Entering a Returned Goods to Supplier record - Terms Card
This page describes the fields on the 'Terms' card in the Returned Goods to Supplier record window. Please follow the links below for descriptions of the other cards:
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- Date
- Paste Special
Choose date
- The date of the Return. The default is the current date.
- Location
- Paste Special
Locations setting, Stock module
- Default taken from Purchase Order or Goods Receipt
- The Location from which the Items are to be returned. If you have specified a Main Location in the Stock Settings setting, leaving the field blank means that the Main Location will be used.
- You must specify a Location here if you are using the Require Location option in the Stock Settings setting.
- You can specify a Location in any of the Return rows (flip C), to override the one entered here.
- Reason
- Paste Special
Standard Problems setting, Sales Ledger/Service Orders module
- Specify here a Standard Problem to describe the reason why you needed to return the goods to the Supplier.
- If you need it to be mandatory to specify a Reason in every Returned Goods to Supplier record, select the Force Reason option in the Stock Settings setting.
- Purch. Order No.
- The original Purchase Order Number will be placed in this field. If you created the Return from a Goods Receipt, this will be the Number of the Purchase Order from which the Goods Receipt was created.
- This field cannot be changed, but it will be emptied if you use the fields on flip E to include Items from different Purchase Orders in a single Return.
- Route
- Paste Special
Routes setting, Stock module
- You will tend to use the Route field if you have a fleet of delivery vehicles, each of which repeats the same journey or "Route" every day.
- The Route in a Return will be updated if you change Location or the Address Code (i.e. Delivery Address, on the 'Address' card), as follows:
- The Route will be taken from the record in the Routes/Locations setting in the Stock module for the Location/Supplier/Delivery Address combination.
- If there is no Address Code in the Return, the Route will be taken from the record in the Routes/Locations setting for the Location/Supplier combination in which the Delivery Address is blank. If there is no such record, the Route will be taken from the first Routes/Locations record for the Location/Supplier combination, sorted by Delivery Address.
- In all other circumstances (e.g. there is an Address Code in the Return but there is no record in the Routes/Locations setting for the Location/Supplier/Delivery Address combination), the Route will be taken from the Contact record for the Supplier (Route field on the 'Delivery' card).
- The Route will be used by the Trip Sheet report in the Stock module. This is a list of the Deliveries, Stock Movements and Returned Goods to Supplier records on a particular Route that can be transported on a specified date or during a specified period.
- Tags/Objects
- Paste Special
Tag/Object register, Nominal Ledger/System module
- You can assign up to 20 Tags/Objects, separated by commas, to a Return, to be transferred to the consequent Nominal Ledger Transaction. You might define separate Tags/Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that you can use in Nominal Ledger reports.
- Usually the Tags/Objects in this field will represent the Supplier and/or the Location. By default, they will be taken from the Purchase Order or Goods Receipt from which you created the Return, but you can change them if necessary.
- In the Nominal Ledger Transaction generated from a Return, the Tags/Objects specified here will be assigned to the debit posting to the Purchase Accruals or Returned Goods to Supplier Account. If you are using the Supplier Tag/Object on Stock A/C option in the Account Usage P/L setting in the Purchase Ledger, they will be assigned to the credit posting to the Stock Account as well.
- If you are using the Skip Header A/C Tags/Objects on Cost A/C option in the Account Usage P/L setting, these Objects will not be assigned to either posting in the Transaction.
- Reduce Quantities
- Default taken from
Returned Goods Settings setting, Stock module
- Use these options to control the effect of the Return on the originating Purchase Order.
- Received Only
- This option reduces the Rcvd. and Rcvd. OK quantities on flip C of each Purchase Order row. You should use it when you are returning goods because they are faulty (i.e. you require replacements). Then, after marking the Returned Goods to Supplier record as OK and saving and when the replacements arrive, you can return to the Purchase Order to raise another Goods Receipt for the appropriate quantity to fulfil the Order.
- Ordered and Received
- This option reduces the Order quantity as well as the Rcvd and Rcvd. OK quantities in each Purchase Order row. You should use it when you return goods without requiring replacements. If you have received a Purchase Invoice for the Order, selecting 'Credit Note' from the Create menu (Windows/macOS) or + menu (iOS/Android) in the Returned Goods to Supplier window will create a Credit Note with appropriate Payment Terms. If you have created more than one Invoice from the Purchase Order, you will not be able to create the Credit Note from the Returned Goods to Supplier record and instead will need to do so from the Order or from the Invoice to be credited.
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The Returned Goods to Supplier register in Standard ERP:
Go back to:
Introduction to the Returned Goods to Supplier Register
