Drop Ship and Special Order Create

Menu Path: Purchasing $Images\bluerarw.gif$ Purchase Processing $Images\bluerarw.gif$ Drop Ship Order Processing $Images\bluerarw.gif$ Drop Ship and Special Order Create

Purpose

Create drop-ship purchase orders.
Create special order purchase orders.

Overview

Use Drop Ship and Special Order Create to create purchase orders from customer orders entered in Order Entry.

Drop-ship purchase orders are created when goods are ordered from a supplier, and shipped directly to a customer. To create a drop-ship purchase order, create the customer’s order in Order Entry, select the Drop Ship check box in O/E Line Item Entry for the products, and then create the purchase order in Drop Ship and Special Order Create. The purchase order is ordered, and a reconciliation of the purchase order is performed in Voucher Entry. Manual inventory adjustment can then be performed, and a customer's invoice can be created, printed, and posted.

NOTE A product can only be drop-shipped if the Drop Ship Allowed or Must Drop Ship check boxes are selected on the Warehouse tab in Product Maintenance.

For more information on drop-ship orders, see Drop Ship Orders Process Flow.

NOTE The drop-ship process does not have any impact on average cost, the cost flows from the purchase order to the accounts payable voucher and impacts cost of goods sold (COGS), but not inventory.

Creating Purchase Orders for Drop-Ship and Special Orders

To create purchase orders for drop-ship and special orders:

Select filter criteria for the drop-ship and special orders for which you want to create purchase orders.
If you do not want to mark the created purchase orders as ordered, clear the Update PO's to Ordered check box.
Click the Show Data button in the ribbon. The Results tab displays the orders that meet the criteria you selected in step 1.
If you only want to create purchase orders for some of the displayed orders, select the check box in the Create column for those orders. If you want to create purchase orders for additional orders that are not displayed, you can repeat steps 1 and 3 to display different orders.
Click the Print Options tab, and select processing and output options for the Drop Ship and Special Order Create report that is output when you create purchase orders.

Note If you select to use Scheduling Assistant, you cannot select specific orders for which to create purchase orders.

If you selected the check box in the Create column in step 4 for any orders, click the Create Selected Purchase Orders button in the ribbon. If you want to create purchase orders for all orders displayed after you performed step 3, click the Create All Purchase Orders button in the ribbon. The purchase orders are created and the Drop Ship and Special Order Create report is output based on the options you selected in step 5.

Ribbon Home Tab Buttons

Button	Description
Exit	Click this button to close the Drop Ship and Special Order Create window.
Show Data	Click this button to display orders for the specified criteria in the Orders grid on the Results tab.
Select All	Click this button to select the check box in the Create column for all orders displayed in the Orders grid on the Results tab. This button is only available if the Results tab is displayed.
Deselect All	Click this button to clear the check box in the Create column for all orders displayed in the Orders grid on the Results tab. This button is only available if the Results tab is displayed.
Create All Purchase Orders	Click this button to create purchase orders for all sales orders displayed in the Orders grid. When you create orders, you also output a summary report that lists the created order information. This report is output based on the criteria selected on the Print Options tab. This button is only available if the Results or Print Options tab is displayed, and is only enabled if the check box in the Create column is cleared for all orders.
Create Selected Purchase Orders	Click this button to create purchase orders for all sales orders displayed in the Orders grid for which the check box in the Create column is selected. When you create orders, you also output a summary report that lists the created order information. This report is output based on the criteria selected on the Print Options tab. This button is only available if the Results or Print Options tab is displayed, and is only enabled if the check box in the Create column is selected for one or more orders. Note This button is also disabled if you select to use Scheduling Assistant for creating purchase orders.

