by Barbara Plagens for KCP Dynamics
This week we review entering Drop Shipments in Microsoft Dynamics NAV 2016; Drop Shipments are used when your company has product shipped directly from a vendor to a customer. This week we walk through setup, entering the Sales Order, entering the Purchase Order, and viewing the related Sales Order and Purchase Order. Next week we will process the documents.
Use the following steps to review Purchase Code setup:
1. Click Departments → Purchase → Administration → (Order Processing → Setup) → Purchasing Codes; the Purchasing Codes page displays as shown below.
2. Note that there is a record for Drop Ship with the Drop Shipment checkbox selected.
Entering a Sales Order
To enter a Sales Order for a drop shipment, there is only one extra step needed – you need to identify the items on the order that are being drop shipped.
To set up a Sales Order for drop shipment, on the Sales Order Line in NAV:
1. Add columns for Purchasing Code and Drop Shipment. The Drop Shipment field is not needed for data entry; it is added for visibility.
2. Purchasing Code: enter or click the AssistButton to select Drop Ship.
That’s it! The Sales Order is complete; the next step is to enter the Purchase Order. When you enter the Purchase Order, you will need to know the Sell-to Customer No. from the Sales Order – ours is 10000 – and the Sales Order Number – 1019 for this example.
TIP: If you make an entry in the Ship-to Code on the Shipping FastTab of the Sales Order, you will need to note that field as well for entry in the related Purchase Order.
Entering a Purchase Order
Use the following steps to enter a Purchase Order for a drop shipment:
1. Buy-from Vendor: enter or click the AssistButton to select the vendor.
2. On the Shipping FastTab, in the Sell-to Customer No. field, enter or select the customer used on the Sales Order – 10000 for our example.
TIP: When a Ship-to Code is used on the Sales Order, enter the same code in the Ship-to Code field on the Shipping FastTab of the Purchase Order.
3. Click Home → Prepare → Drop Shipment → Get Sales Order as shown below.
4. NAV displays a filtered list similar to the screen shot below.
5. Locate and select the appropriate Sales Order.
6. Click OK; NAV populates the line(s) on the Purchase Order with the Sales Order line(s) set up for Drop Shipment.
TIP: Add the Drop Shipment column to the Purchase Order Lines to easily see the lines on your Purchase Orders that are set up for drop shipment.
TIP: Repeat the Get Sales Order action when you have multiple Sales Orders for the same Customer (and Ship-to Code) with Drop Shipment lines that you purchase from a single Vendor; the result is a single Purchase Order with multiple related Sales Orders.
If you have a single Sales Order with multiple lines flagged as Drop Shipment, you may create different Purchase Orders to different Vendors for the lines. To do this, use the Get Sales Order action to pull all of the lines onto a Purchase Order and then delete the lines for items not ordered from that particular vendor. Repeat the process; any lines already included on a Purchase Order will not be suggested on another Purchase Order.
Viewing Related Documents
After entering a Sales Order and the related Purchase Order, you can view either document from the related document.
Use the following steps to view the Sales Order from a Purchase Order:
1. Select a Purchase Order Line.
3. The Sales Order displays as shown below.
Try using the same steps from a Sales Order to view the related Purchase Order.
Please check back next week when we process the Drop Shipment documents and share more tips and tricks for Microsoft Dynamics NAV 2016 from KCP Dynamics!