Overview

The Vendor Drop Ship process involves the use of the Special Order (<SP>) type in Point of Sale Order Entry (1.1).  The Counterperson creates and prints a Special Order (or places the order on hold, if desired).  Next, the Purchasing Agent creates the Vendor Drop Ship (VDS) PO in Purchase Order Entry (3.2.2).  Alternatively, the Special Order Report (1.6.8, <D>etail Version) is interactive, allowing the agent to review all Special Orders and create VDS POs on the fly directly from the report.  The PO is then sent to the Vendor and <R>eleased.  Upon confirmation that the order was fulfilled (usually the receipt of the Vendor Invoice), the PO is received in Receive Merchandise (4.1.1).  When the Receiving entry is <P>osted, the user will automatically be transferred back to Point of Sale Order Entry (1.1).  The Order type will be changed from <SP> to <DI>, unless the Special Order contains additional unreceived VDS POs.  The Purchasing Agent can finalize the invoice after adding any additional freight or fees.

Setup (Optional)

Field 26 in AR Setup (10.2.2.1) can be used to control credit limit checking on Order types <QU> and <SP>.  Enter <Y> to turn this feature on.  This can be useful for checking credit limits while working on Special Orders.

Point of Sale Order Entry (1.1)

When viewing or editing a Special Order that has already generated a VDS PO, a highlighted indicator will appear next to the Order Number.  All changes will be allowed as with any other order, but the Special Order can not be deleted.  To delete the Special Order, the VDS PO(s) must be cancelled first in Purchase Order Entry.

Purchase Order Entry (3.2.2)

To create a VDS PO, enter <V> at the Purchase Order # prompt.  This is the only method that will allow more than one Special Order to be processed at one time.  A prompt will appear to enter POS Order Numbers.  If more than one order is entered, the Shipto or Alternate Shipto customer information must match.  The Part Numbers on the Order(s) are then processed to determine how many VDS POs need to be created.  In other words, multiple parts that are purchased from different Current Sources will be grouped together to form individual POs, if necessary.  The customer Shipto, Alt Shipto, or Not On File Shipto address will be copied from the POS Order(s) to the VDS PO Drop Ship address. 

If multiple POs are created, a list of the PO Numbers will be displayed.  If only one PO is created, the PO is retrieved for display and editing.  Important: In all cases, VDS POs must be <C>ancelled if the Purchasing Agent decides not to place the order.  Simply exiting the PO will not cancel the Purchase Order.

When editing a VDS PO, a bottom option <VO> will be available to View the POS Order information.  This is a non-editable scrolling window, which will contain all POS Orders that were used to create the VDS PO, and includes a <P>rint option.  Once the agent is satisfied with the PO, the PO is <R>eleased and sent to the Vendor.

Special Order Report (1.6.8, <D>etail version)

The Purchasing Agent may choose to use the Special Order Report as a tool to review and/or create VDS POs.  The Detail version of the report will include an interactive prompt once the report is displayed. All Special Orders that already contain VDS PO information will display the VDS PO Number (and Receiving Number if applicable).  Typing a Special Order Number at the report prompt will transfer the agent to Purchase Order Entry and create the VDS PO(s) automatically.  If a VDS PO has already been assigned to the Special Order, the PO will be retrieved for display and/or editing.

Note: After creating a VDS PO from the Special Order Report and exiting Purchase Order Entry, the agent will be returned to the Special Order Report.  The report will NOT be updated with the newly created VDS PO information.  The agent can re-run the report when finished to verify their work.

As before, the Special Order Report has a <P>urge option upon exiting the report.  The purge process will NOT delete Special Orders that contain VDS PO information.

Receive Merchandise (4.1.1)

Once the Vendor ships the order, the Purchasing Agent will receive the VDS PO through Receive Merchandise.  The Special Order number will be displayed during the receiving of the VDS PO.  <P>osting the Receiving Entry will go through all the normal prompts, and will transfer the agent to POS Order Entry automatically once completed.  If the current VDS PO is the only PO assigned to the Special Order, the Order Type will be changed from <SP> to <DI>.  If there are still remaining VDS POs to be received to complete the Special Order, the Order Type will not be changed.  In either case, this provides the opportunity for the agent to review and add charges to the POS Order.  Once the Special Order has been completed, the order is finalized with Order type <DI>.

Received Merchandise Summary Report (4.1.4, <D>etail version)

The VDS Special Order Number has been added to this report.

Additional Notes

Once a VDS PO is created from a POS Special Order, they are independent of each other.  In other words, changes to one will not update the other.  Keep in mind that since each line item of a Special Order is associated with a specific VDS PO, removing a line item will remove the association only from the Order or PO being edited.  The user should use caution while editing, making sure to update both the PO and the Special Order with any necessary changes.