Order Manager
Version 8
Order Manager
Version 8
Contents of this Topic: Show
This topic pertains mainly to managing drop-ship purchase orders through the Monsoon Order Manager purchase order system.
Drop-ship purchase orders are used to place orders for merchandise you sell, but never take physical possession of. Instead, you send the order to a vendor (drop-ship supplier) who ships the merchandise directly to your customer. Although these purchase orders are created through Monsoon Order Manager, they are handled very differently than purchase orders for regular inventory you stock.
Drop-ship purchase orders are placed through Process Orders, Multi-Order Processor, the batch Drop-Ship feature, or automatically at import (not recommended) regardless of how you choose to manage your drop-ship orders.
It is possible to use the purchase order system to manage your drop-ship purchase orders by setting system parameter DropShipUsePOSystem = TRUE (it is FALSE by default). "Expected" records are created automatically for each item as drop-ship POs are created. However, once a drop-ship purchase order is created/sent to the supplier you can no longer revise the line items or set their shipped date at the Process Orders screen. Any editing must be done to the "Expected" or "Received" (i.e. Shipped) data at the Purchase Orders screen. Only the cost, supplier’s SKU and date expected can be changed in "Expected" records, you cannot revise the quantity ordered. If an item is deleted from a drop-ship purchase order at the Purchase Orders screen, you can revise that item at the Process Orders screen once again. "Received" records for drop-ship POs actually means "shipped" since you do not actually receive any items. The program tracks when the items are shipped by your vendor rather than when they are received by your customer. Tracking information for drop-shipped items can be manually entered or imported from a text file. Lastly, vendor invoices can be recorded in Monsoon Order Manager and exported to QuickBooks as Bills to be paid (optional). More information about using the purchase order system.
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If parameter DropShipShowAsShipped is set to FALSE, drop-ship items are marked BO (backordered) by default. If a tracking number and/or ship date is entered at the Purchase Orders screen, the program marks the items Shipped instead of BO, thus returning the price of the items to the order’s total. If you edit the "Received" record and reduce the quantities shipped, the program marks the items as BO and subtracts their price from the order total. |
Drop-ship purchase orders are not created at the Purchase Orders screen as are purchase orders for regular inventory. Instead, they are created when you place a drop-ship order by one of the following methods:
On the Drop-Ships tab of the Process Orders screen.
At the Multi-Order Processor.
By using the batch Drop-ship feature found at Main Menu>Settings>Shipping>Batch Drop-Ship
Automatically as orders are imported by setting the system parameter DropShipAutoOrder to TRUE. (This is not a recommended practice because fraudulent orders might be processed and shipped without your knowledge.)
Drop-ship purchase orders are created from individual line items in your orders. If the DropShipUsePOSystem parameter is set to TRUE, you can edit these line items at the Process Orders screen until you place the drop-ship order. After the drop-ship purchase order is created, you can only edit it at the Purchase Orders screen.
Go to Main Menu>Manage My Inventory>Manage My Purchase Orders.
Select Find & Select POs tab to locate the purchase order. Double-click the purchase order in the list or select View PO.
Select Expected.
To add, edit or cancel a line item, select any field in that line, e.g. Qty, and select Add, Edit or Cancel.
To change the Suppliers SKU, Estimated or Actual Cost, or the Date the items are expected for some, but not the total quantity for a single line item, select the Split button. At the next screen, enter the changes and the partial quantity to which the changes apply. The program reduces the quantity of the original line item and adds a new line item reflecting the changed data.
Go to Main Menu>Manage My Inventory>Manage My Purchase Orders.
Select Find & Select POs tab to locate the purchase order. Double-click the purchase order in the list or select View PO.
Select Received button.
Use the Split, Add, Edit, and Cancel buttons to make changes.
Go to Main Menu>Manage My Inventory>Manage My Purchase Orders.
Select Invoices.
Select Enter Invoices for Purchase Orders.
Select the supplier from whom you have received an invoice.
Enter the invoice details, e.g. invoice number, invoice date, terms, etc.
Enter the product subtotal and any freight, fees and discounts.
In the list of purchase orders for the current supplier, select those that are on the current invoice by putting a check mark in the "$" column.
Make any changes necessary to the line items on the selected purchase orders at the right-hand side of the screen.
Use the Split button if only a portion of a line item has been invoiced or if some items were invoiced at a different price.
The items, quantities and costs that you select or enter must add up to the product subtotal on the invoice. The Allocated Amt. and Remaining Amt. fields at the top of the screen track the amounts for you.
Select Post Data to create the invoice in Monsoon Order Manager. If you plan to export invoices to QuickBooks or another accounting program so they can be paid, be aware the invoice information is not sent to QuickBooks until you Export Accounting Data.
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IMPORTANT NOTE: At this time, invoice data CANNOT BE EDITED after it has been posted. Be absolutely sure that your information is correct prior to posting the invoice information. |
Optional: To export invoices to QuickBooks or another accounting program, go to Main Menu>Settings>Data Functions>Export Accounting Data.
Go to Main Menu>Manage My Inventory>Manage My Purchase Orders.
Select a purchase order on the Find & Select POs tab.
Select Drop-Ship Tracking>Add Tracking Numbers.
Filter the records by one of the following methods:
To enter data for a specific drop-ship purchase order, enter the PO number in the PO Number field and press the Tab or Enter keys on the keyboard.
To enter data for all of the drop-ship items on a particular order, enter the order number in the Order Number field and press the Tab or Enter keys on the keyboard.
To view or enter data for all of the open drop-ship orders for a particular supplier, select the Supplier and press the Tab or Enter keys on the keyboard.
Once you have selected the items with which you wish to work, you can:
Fill in a Tracking Number and Date Shipped, then select Apply to All to fill in that information for all of the items listed in the table.
Or, manually enter the Tracking Number, Date Shipped, Unit Cost, Freight, Fees and Discounts for each line item (outlined in blue).
If you enter Freight, Fees or Discounts at this screen, the program revises the Unit Cost for those line items to include those amounts. For example, if you ordered 5 Widgets at $100 each, then added $35 for Freight, $10 in other fees, and a $12 discount, the program would calculate: ($100x5) + $35 + $10 - $12 = $533, then divide that by the quantity (5) and change the unit cost to $106.60.
Optional: select Restart to clear everything you have entered and start over using the same selection of line items.
Optional: select View Order to see the entire order for the selected line item.
Optional: Use the Split button to enter data for a partial quantity of one line item by splitting that line into two separate line items.
Select Post Data to save the information you entered.
Drop-Ship Tracking screen
Import Tracking Data screen
Created: 7/24/12
Revised: 7/5/15
Published: 08/19/15