Creating and working with drop-ship purchase orders

Before you can drop-ship, you need to link suppliers to products and set prices. See creating drop-ship suppliers and prices.

Creating drop-ship purchase orders

Drop-ship purchase orders must be created from a sales order. The delivery address on a drop-ship purchase order is copied from the delivery address on the originating sale.

There are a number of ways to create drop-ship purchase orders:

Manually, for a single sales order

Note: In order to be able to create drop-ship purchase orders, you will first need to activate partial/advanced fulfillment by going to Settings > Products/inventory > Inventory settings and setting 'Split/partial fulfillment and drop-ship purchase orders' to 'Yes'.

Once the setting is enabled, a single sales order can be fulfilled to a drop-ship purchase order as follows:

  1. Search for and open the sales order
  2. Hover over the Fulfill link at the top of the order and select Partial/advanced fulfill
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  3. Confirm the quantity to drop-ship
  4. Select the vendor next to each item
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  5. Select "Ship to customer" in the Ship PO(s) to field.
  6. Click the Create purchase orders/goods notes button.
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  7. A separate PO is created for each supplier selected. The POs are listed at the bottom of the screen. Click the edit pencil next to a PO to open it and send it to your supplier.
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Manually, for a product range or brand

If you always drop-ship a certain range of products, find the unfulfilled sales for those products using the filters on the Sales detail report. You can filter the sales detail report by brand, category, type and vendor, as well as row fulfillment status.

Select the relevant lines and update the sale status to something along the lines of "Due to drop-ship".

From the Sales list, create drop-ship purchase orders using the Drop-ship button.

Where local inventory has run out

While you have inventory, it will be allocated from the warehouse selected on the channel.

Once the inventory is all used up (or you never had any in the first place) you will see orders where no inventory is allocated. From the Sales list, select the orders that have no allocations and create drop-ship purchase orders using the Drop-ship button.

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Clicking the 'drop-ship' button brings up a modal window where you can choose the quantities and which supplier to use for the drop-ship purchase order:

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The options to choose from are:

  • Quantity to order:
    • Unallocated inventory, less quantity already on purchase orders
    • Unallocated inventory
    • Same quantity as on the sale
  • Supplier/vendor to use:
    • Primary supplier/vendor: the products' primary supplier
    • Cheapest supplier/vendor: the vendor whose price list lists the product(s) at the lowest cost
    • Any individual vendor
  • Update sales to status: choose whether to update the sales orders to a specific status
  • Send notification email to supplier/vendor(s): choose the subject of the email and the template to use.

Note: At least one drop-ship purchase order will be created per sale - unlike a batch purchase order, it won't combine the items into a single order! This is because the drop-ship purchase orders need to be shipped to the customers directly, so a separate purchase order is needed for every customer address.

Using Automation

The Brightpearl Automation app can be set up to create drop-ship purchase orders automatically.

See the Automation actions article for more detail.

Partially shipped drop-ship orders

Drop-purchase orders can be split to back order.

This is useful if your vendor confirms they will only send some of the goods to your customer with the rest to come later. You can split goods to a new drop-ship order, allowing you to mark the items your customers have been sent as fulfilled and shipped.

To move items into a back order:

  1. Open the drop-ship PO
  2. Select the lines you want to move
  3. Click "Split to back order"
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Deleting drop-ship purchase orders

A drop-ship purchase order may need to be deleted if you need to cancel the original sales order or if it was set to drop-ship by mistake during the fulfillment process.

The same controls are applicable when deleting a drop-ship purchase order as a standard purchase order for delivery to your warehouse:

  • The inventory hasn't been marked as shipped
  • No invoice is marked as received on the order
  • No payment is marked against the order (payments can be re-allocated or canceled)

Once the drop-ship purchase order has been deleted the original sales order will be unfulfilled and can therefore be canceled, deleted or re-fulfilled correctly.

Editing drop-ship purchase orders

Being able to edit drop-ship purchase orders can lead to discrepancies and mismatches between the original sales order and the purchase order.

To avoid such problems in your Brightpearl account, inventory items on a drop-ship purchase order cannot be edited once the purchase order has been created.

To change inventory items on the drop-ship purchase order, you will need to delete the purchase order, edit the sales order, and then re-create the purchase order.

Non-stock items, such as free-text rows for shipping or other services, can be added to and removed from drop-ship purchase orders since these lines are not linked to the original sales order.

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