Fulfill a dropshipped order

After you create a dropship purchase order, the supplier ships the goods directly to your customer. Once the supplier confirms the shipment, you record fulfilment in Qoblex from the dropship purchase order. This single action receives the goods and completes the linked sale order in one step.

You do not receive goods into your own warehouse for a dropshipped order, and you do not create the shipment on the sale order by hand. The Drop Ship action on the purchase order does both for you.

Before you record fulfilment

Record fulfilment only after the supplier has confirmed that the goods have shipped to your customer. This action is the completion step for the dropship flow, not the step for sending the purchase order to the supplier.

Confirm the following first:

• The supplier has shipped the full quantity on the dropship purchase order.
• The purchase order is the correct dropship order for this sale.
• No one has already received or shipped the linked sale order by hand.

If the supplier gave you tracking details or shipping notes, record them according to your normal order process before or immediately after fulfilment.

Qoblex fulfils the whole quantity on the dropship purchase order at once. There is no partial dropship receive. If the supplier shipped only part of the order, confirm how your business wants to handle the remainder before you continue.

Record the dropship fulfilment

1. Go to Purchases.
2. Open the dropship purchase order.
3. Select Drop Ship at the top of the purchase order.

When the action finishes, Qoblex shows Drop ship fulfilled successfully.

The Drop Ship button appears on the purchase order only when all of these are true:

• The order is a dropship purchase order (its sub-type is Drop Ship PO).
• The order is not a draft.
• The order has not already been received.

A dropship purchase order can only be received once, and receiving cannot be undone. Confirm the supplier shipment and quantities before you select Drop Ship. If the order was already received, Qoblex blocks the action.

What Qoblex does when you record fulfilment

Selecting Drop Ship runs the standard purchase order receive against the dropship order. Because the order is a dropship purchase order, Qoblex completes the whole flow in one transaction:

• Creates and authorizes the goods receipt, receiving the goods at the drop ship location.
• Allocates the received quantity to the linked sale order.
• Creates a shipment on the linked sale order.
• Dispatches that shipment.

The stock movement passes through the drop ship location, which keeps the dropship movement separate from your normal warehouse stock while still giving the linked sale order a completed allocation and shipment. If any step in the transaction fails, the whole action is rolled back and nothing is recorded.

Because the action dispatches the shipment, treat the linked sale order as fulfilled once the success message appears.

Check the sale order afterward

After the success message, open the linked sale order and confirm:

1. The stock is allocated from the drop ship location.
2. A shipment exists on the sale order.
3. The shipment is dispatched.
4. The order status matches your operating process.

For how shipments and dispatch appear on the sale order, see Shipments, picking, packing, and dispatch. The dropship purchase order itself is a purchase order; for how goods receipts work on the purchasing side, see Receive goods and manage GRNs.

If any of these do not match what you expect, stop and collect the purchase order number, the sale order number, the visible status, and the Activity entries before you retry any related action.

Troubleshooting