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 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 Sales Order (use the [Save] button), and you must have approved at least one previous Delivery. An alternative method is to open the Delivery and select 'Create Returned Goods' from the Operations menu (you can open the Delivery from the Order using the Attachments facility). You must create Returns from Deliveries if you are using the Original Cost on Returned Goods option in the Cost Accounting setting in the Stock module, you are 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 using the Do Not Allow Return Goods From Order option in the Order Settings setting. If you are not using any of these options, but at lease one of the Items on a Sales Order uses a Queued Cost Model (FIFO or LIFO) then again you must create the Return from the relevant Delivery.

The difficulty with the returning of goods to stock is to establish the actual cost (FIFO, LIFO or weighted average 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. 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 same value as 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), and 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 Order: the default Quantity is that already delivered (less any that have already been returned). Any Items on the Order with a delivery quantity of zero will not be included in the Returned Goods record. The default Item Cost will be the Weighted Average, Cost Price or percentage of Base Price of the Item, depending on its Cost Model If the Item uses a Queued Cost Model (FIFO or LIFO), you will need to create the Returned Goods record from the Delivery because Queued values are not stored in 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 delivered. If necessary, change the Item Cost to the true value of the returned Item (which will be shown on flip C of the original Delivery record), and 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 an Item being returned has a Serial Number, no Serial Number will be transferred from the Order to the Return. This is because the Serial Numbers of delivered Items are not all stored in Orders if the Order Quantity is greater than one. You must enter the correct Serial Number yourself on flip B.

If the goods were returned because they were faulty (i.e. the Customer requires a replacement), choose to reduce the Delivery Quantity using the options on the right-hand side of the screen. Then, once you have approved the Returned Goods record, you can return to 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 Items 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. If the Order has been invoiced, you can credit the original Invoice using the 'Create Credit Note' Operations menu function on the Returned Goods screen. This will create a Credit Note with appropriate Payment Terms and a reference to the Invoice being credited. 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). In both cases, the Credit Note will update the invoiced quantity on flip D of the originating Order if you are using the Credit Notes Update Invoiced Quantity option in the Order Settings setting.

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 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.

A possible method of working might be to generate a Returned Goods record when the Customer contacts you to send back the delivered Items. You can give the Number of the Returned Goods record to the Customer 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 Order, click the close box. You will be asked if you want to save any changes. The Del 1 and Del 2 fields of the 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.