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Operations Menu - Create Returned Goods

Use this function when goods that you have delivered to your Customer are returned to you. When this happens, open the Delivery and select 'Create Returned Goods' from the Operations menu. For the function to have any effect, all changes to the Delivery must first have been saved (use the [Save] button), and it must have been approved. An alternative method (providing you are not using the Original Cost on Returned Goods option in the Cost Accounting setting, you are not using the option to insert Returned Goods at their original position in the FIFO/LIFO cost queue in the same setting and/or you are not using the Do Not Allow Return Goods From Order option in the Order Settings setting) is to is to open the Order from which the Delivery was created and select 'Create Returned Goods' from the Operations menu.

The difficulty with the returning of goods to stock is to establish the actual value of the goods being returned. The purpose of the Returned Goods register is to allow you to record values that are as accurate as possible. The Original Cost on Returned Goods option in the Cost Accounting setting will help you achieve this. For example, if you are using the Queued Cost Model (FIFO or LIFO) Cost Model, you should receive the Item back into stock with the value it had when you delivered 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 delivery and return.

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

The Returned Goods record takes its information from the Delivery: the default Quantity is that already delivered (less any that have already been returned). If you are using the Original Cost on Returned Goods option in the Cost Accounting setting, the default Item Cost will be a unit price calculated from the Row FIFO figure on flip C of the Delivery. If you are not using this option, the default Item Cost will be the Cost Price from the Item record.

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 delivered. If you are not using the Original Cost on Returned Goods option in the Cost Accounting setting and/or you are not using the option to insert Returned Goods at their original position in the FIFO/LIFO cost queue in the same setting, you can change the Item Cost of the returned Item if necessary, or enter an Extra Cost (any cost incurred in receiving the Item back into stock).

If an Item being returned is a Structured Item, you should list its components in the Return, not the Structured Item itself. Structured Items are built the moment the Delivery is made and are not kept in stock themselves. Therefore, they should not be included on a Return. Only the components should be listed on the Return: this will ensure they are correctly received back into stock.

If the goods were returned because they were faulty (i.e. the Customer requires a replacement), choose to reduce the Delivery Quantity in the originating Sales Order using the options on the right-hand side of the screen. Then, after you have approved the Returned Goods record, you can reopen the Order and raise another Delivery for the appropriate quantity to fulfil the Order. In this instance you may choose not to update the stock levels and to treat the Item as written off. If you need to return the Items to your Supplier, it is recommended that you update stock levels and then enter a Returned Goods to Supplier record (if you originally purchased the Items using a Purchase Order) or a Stock Depreciation record (if there is no originating Purchase Order).

Alternatively, the goods may have been returned without a replacement being required (perhaps the Customer cancelled the Order). In this case, choose to reduce the ordered quantity and to update stock levels. When you view the originating Sales Order after approving the Returned Goods record, both the Order Quantity and the Delivery Quantity will have been reduced. If the Order has been invoiced, you can credit the Invoice by opening that Invoice and selecting 'Create Credit Note' from the Operations menu (you can locate the original Invoice from the Delivery or 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 screen.

When the Returned Goods 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 Returned Goods record, 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 the Number Series - Returned Goods setting.

A possible method of working might be to generate a Returned Goods record when the Customer contacts you to send back the delivered Items. The Number of the Returned Goods record can then be issued as a Returns Number. When the Items arrive, you can approve the Return: this will alter the stock levels accordingly.

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 Delivery, click the close box. You will be asked if you want to save any changes. The Del 1 and Del 2 fields of the originating Order (visible on flip D) 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.