Select Tab Fields and Buttons

Field or Button	Description
All Shipping Locations	Select this check box to create purchase orders for all shipping locations. This check box is selected by default.
Location	Enter a location prefix or name for the shipping location for which you want to create purchase orders, or click the Lookup buttons to select a location prefix or name. These fields are only enabled if you clear the All Shipping Locations check box.
All Customers	Select this check box to create purchase orders for all customers. This check box is selected by default.
Customer	Enter a customer code or name for which you want to create purchase orders, or click the Lookup buttons to select a customer code or name. These fields are only enabled if you clear the All Customers check box.
All Suppliers	Select this check box to create purchase orders for all suppliers. This check box is selected by default.
Supplier	Enter a supplier code or name for which you want to create purchase orders, or click the Lookup buttons to select a supplier code or name. These fields are only enabled if you clear the All Suppliers check box.
All Orders	Select this check box to create purchase orders for all sales order numbers. This check box is selected by default.
From (Sales Order)	Enter the first sales order number for a range of sales orders for which you want to create purchase orders. This field is only enabled if you clear the All Orders check box.
To (Sales Order)	Enter the last sales order number for a range of sales orders for which you want to create purchase orders. This field is only enabled if you clear the All Orders check box.
All Customer POs	Select this check box to create purchase orders for all customer purchase orders. This check box is selected by default.
From (Customer Purchase Order)	Enter the first customer purchase order in a range of customer purchase orders for which to create purchase orders. This field is only enabled if you clear the All Customer POs check box.
To (Customer Purchase Order)	Enter the last customer purchase order in a range of customer purchase orders for which to create purchase orders. This field is only enabled if you clear the All Customer POs check box.
All Sales Order Classes	Select this check box to create purchase orders for sales orders of all classes. This check box is selected by default.
Order Class	Enter an order class for which you want to create purchase orders, or click the Lookup button to select an order class. This field is only enabled if you clear the All Sales Order Classes check box.
All Buyers	Select this check box to create purchase orders for all internal buyers. This check box is selected by default.
Internal Buyer	Enter an internal buyer for who you want to create purchase orders, or click the Lookup button to select an internal buyer. This field is only enabled if you clear the All Buyers check box.
Override Internal Buyer	Select this check box to use the current user, who is creating the purchase orders, as the internal buyer. If you clear this check box, the internal buyer associated with the product location record or the product record will be used (the internal buyer on the product location record takes precedence). This check box is cleared by default.
Update PO's to Ordered	Select this check box to order the created purchase orders.
Create Drop Ship PO's	Select this check box to create purchase orders for drop shipped sales orders.
Create Special Order PO's	Select this check box to create purchase orders for special order products on sales orders.
Include Sales Orders on Hold	Select this check box if you want to create purchase orders for drop ship and special orders, even if the orders are on hold.
Required Date Prior to	Select this check box if you want to only create purchase orders for drop ship and special orders with required dates that are equal to or before a specific date. This check box is cleared by default. If you select this check box, enter the date in the field to the right of the check box. The date defaults to the current date.

Results Tab Fields and Buttons

Field or Button

Description

Orders

This grid displays drop-ship and special orders based on the selected criteria on the Select tab after you click the Show Data button in the ribbon. Select the check box in the Create column for orders for which you want to create purchase orders. You can use the Select All or Deselect All buttons in the ribbon to select or clear the check box in the Create column for all displayed orders. You can select the check box in the Consolidate column for drop-ship orders for the same trading partner that you want to consolidate into purchase orders. You can set up trading partners so that the check box in the Consolidate column is selected by default.

Purchase orders are only consolidated if all of the following are the same:

