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This text refers to program version 5.3  

Operations Menu - Create Returned Goods

Use this function when you need to return an Item to its Supplier. When you need to do this, open the Purchase Order and select 'Create Returned Goods' from the Operations menu. For the function to have any effect, you must first have saved all changes to the Purchase Order (use the [Save] button), and you must have approved at least one previous Goods Receipt. An alternative method is to open the Goods Receipt and select 'Create Returned Goods' from the Operations menu (you can open the Goods Receipt from the Purchase Order using the Attachments facility). You must create Returns from Goods Receipts if you are using the Original Cost on Returned Goods to Supplier option in the Cost Accounting setting in the Stock module, and/or you are using the Do Not Allow Return Goods From Order option in the Purchase Order Settings setting.

The difficulty with the returning of goods to their Suppliers is to establish the actual cost (FIFO, LIFO or weighted average value) of the goods being returned. The purpose of the Returned Goods to Supplier register is to allow you to record values that are as accurate as possible. For example, if you are using the Queued Cost Model (FIFO or LIFO) Cost Model, you should return an Item with the same value it had when you received it. If you are using the Weighted Average or Cost Price Cost Models, the Weighted Average or Cost Price may have changed in the time between receipt and return.

When you select the function, a new record will be created in the Returned Goods to Supplier register (in the Stock module), and opened in a new window, entitled 'Returned Goods to Supplier: Inspect'. This means that it has been created and saved and is being opened for amendment and approval.

The Returned Goods to Supplier record takes its information from the Purchase Order: the default Quantity is that already received (less any that have already been returned or delivered to Customers). Any Items on the Order with a received quantity of zero will not be included in the Returned Goods to Supplier record. The value of the returned Items (visible on flip C) will be calculated using the usual Cost Model (i.e. as if the Return was a normal removal from stock). If you need the value of the returned Items to be taken from the original Goods Receipt, you should use the Original Cost on Returned Goods to Supplier option in the Cost Accounting setting in the Stock module and you will need to create the Returned Goods to Supplier record from the Goods Receipt. Values from Goods Receipts are not stored in Purchase Orders.

Enter the returned Quantity for each Item and remove any Items not returned by clicking on the row number to the left and pressing the Backspace key. You cannot enter a quantity greater than that originally received (or remaining in stock if some of those originally received have been delivered to a Customer or otherwise removed from stock).

If an Item being returned has a Serial Number, no Serial Number will be transferred from the Purchase Order to the Return. Serial Numbers are not stored in Purchase Orders. You must enter the correct Serial Number yourself on flip C.

If you are returning the goods because they are faulty (i.e. you require a replacement), choose to reduce the Received Quantity in the originating Purchase Order using the options on the right-hand side of the screen. Then, once you have approved the Returned Goods to Supplier record and when you receive the replacement Item, you can return to the Purchase Order and raise another Goods Receipt for the appropriate quantity.

Alternatively, you may have returned the goods to their Supplier without requiring a replacement (perhaps the Customer returned the goods to you and cancelled the Order). In this case, choose to reduce the Ordered and Received Quantities in the originating Purchase Order. If the Order has been invoiced selecting 'Create Purchase Invoice' from the Operations menu of the Purchase Order screen once again will create an Invoice for a negative quantity, effectively crediting the original Invoice. Alternatively, you can locate the original Invoice and select 'Create Credit Note' from the Operations menu (you can locate the original Invoice from the Order using the Attachments feature). This will create a Credit Note with appropriate Payment Terms and a reference to the Invoice being credited. An alternative method is to use the 'Create Credit Note' Operations menu function on the Returned Goods to Supplier screen. In all cases, the Credit Note will update the invoiced quantity on flip C of the originating Order if you are using the Credit Notes Update Invoiced Quantity option in the Purchase Order Settings setting and if you are not using the Consolidate Items to Supplier Cost Account option in the Purchase Invoice Settings setting.

When the Returned Goods to Supplier record is complete, click the OK check box. This signifies that the Return has been approved. Once this has been done and you have saved the Return, you will no longer be able to modify it. You will not be able to raise a credit Invoice for the goods that have been returned until the record has been approved. A stock transaction in the Nominal Ledger will be created if you have so determined using the Sub Systems setting in the Nominal Ledger and in the Number Series - Returned Goods to Supplier setting.

Please click here for a full description of the screen, including detailed information about any Nominal Ledger Transactions created when the Return is approved.

To close the screen and return to the Order, click the close box. You will be asked if you want to save any changes. The Recv. 1 and Recv. 2 fields of the Purchase Order (visible on flip C) will be updated automatically (as will the Order Quantity on flip A if you have so chosen). You may need to close the Order and re-open it to see these changes.

If the function does not create a Returned Goods to Supplier record and there is no problem with Number Series, then a possible cause is that the Purchase Order does not contain any Stocked Items. In this case, a Returned Goods to Supplier record will only be created if you are using the Cost Accounting for Plain and Service Items option in the Cost Accounting setting. If you are not using this option and the Purchase Order contains a mixture of Stocked, Plain and Service Items, only the Stocked Items will be copied to the Returned Goods to Supplier record.

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