Direct Ship

Overview

This document will demonstrate how to use Direct Ship in Savance Enterprise. Direct Ship is where the vendor ships the merchandise directly to your customer rather than shipping it to you first and then having you ship it to the customer. There are two basic ways of going about doing this.

• The first option is Direct Order, where the entire order is directly shipped from the vendor to the customer.

• The other option is Line Item Direct, where you pick which items you want you to ship directly (meaning that all other items on the order will be shipped by you instead).

Either way, once you have received a delivery confirmation from your vendor, you can go ahead and invoice your customer. Instructions on how to do this are all detailed in this document.

Manage Vendors

Manufacturer/Vendor Relationships

To get started, you will want to go to Purchasing > Manufacturer/Vendor Relationships. This will bring up the Manufacturer's Vendors Manager, which will display all of the manufacturers in your system on the left.

Default Vendor For An Item

Now let's see how this affects inventory. To access the Inventory Manager for an item, you have a couple of options. If you already have a quote open with this item in it, you can right-click the item and go to Edit/Create Part Number in BS. If you do not currently have a quote open, you can go to Inventory > Inventory Manager > Item Manager to search for the item. Either way, this will bring up the Inventory Manager for the selected item.

If you look at the top-right of the Item Manager, you'll notice the section for the Default Vendor section. Click the drop-down to choose the default vendor from among those that are associated with this item's manufacturer. If none is specified, it will default to the preferred vendor at the top of the list. Be sure to save before closing if you make any changes!

Now open a new quote and add this part number to the quote. If you scroll over to the right, you'll find the Vendor column. By default, the item will use the default vendor. You may change this if necessary by clicking on the "..." button.

Methods of Direct Ship

Now you need to decide if this is going to be a Direct Order (where all items are shipped directly from the vendor) or a Line Item Direct (where only some items are directly shipped and the rest are shipped from you).

Creating a Direct Order

For Direct Order, all you need to do is place a checkbox in the middle of the Header tab.

Once you have done that, you can convert the Quote to an Order just like you normally would. Once it has finished converting, you will get a notification to create the RFQ for the vendor.

Once you select ok to create the RFQ

Now if you go to the Links tab in the Order, you will notice that an RFQ will have been generated for each vendor that is specified. For example, if you had a total of 2 vendors specified, you will notice that there are 2 RFQ's linked to this order. Or if you have 2 items with 1 vendor, then only 1 RFQ would be generated. You may click on any RFQ to bring it up.

Once you are ready to convert an RFQ to a PO, open the RFQ and click the Convert button. The Conversion process will run just like normal. Remember that once you convert the RFQ, you will no longer be able to make modifications to the Direct Order, unless you Unlock Order. The Direct Order will also no longer show up in the Critical Purchase.

In the Status tab of the PO, you will notice that a receiver has now been created. If you open it, you will notice that it is marked as a "Direct PO" at the top.

Basically, all you need to do is wait for delivery confirmation so that you know the item was shipped. Once you receive this confirmation, you can post the PO to delivered.

You will notice that the top text will change to "Direct PO - Completed" once you have delivered.

Back in the original Direct Order, go to the Status tab again. You will notice that there is now a release for each PO that was posted as delivered. You can open a release to see details. Since the PO has been marked as delivered, the Direct Order has been invoiced.

At this point, everything will follow the regular billing and invoicing process. And you're all done with your Direct Order.

Line Item Direct

Now we’ll go over how to set up Line Item Direct. This is very similar to Direct Order, but there are some important differences that need to be pointed out. If you would like to directly ship a single item, you would NOT check the Direct box in the Header (as was done with the Direct Order). Instead, you would locate the line item that will be shipped directly and check the box in the Direct column, as seen below.

Once you have done that, you can convert the Quote to an Order just like you normally would. Once it has finished converting, you will get a notification to create the RFQ for the vendor. Once you select ok to create the RFQ

In the Status tab, a shipper has been created (unlike with a Direct Order). If you open the shipper, you will see that a pick ticket will be generated for any items that you do have in stock, but not for any direct items. You will go through the normal shipping process for these items, which will eventually be posted to be delivered and then be ready to be invoiced.

Now if you open the RFQ that was generated, you can again convert it to a PO like normal. In the Status tab of the PO, you will notice that a receiver has now been created (just like with a Direct Order). If you open it, you will notice that it is marked as a "Direct PO" at the top as before. Again, all you need to do is wait for delivery confirmation so that you know the item was shipped. Once you receive this confirmation, you can post the PO to delivered. You will notice that the top text has now changed to "Direct PO - Completed". You can now save and close.

Back in the original Direct Order, go to the Status tab again. Each release (for direct and nondirect items) will show up here and will be ready to be invoiced. You can again open a release to see details.