Supplier
EDI trading partner
Purchase class
Sales location
Shipping location

Print Options Tab Fields and Buttons

Field or Button	Description
Output Option	Select one of the following output options: Screen - Output to a PDF so you can immediately view the report. If you select this option, you cannot output using Scheduling Assistant. File - Output to a PDF, Excel, Access, or delimited file to be stored for later use. If you select this option, specify the file type and either the output folder or file name. Printer - Output to a selected printer. If you select this option, specify a printer in the Printer field and the number of copies to print in the Number of Copies field. Email - Output to your default email application. If you select this option, you are prompted to select recipients for the email, then an email is created with the report attached as a PDF file. Excel - Output directly to Excel. You can specify the location of the Excel application in the Spreadsheet File field in User Profile Maintenance. If you output to Excel, the report may include additional information. If you select this option and select to output to Scheduling Assistant, you are prompted to select recipients for an email, and Scheduling Assistant sends an email with the report attached as an Excel file.
Save Report File	Select this check box to save the Crystal Reports report (.rpt) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the report file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Save Access Database File	Select this check box to save the Access database (.mdb) file for the report to the folder entered in the Report Working Directory field for your user ID in User Profile Maintenance. You can use the Access database file to customize the report. For more information, see Crystal Reports FAQ. This check box is only available if you select the Screen radio button.
Output File Type	Select whether to output to a PDF, Excel, Access, or delimited (CSV, DAT, or TXT) file. These radio buttons are only available if you select the File radio button.
Specify File Name	Select this check box to specify the file name of the output report. This check box is only available if you select the File radio button.
Output Directory	Enter the location for the output report, or click the Lookup button to navigate to and select a location. This field is only available if the Specify File Name check box is cleared.
Output File Name	Enter a location and file name for the output report, or click the Lookup button to navigate to and select a location and file name. The file extension of the file name should match the selected output file type. This field is only available if you select the Specify File Name check box.
Excel Format Name	Enter an Excel format name, or click the Lookup button to select an Excel format name. Excel formats can be set up to specify which fields are output to Excel, and the order and sort order of the fields. This field is only available if you select the Excel radio button.
Format Maintenance	Click this button to display Excel Format Maintenance, which allows you to set up Excel formats. This button is only available if you select the Excel radio button.
Save As Type	Click the Lookup button to select whether to save the delimited file as a CSV, DAT, or TXT file. This field is only available if you select the Delimited radio button, and only enabled if the Specify File Name check box is cleared.
Include header	Select this check box to include a row of header information in the exported delimited file, which labels the data. This check box is only available if you select the Delimited radio button.
Delimiter	Enter a comma (,), caret (^), or vertical bar (\|) as a delimiter for the exported delimited file. This field is only available if you select the Delimited radio button.
Enclosing Character	If you want to use single or double quotation marks around data exported to a delimited file, enter ' or " in this field. Even if this field is left blank, text fields that have commas or carriage returns are enclosed in quotes. This field is only available if you select the Delimited radio button.
Printer	Click the Lookup button to select a printer. This field is only available if you select the Printer radio button.
Subject	Enter a subject for the report email. This field is only available if you select the Email radio button. If you leave this field blank, the subject is the report title.
Report File Prefix	Enter a prefix for the report file name. This field is only available if you select the Email radio button.
Add Additional Comments	Select this check box if you want to include additional comments with the emailed report. If you select this check box, the Additional Comments window appears after you click the Print button in the ribbon, and allows you to enter the comments. This check box is only available if you select the Email radio button.
Print Full Heading on All Pages	Select this check box to include the entire heading from the first page of the report on all pages of the report. This check box is cleared by default, and only enabled if you select the Screen, File, Printer, or Email radio button.
Print Title Line on All Pages	Select this check box to include the report title, page number, and printed date/time on all pages of the report. This check box is selected by default and only enabled if you select the Screen, File, Printer, or Email radio button, and if the Print Full Heading on All Pages check box is cleared.
Report Language 1	Enter the first language for the report, or click the Lookup button to select a language.
Report Language 2	Enter the second language for the report, or click the Lookup button to select a language. If you enter a language in this field, the report is printed in this language and the language entered in the Report Language 1 field.
Horizontal Shading	Select this check box to include horizontal shading on alternate lines of the report to make it easier to read report data. This check box is cleared by default, and is only enabled if you select the Screen, File, Printer, or Email radio button.
Collate	Select this check box to collate the printed copies of the report (if you are printing multiple copies of the report). This check box is cleared by default, and is only enabled if you select the Printer radio button and enter a value greater than 1 in the Number of Copies field. Example You are printing five copies of a 20 page report to distribute to five different people. Leave this check box selected, so that pages 1-20 of the first copy prints, then pages 1-20 of the second copy, etc. If you clear this check box, five copies of page 1 prints, then five copies of page 2, etc.
Horizontal Shading Color	Click the Lookup button to select the color of horizontal shading on the report. This Lookup button is only enabled if you select the Horizontal Shading check box.
Number of Copies	Enter the number of copies of the report to print. This field is only enabled if you select the Printer radio button.
Process	Select whether the task is run now or run by Scheduling Assistant. If you select the Schedule radio button, you can specify when the task occurs, and optionally set up an alert to be created when the task completes. These radio buttons are only enabled if the Disable Scheduling Assistant check box is cleared for your user ID in User Profile Maintenance. Note If you select the Schedule radio button, you cannot output to the screen.
Time	Enter the time to output or process, and select AM or PM. These fields are only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Date	Enter the date (or first date) to output or process. This field is only enabled if the Schedule radio button is selected, and only available if the Once or Every radio button is selected.
Task Occurs	Select one of the following options: Once - Output or process at a specified date and time. Every - Output or process on a recurring basis. You can select to output/process at a specific time: every week on specified days after a specified number of days on the first or last day of each month after a specified number of minutes After - Output/process after a specified task is completed. These radio buttons are only enabled if you select the Schedule radio button.
Frequency	Select one of the following: Day of Week - Output or process every week on the selected days. Days - Output or process after a specified number of days, starting on a specified date. Month - Output or process on the first or last day of each month, starting on a specified date. Time - Output or process after a specified number of minutes, starting on a specified date. These radio buttons are only available if you select the Every radio button.
Day of Week	Select the day(s) of the week to output or process. These check boxes are only enabled if you select the Schedule radio button, and select the Every and Day of Week radio buttons.
Repeat Every X Days	Enter a number of days after which to output or process. This field is only available if you select the Days radio button.
Repeat On	Click the Lookup button and select whether to output or process on the first or last day of the month. This field is only available if you select the Month radio button.
Repeat Every X Minutes	Enter a number of minutes after which to output or process. This field is only available if you select the Time radio button.
Triggering Task Id	Click the Lookup button to select a task ID that will trigger the task. This field is only available if the After radio button is selected.
Triggering Task Name	This field displays the name of the triggering task. This field is only available if the After radio button is selected.
Triggering Task Description	This field displays the description of the triggering task. This field is only available if the After radio button is selected.
Task Description	Enter a description of the task. This can help users understand the purpose of a recurring task.
Scheduling Assistant Queue	Enter an active Scheduling Assistant queue for the task, or click the Lookup button to select a Scheduling Assistant queue. This defaults to the default queue for your user ID. This field is only enabled if you select the Schedule radio button, and you are assigned to a queue other than the Default queue.
External Email	Select this check box to send an email (outside of Apprise, using SMTP) when the task is completed.
Screen Alert	Select this check box to display an alert when the task is completed.
Internal Email	Select this check box to send an internal Apprise email when the task is completed.
Report Files	This grid displays report files set up for the report, and is only available if report files are set up for the program in Report File Maintenance. This grid includes the following columns: Print - Select the check box in this column to output the report file. Number of Copies - Enter the number of copies of the report file to print. This column is only available if you select the Printer radio button. Report Description - This column displays the description of each report file. Report Filename - This column displays the .rpt file name for each report file. Report Name - This column displays the name of each report file.