Qoblex Drop Shipping: A Complete Guide

What is Drop Shipping? 

Dropshipping is a workflow where your supplier ships products directly to your customer instead of sending the stock to your warehouse first. 

In Qoblex, dropshipping starts from a Sales Order. Qoblex automatically creates one or more linked Purchase Orders for the supplier, then allows you to complete fulfillment once the supplier confirms shipment. 

Setting Up 

Before processing dropship orders, make sure the following are configured correctly. 

Create a Dropship Location 

1. Go to Account Settings > Inventory & Warehouses > Warehouses > Add a Warehouse 
    
2. Create a dedicated warehouse/location for dropshipping. 
    
   This location acts as a temporary receiving location for dropship Purchase Orders and should generally not hold normal warehouse stock. 
    

Configure Products for Dropshipping 

1. Go to Inventory > Products 
2. Open the product or variant 
3. Once inside the product view, go to the Inventory section > Dropship 
4. Configure the Dropship setting with the available options: 

• Do Not Dropship — Product will not appear in the Dropship workflow. 

• Always Dropship — Product will always be eligible for dropshipping. 

• Optional Dropship — Product can be selected for dropshipping when needed. 

Assign a Supplier 

Every dropshippable product must have a supplier assigned: 

• While on the product view, go to the General section > Supplier 

 
Qoblex uses the supplier information to automatically generate the supplier Purchase Order. 

If a Sales Order contains items from multiple suppliers, Qoblex automatically creates separate dropship Purchase Orders per supplier. 

Verify Purchase Tax Settings 
 

When generating dropship Purchase Orders, Qoblex uses: 

• the supplier’s configured purchase tax class,  

• or your company’s default purchase tax class if none is set on the supplier. 

Creating a Dropship Purchase Order 

1. Go to Sales > Orders 
2. Select the Sales Order.  
3. Select Bulk Actions > Drop Ship.  
    
    
4. Qoblex will display all eligible dropship items.  
5. Select the items you want the supplier to fulfill directly.  
6. Click Drop Ship. 
    

Qoblex will then create approved dropship Purchase Orders automatically. 

• Only one Sales Order can be dropshipped at a time.  

• Quote Sales Orders cannot be dropshipped.  

• Products marked Do Not Dropship will not appear.  

• If no products appear, verify the product’s Dropship setting and supplier assignment. 

What Qoblex Creates 

When the Drop Ship action is completed, Qoblex creates Purchase Orders with the Drop Ship PO type. 

Each Purchase Order: 

• is linked to the original Sales Order  

• is grouped by supplier  

• uses the Dropship location as the receiving location  

• uses the product purchase price  

• is automatically approved  

• includes the customer delivery address  

These Purchase Orders are intended to be sent directly to your supplier for fulfillment. 

Fulfilling the Dropship Order 

Once the supplier confirms shipment: 

1. Go to Purchases 
2. Open the Dropship Purchase Order 
   Click Drop Ship 
   

Qoblex will then automatically: 

• create and authorize the Goods Receipt 

• receive stock into the Dropship location 

• allocate stock to the linked Sales Order 

• create the shipment 

• dispatch the shipment 

Once complete, the order will show as successfully fulfilled. 

Updating Supplier Dropship Inventory 

If your supplier provides inventory updates via CSV, you can import supplier stock levels into Qoblex. 

Import Supplier Inventory 

1. Go to Inventory > Stock Control > Adjustments 
2. Click Stocktake. 
3. Select the dropshipping location. 
   Note: Make sure that you follow the CSV template provided by Qoblex 
   
4. Upload your updated CSV file. 

Qoblex updates matching product quantities at the selected location. If the CSV includes prices, Qoblex also updates the product retail price. 

Troubleshooting 

No Dropship Items Appear 

Check the product variant’s Dropship setting by going to Inventory > Products 

The product must be set to: 

• Always Dropship  

• Optional Dropship  

No Dropship Location Found 

Create a Dropship location by going to Account Settings > Inventory & Warehouses 

Product Has No Supplier 

Add a supplier to the product or variant. 

Qoblex cannot generate a supplier Purchase Order without supplier information. 

Tax Class Errors 

Set a purchase tax class on the supplier or configure a default purchase tax class in company settings. 

Drop Ship Button Missing 

The Purchase Order: 

• must be a Dropship PO  

• must not be in draft  

• must not already be received  

Purchase Order Already Received 

Dropship Purchase Orders can only be fulfilled once. 

If the supplier partially shipped the order, confirm quantities carefully before clicking Drop Ship. 

Recommended Workflow 

For best results, follow this process: 

1. Keep supplier details updated on all dropship products.
2. Create the Sales Order normally. 
3. Use the Drop Ship action on the Sales Order. 
4. Send the generated Purchase Order to the supplier. 
5. Wait for shipment confirmation from the supplier. 
6. Open the Dropship Purchase Order and click Drop Ship. 
7. Confirm the linked Sales Order has been dispatched successfully.