EDI workflow: dropship
Overview
Find step-by-step instructions to process an EDI order through the dropship workflow, where your trading partner purchases goods and you dispatch those goods directly to your trading partner’s customer.
These instructions are general in nature and may not precisely match individual workflows, which can include automations or specific configurations. They do not explain how to change an EDI order before acceptance. Users are advised to consult their documentation for accurate guidance tailored to their unique circumstances.
1. Import the Purchase Order (850, ORDERS)
The dropship workflow begins when you receive the Purchase Order (850, ORDERS) from your trading partner. You’ll see new Purchase Orders on the Ready For Import tile on your trading partner’s integration dashboard.
Start by importing the Purchase Order. Three things will happen automatically:
The order is added to your EDI Dashboard. There you’ll process the order through yours and your trading partner’s workflow.
A sales order is created and linked to the order (the linked sales order).
The Functional Acknowledgement (997, CONTROL) of the Purchase Order is created, which you’ll see on the Ready For Export tile on your trading partner’s integration dashboard.
Immediately export the Functional Acknowledgement of the Purchase Order. Then review the Purchase Order (see next step).
2. Review the Purchase Order (850, ORDERS)
The Purchase Order (850, ORDERS) specifies the details of the order:
Delivery window
Products
Quantities
Prices
You must review the Purchase Order and decide whether to accept or reject the sale.
Find the order on your EDI Dashboard. It should say Acknowledged in the Purchase Order column. If it says Awaiting Acknowledgement, return to your trading partner’s integration dashboard and export the Functional Acknowledgement of the Purchase Order (see previous step).
Otherwise, start by reviewing the delivery window: your trading partner’s customer must receive the order on or after the Start Date and on or before the Cancel Date.
Now open the order (select inside the Customer PO cell) to see the linked sales order. Open the linked sales order (select inside the Order Ref cell) and review the products, quantities, and prices.
Then package and dispatch the order (see next step).
3. Cartonization, shipping, and dispatch
Cartonization involves:
Packing the goods into boxes.
Assigning each box a unique serial shipping container code (SSCC).
Recording which goods are in each box.
You can either use third-party logistics (3PL) for cartonization or perform cartonization yourself.
If you are using 3PL, have your 3PL cartonize and dispatch the order. Cartonization is complete when the order says 3PL Confirmed in the Dispatch column on the EDI Dashboard. Expect your 3PL to have dispatched the order.
If you aren’t using 3PL, perform cartonization yourself. Also organize shipping – that means giving the sales order a Carrier and Tracking Code, setting its Stage to Fully Dispatched, and entering its Fully Dispatched date. Cartonization is complete when the order says Done in the Dispatch column on the EDI Dashboard. Dispatch the order.
As soon as possible, create and export an Advance Shipping Notice (856, DESADV; see next step).
4. Create and export the Advance Shipping Notice (856, DESADV)
In a dropship workflow, the Advance Shipping Notice (856, DESADV) tells your trading partner that their customer’s order has been fulfilled.
First create the ASN. You’ve created the ASN when you see it on the Ready For Export tile on your trading partner’s integration dashboard, and when the order says Scheduled in the ASN column on the EDI Dashboard.
Then export the ASN. You’ve exported the ASN when the order says Awaiting Acknowledgement in the ASN column on the EDI Dashboard.
Eventually, you’ll receive a Functional Acknowledgement for the ASN. Import that Functional Acknowledgement. You’ve imported the required Functional Acknowledgement when the order says Acknowledged in the ASN column on the EDI Dashboard.
Finally create and export the Invoice (810, INVOIC; see next step).
5. Create and export the Invoice (810, INVOIC)
The Invoice (810, INVOIC) is your request for payment from your trading partner.
First create the Invoice. Then the order will say Scheduled in the Invoice column. Next export the Invoice. The order will say Awaiting Acknowledgement in the Invoice column. Finally, once you’ve received it, import the Functional Acknowledgement of the Invoice.
This ends the workflow and removes the order from the default view of the EDI Dashboard.