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Set Up Vendors for Dropship or JIT

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Quan Vu
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Dropship and Just-In-Time (JIT) are two supply chain management techniques that allow retailers to sell items that they do not physically store. Using Dropship, retailers send customer orders to vendors who then ship items directly to customers from their own facilities. Using JIT, retailers only order items from vendors once customers place orders for the items. Vendors send the items to the retailers who immediately forward them to the customers.

This guide will allow you to configure Dropship and JIT settings for vendors. Note that before you can enable Dropship or JIT for a vendor: the vendor profile must have at least one contact stored along with an email address; and the Email Purchase Orders box must be checked for that contact. For more information, refer to the “Add New Vendors” article.

PO Content Settings

  1. Go to Administration > System Config > Vendors.
  2. In the Vendors pane, select the desired vendor.
  3. At the bottom-right underneath the Contacts pane, expand the Vendor Settings pane.

 

Dropship-only Settings

  1. Check the Enable Dropship box.
  2. Check the Auto Submit Dropship POs box to allow RetailOps to send automatically-generated POs to the vendor when a Dropship item is ordered. If this box is not checked, you must open Dropship POs individually and press the [Submit PO] button.
  3. Cancel After (days): Notify the vendor of the maximum amount of days they have to fulfill an order.
  4. You can place a Product Image on the Packslip. Enter a common tag associated with the desired product images to populate the images.

JIT-only Settings

  1. Check the Enable JIT box.
  2. Check the Auto Submit JIT POs box to allow RetailOps to send automatically-generated POs to the vendor when a JIT item is ordered. If this box is not checked, you must open JIT POs and press the [Submit PO] button.
  3. Cancel After (days): Notify the vendor of the maximum amount of days they have to fulfill an order.
  4. Inflight/Viable days: You can add items onto submitted JIT POs through the Inflight/Viable feature. This field sets the amount of days after the PO’s original submission in which you can add items. If you leave this blank, it will default to 10 days.
  5. In Allowable JIT Destinations, select one or more of your facilities that can receive JIT items.

Settings for both Dropship and JIT

  1. Inventory Advice Expiry Days: Vendors must keep you updated with “advice” messages regarding how much inventory they have set aside for you. This setting controls the maximum amount of days allowed between updates. If you have not updated RetailOps with the vendor’s advice within the allotted time, RetailOps will assume the inventory is now zero (0). If you leave this field blank, it will not expire.
  2. Set the Default Estimated Ship Days. If an item can be fulfilled by more than one vendor, this can affect which vendor RetailOps selects for fulfillment.
  3. You can set vendor-specific PO Routing Instructions in addition to the default Routing Guide instructions. These additional instructions will appear on the bottom of the PO.
  4. In special cases, you can choose to Hide the Brand on POs by checking this box.
Settings for both Dropship and JIT

Returns Processing Settings

You can choose to send Dropship/JIT returns back to the vendor, back to your own facility, or even to another vendor. Select the appropriate option in the Return To menu.

Returns Processing Settings

Email Transmission Settings

By default, RetailOps will send Dropship and JIT POs to any vendor contacts with an email address stored if the Email Purchase Orders box is checked in the Contact Detail pane.

In the Email Transmission section, you can enter additional recipients for these POs. You can also provide vendors with a point of contact for your company regarding the vendor’s Dropship/JIT POs.

  1. The To recipient addresses are populated by the contacts for which you’ve stored an email address and have checked the Email Purchase Orders box. The vendor profile must have at least one contact that fits these criteria in order to auto-submit POs.
  2. You can enter additional recipients for the POs in the Cc field.
  3. You can set a From sender address to display on the PO. This gives vendors a point of contact should they have any questions regarding Dropship/JIT POs.
Email Transmission Settings

PO Scheduling Settings

By default, when RetailOps builds a Dropship/JIT PO, the Submit date/time will be set to 5pm of the current day. However, you can set specific schedules for each vendor to send these POs at different times.

  1. Set the Timezone. Note that only North American time zones are available.
  2. Enter the time of day in Hour and Minute when the POs should be submitted. This setting uses the 24-hour clock, or “military time” (for example, “1:00 PM” should be entered as “Hour 13, Minute 0”).
  3. Enter which Days of the week POs should be submitted. If left blank, RetailOps will send a PO every day at the desired time.
  4. To add more submission times, repeat steps 2-3 on additional lines.

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