Drop Shipment (Excellar) Order Processing

Use Business Central Drop Shipments for Excellar orders in Bevica. Set Purchasing Codes, link sales and purchase orders, then ship and invoice. Includes key limitations.

Via the use of Drop Shipments, Bevica allows you to manage the Excellar order process. Excellar orders are where the stock is being delivered direct from the supplier to the customer, we are invoiced by the supplier and in turn we invoice the customer.

Prerequisites

Ability to manage normal sales and purchase orders.

Purchasing Codes

Purchasing codes are used to flag sales lines as part of the Excellar process. You will need at least one Purchasing Code set up.

1. Choose the

   icon, enter Purchasing Codes, and then choose the related link.
2. Create a new record and make sure the Drop Shipment check box is selected.

If you have items that are specifically for Excellar orders (i.e. supermarket own labelled items) you can assign them a default Purchasing Code. Navigate to the Item Card, General tab, Purchasing Code.

Managing the Excellar process

The process involves creating a sales order, then a Purchase order and linking the two. Other than the lines being linked, each document manages its own information independently. On the goods being collected by the customer the Purchase Order is Receipted, this automatically Ships and Invoices the Sales Order, applying costs from the purchase to the sale.

To create a sales order for drop shipment

To prepare a drop shipment, you create a sales order for an item and indicate on the sales line that the sale requires drop shipment.

1. On the sales order line for the drop shipment, select a Purchasing Code that has been set up as a Drop Shipment, or select the Drop Shipment check box directly. These fields may be hidden by default.

Note

It is recommended you create an Excellar Location to keep stock separate.

To create the purchase order for drop shipment

To prepare a drop shipment, you indicate on the purchase order that it must be shipped to your customer, not to yourself.

1. Create a purchase order populating relevant fields on the order header like Vendor No, Duty Status, Location Code and dates. Do not fill any fields on the lines. More information on Purchase Orders can be found here.
2. On the Shipping & Payments fasttab in the Ship-to field, select Customer Address.
3. Populate the Customer and Ship-to Code fields.
4. From the order ribbon, choose Actions, Functions, Drop Shipments action, and then choose the Get Sales Order action.
5. On the Sales List page, search for and select the sales order that you prepared previously.
6. Choose the OK button.

The line information from the sales order is inserted on the purchase order line(s).

The sales purchase lines are now linked. Line prices and dates are populated as normal. The 'Quantity' field can now only be changed by deleting relevant purchase line, changing the sales line and relinking them.

To view the linked purchase order from the sales order

• From the sales order line, choose the Order action, choose the Drop Shipment action, and then choose the Purchase Order action.

To post a drop shipment

After the vendor ships the items, you can post the sales order as shipped. You can also post the purchase order, but only with the Receive option until the sales order has been invoiced.

1. Choose the

   icon, enter Sales Orders, and then choose the related link.
2. Open the sales order.
3. In the Qty. to Ship field, specify how many of the order quantity to ship, the full or a partial order quantity.
4. Choose the Post action.
5. Choose the Ship and Invoice option to invoice the sales order. This will also receive any linked Purchase Order lines.

The Drop Shipment process cannot manage the Excellar process where the Duty Status differs sales to purchase. In these cases you should create non Drop Shipment sales and purchase orders and link their lines using Reservations. Here the Purchase order will need to be posted first, then the sales order.

See also Make Drop Shipments for more information.