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Dropshipping from Primaseller


Dropshipping is a fulfillment strategy using which you work with your suppliers to ship products directly to your customers from the supplier’s location without the stock ever reaching your warehouse/store.

In Primaseller, dropshipping is enabled by:

  • Enabling it on a Supplier and Configuring a virtual facility for that supplier
  • Scheduled creation of a special order called Dropship Order which compiles all fulfillments meant for a supplier for a certain period (day/ week/ month). This can be emailed to the supplier
  • Creation of a Purchase Order along with the Dropship Order


Supplier Settings

  • Navigate to Main Menu >> Purchasing >> Suppliers >> Create or edit a supplier.
  • In the Dropship section (towards the end of the page), Enable Dropshipping by switching on the “Is Dropshipper” option. On enabling it, you will see the following option:
    • Frequency : Select the frequency (Daily/Weekly/ monthly), hours, and minutes at which all sale orders meant for this supplier will be compiled and sent as one Dropship Order
    • Default Dropship order status: Set this to “Open” if you want to manually review Dropship orders for this supplier to modify or add special instructions before sending it. Otherwise, it will be sent (emailed) automatically.
    • Create PO automatically per drop-ship order: Select this option to automatically create and send a PO against a Dropship Order when you send it. If you set this no, you can manually create a PO later at any point in time.
Enabling dropshipping on the supplier
  • Once enabled, a new facility will be created using the Supplier Name and Address. This is a facility of type “Dropship”

The Dropship Facility

What you can do:
– You can modify inventory in a dropship facility like any other facility
– You can use this facility on your channels to set it as a source for your inventory as well as in assignment rules for orders

What you cannot do:
– You cannot create a manual PO for a dropship facility – only the POs created for a Dropship Order will be allowed to be received
– You cannot create a transfer order to or from a dropship facility

Setting up Dropshipping Assignment Rules

You will now need to setup Assignment rules using which you will route orders to a Dropship Facility.

  • Identify the channel for which you want to route orders to the suppliers configured above
  • In Assignment rules, add a rule using “Assign based on Inventory – Split Order” and then select the Dropship Facilities of each supplier.
  • Save the rule.

Assigning orders to dropship facilities

The assumption while setting up the above rules is that you will add/update inventory frequently in each dropship facility based on the stock that the supplier says they have in their location to fulfill your orders. (you can use the CSV Upload option for bulk updates to inventory)

If you do not add stock to the dropship locations, the order (Fulfillment) will not get assigned to the Dropship Location and move to the next possible assignment rule.

If you have multiple Dropship suppliers, you can add all the facilities one by one in the same rule. The sequence wouldn’t matter and the order will be split and assigned only if the facility has stock.

Configuring the Dropship Order Template

This template decides what the Dropship Order PDF file would look like when emailed to the Supplier. Here’s how it is configured:

  • Navigate to Main Menu >> Settings
  • Click on the Templates and select Dropship Order Template.
  • Select Add template.
  • Fill up the details and provide a template name
  • Provide the details of the Header, logo, and footer as per your requirement under Design.
  • Under the Customer Tab click on show customer phone number and email id as per your requirement.
  • Click on save.

Running a Dropship Operation

This involves diligent followup of two key tasks

  1. Ensuring that your Dropship locations always have stock information from your Supplier and
  2. Ensure you always update the Dropship orders created with relevant information

Setting up Supplier Inventory

The supplier inventory can be updated for each SKU individually or bulk imported in Primaseller frequently.

Follow the below steps to set up dropshiping supplier Inventory:

  • Navigate to the Main Menu
  • Click on Inventory
  • Click on Stock level
  • Select Dropship facility (This will be automatically created when you enable dropship while creating a new supplier)
  • Select either edit stock On hand/ to bulk upload click on Inventory actions.

For more details about bulk action import inventory click here.

Dropship Order Overview

Dropship orders essentially combine fulfillments for a given supplier from a Dropship location. They are created automatically based on the frequency set on the Supplier -> Dropship configuration section.

A Dropship order has the following statuses:

  1. Open: You can modify a dropship order in this stage by removing fulfillments.
  2. Sent: This Dropship order has been sent to the Supplier and you are waiting for updates from the Supplier if it has been processed yet.
  3. Closed: All

Processing Dropship Orders

As per the frequency set and dropship order status on a Supplier, an automatic dropship order will be created collating all the sale orders received. Follow the below steps to process a dropship order.

Open Stage

If the default Dropship Order Status is open (on supplier configuration) :

  • Navigate to Main menu >> Purchasing >> Dropshipping and select an Open Order.
  • Add instructions to items if needed
  • Map any unmapped items to your Supplier by clicking on Map
  • Click on Send – > This will send an email to the Supplier and also create a PO automatically (if configured on a supplier).

Mapping items to the supplier

The Dropship order will proceed to the Sent Stage from the Open Stage only when all items are mapped.

Mapping items is nothing but ensuring that the item is part of the supplier catalog so that purchase orders can be created against this Dropship Order.

Sent Stage

In this stage you will wait for shipping information from the supplier. Once received, you need to manually add it to each fulfillment so that the tracking information is also updated to Online Channels – in case the order was from an online channel.

  • Select Actions next to each fulfillment and click on Ship
  • A popup appears
  • Provide the shipper and tracking information and click on ship.

Closed Stage

A Dropship Order will automatically close once all fulfillments in the Dropship Order are either shipped or cancelled.

Dropship Purchase order

For every Dropship Order, a purchase order will automatically be created(if configured on a supplier – otherwise you can manually create one later). Follow the below steps to send and approve(if a supplier needs approval) a dropship purchase order:

  • Navigate to the main menu and purchasing.
  • Select the purchase order and click on the order number.
  • Click on approve & send PO.

1. The Purchase Order cannot be closed till the Dropship Order is closed.
2. The Dropship PO cannot be received manually – it will automatically capture receipts based on items shipped on the Dropship Order – once the Dropship Order is closed.

Dropship order cancellation

A fulfillment in dropship order can be cancelled before it is shipped.

  • Navigate to Main menu >> Purchasing >> Dropshipping and select an order.
  • Click on action next to a given fulfillment and cancel

Impact on QBO

  • Dropshiping Inventory is not Synced with QBO.
  • Purchase orders and purchase receipts will be synced.
  • QBO entries are currently not handled if the order is returned to the supplier facility.

Transfer order: Transfer orders are not available for dropship facilities and hence you will not be allowes to add a dropship facility as a source or destination to a transfer order.

Updated on September 2, 2020

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