Drop Ship Process Flow
Purpose: The basic process flow for purchase order fulfillment through the Supplier Direct Fulfillment module is described below:
Purchase Order Creation
Create purchase orders in the originating system and send to Routing Engine: When you create a purchase order to fulfill a drop ship item on a sales order, the system (such as Order Management System or CWDirect) sends the CreateDSOrder message to Order Broker. When this message creates the purchase order in Order Broker, Order Broker can notify the vendor by email, or the vendor receives notification of new purchase orders after logging into the Vendor Portal.
Information included in the purchase order: The purchase order information sent to the vendor includes the retail brand, sold-to and ship-to customer names and addresses, order totals, carrier, and information on the drop ship items to fulfill, including special handling instructions and order and detail messages.
When Order Broker receives the CreateDSOrder message, in addition to creating the purchase order it also creates:
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the vendor, if it doesn’t already exist; however, you need to complete entry of additional vendor information, including vendor preferences and creating any vendor users to have access to the Vendor Portal.
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the carrier, if it doesn’t already exist; however, you might want to rename the carrier and modify the information required at shipment confirmation and its assignment to vendors.
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the product(s), if the requesting system is the default for the organization.
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the vendor item(s).
See Setting Up Data for the Supplier Direct Fulfillment Module for more information on configuring vendors, vendor users, and carriers.
Purchase Order Fulfillment
Vendor generates pack slips: Using the Vendor Portal, the vendor can generate a PDF version of a pack slip, a CSV file containing pack slip data, or both. The vendor can also generate a batch pull sheet document to use when picking stock for the purchase order. You can include your brand logo on a graphical version of the pack slip, or the vendor can generate a nongraphical pack slip if using pre-printed forms. You can also include a pack slip message.
See Vendor Integration for an overview on how a vendor can receive and confirm shipment of invoices through XML and JSON messages rather than through Vendor Portal screens.
Vendor confirms shipment: The vendor can confirm shipment using a screen at the Vendor Portal, or can upload a CSV file containing shipment confirmation data. Confirmation through an integrated shipping system, such as ADSI, is available; in this situation, you must specify the shipping weight and box dimensions. You can specify the information required for each carrier, such as tracking number, rate, and weight; also, you can select the carriers to assign to each vendor.
Updates to Purchase Orders
Sending changes and updates to the vendor: Optionally, you can send address updates or cancellation requests to the vendor through the Supplier Direct Fulfillment module.
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Address updates: When you change the shipping address on an order, Order Management System or CWDirect sends a SetDSAddress Change request message. If:
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the vendor has not yet generated a pack slip for the purchase order or performed any other updates, the address update applies automatically.
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the pack slip is in process but not yet shipped, the vendor needs to approve or reject the address change.
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the pack slip is shipped or canceled, the address change is rejected automatically.
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The SetDSAddress Change message specifies whether to change both the sold-to and ship-to address, or just the ship-to address.
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Cancellation requests: When you select to cancel a drop-shipped item, a system such as Order Management System or CWDirect sends a setDSCancel request message. If:
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the vendor has not yet generated a pack slip for the item or performed any other updates, the line is canceled automatically.
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the item is in process but not yet shipped, the vendor needs to approve or reject the cancellation request.
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the item is already shipped or canceled, the cancellation is rejected automatically.
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Cost updates: If you change the cost of a line on a purchase order, a system such as Order Management System or CWDirect sends a setDSCostChange request message. If:
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the vendor has not yet generated a pack slip for the item or performed any other updates, the line is canceled automatically.
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the item is already shipped or canceled, the cancellation is rejected automatically.
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Unlike address changes and cancellation requests, cost changes do not require the vendor’s approval or rejection, even if the line is in process.
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Vendor updates to purchase orders: Using the Vendor Portal, the vendor can:
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put a purchase order line on hold or release it from hold
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change the due date for a purchase order line
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enter a comment about the purchase order line
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void and reprint a pack slip, including reducing the quantity of a purchase order line
Checking purchase order status: Originating systems such as Order Management System or CWDirect use the getDSChanges message to periodically request purchase order updates. Order Broker returns details on purchase order activity by vendors since the last request message was processed. Optionally, the originating system can indicate the maximum number of transactions to include in the response.
Invoicing
If you provide the vendor with authority to invoicing, the vendor can generate invoices either when confirming shipment at the Vendor Portal screen, or as a separate step for one or more shipments.
Invoice process flow:
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Invoice creation: The vendor can create invoices using Vendor Portal screens or by uploading a CSV file. Each invoice can include shipments for one or more purchase orders. The default information on the invoice includes the original PO unit cost and does not include any payment terms or freight, handling, or other charges at the header or detail level; however, the vendor can override these defaults.
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Held invoice? If the vendor does not override any of the default information, the invoice is created in Approved status and is eligible for posting to the originating system immediately. If the vendor overrides a PO unit cost beyond a threshold you specify, the invoice line is out-of-balance and the invoice is created in Held status. You need to review each Held invoice and either accept or reject it. Accepted invoices post to the originating system, while rejected invoices return to the vendor. The vendor can then edit the invoice or delete it.
Posting invoices: Originating systems use the getDSInvoices message to periodically request any new invoices posted by vendors. Order Broker returns details on invoices posted since the last request message was processed. Optionally, the originating system can indicate the maximum number of invoices to include in the response.
Note:
Order Management System 15.0 and later does not support the invoicing integration.Email Notifications
You can have Order Broker generate email notifications to:
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your staff, when the vendor changes a purchase order or line or submits an out-of-balance invoice, or when a shipment or upload invoice fails
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vendors, when you generate new purchase orders, send an address change or cancellation request, respond to an out-of-balance invoice, or when a shipment or upload invoice fails
See Supplier Direct Fulfillment Module Email Notifications Summary for more information.
Reporting
The Supplier Direct Fulfillment module includes the following reports:
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See Reporting Options for an overview on how to generate and schedule reports.
Purchase order inquiry: You can use the Purchase Order Inquiry screen to select purchase orders for review.
Setting up data for drop ship: See Setting Up Data for the Supplier Direct Fulfillment Module for information on the setup required in Order Broker before you can start using the Supplier Direct Fulfillment module, including brands, carriers, vendors, vendor users, and the roles that control their authority.