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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / Invoicing but not ship...
Microsoft Dynamics GP (Archived)

Invoicing but not shipping

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Posted on by ForceSports 490

 On behalf of one of our clients, we buy several thousand jerseys.  When we receive the jerseys (we buy them off-shore) we immediately invoice for the full total. However, we do NOT ship them. 

 Through-out the year, they then 'order' these jerseys from us and we drop-ship them to various locations.  These jerseys might have some finishing costs attached...so we want to send an invoice/packing slip that would show these extra finishing costs, shipping, but the jerseys themselves would come up zero value -- so this part of the invoice would remain zero.

The difficulty I'm having, is that once I invoice for the initial shipment, GP zeroes out my inventory (otherwise, I'd simply do new invoices and replace the cost of the jersey with zero).
 

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  • David Dery Profile Picture
    David Dery 10 on at
    Re: Invoicing but not shipping

    Before becoming a reseller I faced this very problem in a company that I worked for.  In addiiton our product was an FDA regulated lot/serial numbered item which made tracking even more important.  Essentially, acting as the distributor creates this issue.  There are a couple ways to address this, depending on how you want to deal with it. 

    We ended up having a custom app developed by our reseller at the time that performed a zero dollar inventory adjustment to a secondary GP company for the distribution of this product.  This ensured 100% accuracy in items, quantities, lots, etc. and kept the financial auditors off our backs becuase it wasn't a "manual" process.  We went this route because of the lot/serial numbers.  Becuase of volume, accuracy etc we needed something more automatic.

     If you don't want to go to that extreme, for example if you don't have a couple hundred serial numbers to input every time, I would suggest you create an inventory location to "store" the jerseys at so they don't mingle with other inventory.  I would perform the sale and order fulfillment, invoice etc and then do a matching inventory adjustment of the product to add it back into the new location at a zero dollar value.  This allows you to "resell" the same inventory except now it is at a zero dollar value.

     DFD

  • Ron Draganowski Profile Picture
    Ron Draganowski 1,575 on at
    Re: Invoicing but not shipping

    The previously suggested approach seems to assume you're doing this on the Purchase Order Processing side (hence the reference to "Landed Costs").  It sounds to me like this is on the sales side (Sales Order Processing module).  Isn't that right? 

    What you're doing is tricky, because if you use the same item number for both the real sale at let's say $100, and then do an additional inventory transaction at $0, the costing of your item will be adversely affected.

    We're in the process of doing something like this for one of our clients.  It's more a creative solution than a custom solution.  These steps could be manually performed, but we are creating a small customization that will help manage it better.  Basically, here are the steps:

    1. Enter the original order/invoice and process normally. 
    2. When the sales invoice posts, we can either do automatically with code or you can do manually:
      1. Create a copy of the item being sold that used expressly for the purposes of zero-cost transactions.  This could perhaps be the same item number, but with a "Z-" prefix, or something like that.
      2. Create an inventory adjustment to bring all items being sold back on hand using the "Z-" items, all at zero dollars. 

    At this point, you can process a new sales order for the "Z-" items, and add any processing costs, freight costs, etc. to the new order. 

     However, the remaining challenge is managing that "Z-" inventory.  Two ways of approaching that.  Perhaps you could have all "Z-" items track lot numbers (if you're not already tracking lot numbers), were the lot number is the customer ID on the original sale.  Otherwise, a custom solution could be created to track activity on these items, and event allow you to automatically draw against these outstanding balances.

     What do you think?

    Ron Draganowski
    Senior Solution Developer
    Olsen Thielen Technologies, Inc.
    rdrag@ottechnologies.com
    http://www.ottechnologies.com     

     

    Find me on LinkedIn: http://www.linkedin.com/in/rondraganowski

     

  • Duke del Prado Profile Picture
    Duke del Prado 320 on at
    Re: Invoicing but not shipping

    Here are some things for you to test and you can choose which one will work in your environment:

    1) You can create an Order then link it to a Blanket PO. Only receive the items you're ready to ship.
    2) Transfer the items to a dummy Site then once the order comes in, move the items to the actual site so inventory won't go zero
    3) For the extra cost, you can use Landed Cost in Receiving and for Order entry use Freight and Misc.

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