

Step 7: 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 click Confirm.

Step 8: To take a payment on the invoice, click on "$" 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

Step 9: To print a receipt for payment click the Print icon at the bottom of the screen.

Step 10: The final step is to receive the purchase order. Click on the PURCHASE module and then select Purchase Orders from the top menu. Locate the relevant purchase order, and from the More menu, select Receive PO.

Step 11: 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.