Enter Returns
Overview
You can post returns of items to inventory against existing receipts or against receipts you have already cleared from Purchase Orders. You can also post returns without entering any receipt number.
If you enter a receipt number, the return is to the primary vendor on the receipt. (You cannot post returns to secondary vendors specified on receipts.)
When you post a return, inventory quantities are immediately updated for the returned items in Inventory Control. You can edit posted returns until they are completed (when credit notes are posted).
Entering
Returns for Existing Receipts
When you return items from an existing receipt, Purchase Orders displays information from the original receipt in the Return Entry form. You can edit all the information on the Return tab except for the purchase order number (if any), vendor number, and template code.
You enter the returned quantity for each item in the detail entry grid on the Return tab. You can either delete the details that you are not returning, or leave the returned quantity at zero.
If you are returning all items from a receipt, you can use the Return All button to enter the full quantity received on each detail line. If necessary, you can change all of the returned quantities inserted by the Return All button.
Entering
Returns for Non-Existing Receipts
When you enter returns to cleared receipts, you can enter and change all the default information that appears from the vendor record and template code. You can also add as many detail lines as you need to match the information on the cleared receipt.
You enter the details of the returned items on the detail entry grid on the Return tab of the Return Entry form. With each detail, you must enter the item number, item description, location (if you use Inventory Control), and quantity returned.
You can also enter the unit and return cost, unit of measure, unit weight, extended weight, vendor's item number, order number, and comments. If the detail includes a non-inventory item, you also enter the general ledger account to which the returned cost is expensed.
To return items using the Return Entry form:
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Open Purchase Orders > P/O Transactions > Return Entry.
Click here for help on Return Entry fields.
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Press the Tab key to accept *** NEW *** as the return number (in the Return Number field).
Purchase Orders will assign a return number when you post the return.
If you do not want Purchase Orders to assign the number automatically, you can type the new number yourself, and then press the Tab key.
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Type the vendor number or select it from the Finder.
You can also skip the Vendor Number field and go directly to the Return Number field. However, entering the vendor first will limit the length the receipt list.
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Type or select the receipt number in the Receipt Number field.
The program will display all of the information from the receipt that you selected, allowing you to return all items or edit the quantities and then post the return.
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Check the
header information for the return
to make sure that it is correct.-
In the Return Date field, use the calendar to select the return date or enter the date manually.
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Select the posting date, if different. This is the date that you want to use for posting the transaction in the General Ledger. The posting date also determines the year and period to which the transaction is posted.
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In the Bill-To Location field, enter or select the code for the inventory location that is returning the items.
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You can also specify a ship-via code for the return.
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You can change the vendor account code to post the transaction to a different set of Accounts Payable control accounts.
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Enter a description and a reference for the return in the spaces provided.
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To return everything from the receipt, click the Return All button. You can change quantities, if necessary, and delete lines which are not being returned.
If you are entering returns for cleared receipts (the receipt no longer exists), you enter:
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The details of the returned items on the detail entry grid on the Return tab of the Return Entry form. With each detail, you must enter the item number, item description, location (if you use Inventory Control), and quantity returned.
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The unit and return cost, unit of measure, unit weight, extended weight, vendor's item number, order number, and comments.
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The general ledger account to which the returned cost is expensed if the detail includes a non-inventory item.
For job-related returns, you enter contract, project, and category information.
You do not enter the quantity received or extended cost.
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You can
edit return details right on the detail
entry grid, or on the Items/Taxes form.For each detail, you can:
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Delete the detail line if it's not being returned.
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Change the Quantity Returned.
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Edit the following information:
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Unit cost and extended cost
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Discount percentage or discount amount
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Weight UOM, unit weight, and extended weight
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Quantity canceled and quantity outstanding
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Vendor item number
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Order number (if PO created from a customer order)
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Comments
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Manufacturer's item number
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Optional fields
If you need to change item tax classes or tax included information, use the Items/Taxes form. (Select the detail on the detail-entry grid on the Invoice tab, then press F9 or click the Item/Tax... button.)
Note: You can change the total tax amounts on the Taxes tab.
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Click the Taxes tab to check the tax totals. You can change the tax class and tax amount for each jurisdiction, if necessary.
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Click the Totals tab to check the totals for the return.
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Click Post to post the return.
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Run Day End Processing in Inventory Control to:
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Update inventory records.
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Create general ledger entries from returns.
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Create the Returns Posting Journal of the transactions you posted in Purchase Orders since the last time you ran Day End Processing.
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Print the Returns Posting Journal to check the returns you posted.
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Create credit notes from returns.
When you create credit notes from returns, the credit notes complete the returns.