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Create Menu - Work Sheet - Returned Goods

This page describes the 'Returned Goods' function on the Create menu in the Work Sheet record window. If you are using iOS or Android, the 'Returned Goods' function is on the + menu.

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If a Customer returns goods that you have supplied as part of a repair (i.e. spare parts that you have removed from stock using a Work Sheet), you can bring them back into stock using the following methods:

  • Open the Work Sheet that represents the delivery of the spare parts to the Customer and select 'Returned Goods' from the Create menu (Windows/macOS) or + menu (iOS/Android).

  • Open the Service Order that governs the Work Sheet and select 'Returned Goods' from the Create or + menu. This option will be useful if the Service Order has more than one connected Work Sheet and the Customer has returned the Items on some or all of those Work Sheets. This option is described here.
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 create a Return from a Work Sheet, 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 checking, amendment and approval.

The Location in the new record will be the Default Return Location specified in the Local Machine setting in the User Settings module. This may mean that the Location in Returned Goods records may vary depending on the machine on which they were created. This Location will also be copied to each row in the Returned Goods (flip B). If you have not specified a Default Return Location specified in the Local Machine setting, the Location specified in the Work Sheet will be copied the Return.

Every Stocked Item on the Work Sheet will be listed in the new Return except any that have already been returned. Items that are not Stocked will not be listed. If you are using the Original Cost on Returned Goods option in the Cost Accounting setting, the default Item Cost will be the FIFO figure on flip D of the relevant Work Sheet row. 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 (Windows/macOS). If you are using iOS or Android, long tap on the row number on the left of the row and select 'Delete Row' from the resulting menu. You cannot enter a quantity greater than was originally delivered. If necessary, change the Item Cost to the true value of the returned Item (which will be shown on flip D of the Work Sheet), and/or enter an Extra Cost (any cost incurred in receiving the Item back into stock).

When the Returned Goods record is complete, tick the OK check box and save the record. This signifies that you have approved the Return. Once you have done this, you will no longer be able to modify it. 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 setting. An appropriate number of records will also be created in the Work Sheet Transaction register (one for each row in the Returned Goods record), allowing the returned Item(s) to be included in the next Invoice that you create from the Service Order. Returned Items will be included in Invoices with negative quantities, so you will only be able to edit these Invoice and mark them as OK if you are using the Allow Negative Quantities on Invoices option in the Optional Features setting in the System module. The Returned figure on flip D if each Work Sheet row will be updated to show the quantity returned.

The Work Sheet and the Returned Goods record will be connected to each other through the Link Manager facility. This allows you to open the Work Sheet quickly and easily when reviewing the Returned Goods record, and to open the Returned Goods record from the Work Sheet.

You can use Access Groups to prevent certain users from creating Returned Goods records from Service Orders, by denying them access to the 'Returned Goods from Work Sheet' Action.

Please refer here for full details about Returned Goods.

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The Work Sheet register in Standard ERP:

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