Description

This article explains the Return Authority workflow. Also known as Credit Note or Stock Returns.

Once a sales order has been invoiced to the Accounting system, it is given a CLOSED status. Any stock that is returned must be processed using the returns workflow.

Quick Receive is not usable for returns, and they must be received manually by entering in the numbers received. This is because two batch numbers may have been returned, and many companies will need to specify the batch numbers.

Payments can not be applied or reviewed for QUOTE, RETURN or HISTORIC Sales.

Detail Steps

New Return Authority

There are two options for returning the stock, via Return Authority (from the original order) or creating a Blind Return (Unlinked to the original order).

  • Locate the original sale order in the sales register

  • Open the order via double Left click

  • select New Return Authority

  • Enter the agreed return quantities against the relevant line items.

  • Select Record Return

  • Once the return is recorded, a new record will be created in the Receiving Register, ready, allowing goods inward to accept the return.

  • From the sales register, select control J or right-click and select jump to order.

  • This will place you in the receiving register with the selected return order to put away.

  • Receive the Order as per standard purchase order, checking serial numbers, bin locations in addition to your normal returned goods stock checking process (Quarantine and Testing).

  • On recording the receival, a prompt may appear, allowing you to create the Accounting transaction. If so, select OK when required or cancel for creation at a later time (see notes below regarding preference option.)

  • If the prompt does not appear, select control J to return to the sales register.

  • Right-click on the return and select "Create Account Credit" to send the transaction to the Accounting system.

  • The status of the return will now change to closed.


Blind Return

  • Select New Sale Order or Press CRTL "O" from the sales register to open a new sales order entry form.

  • select New Return Authority

  • Enter all relevant details as per a sale order.

  • Enter the agreed return quantities against the relevant line items.

  • Select Record Return

  • Once the return is recorded, a new record will be created in the Receiving Register, ready, allowing goods inward to accept the return.

  • From the sales register, select control J or right-click and select jump to order.

  • This will place you in the receiving register with the selected return order to put away.

  • Receive the Order as per regular purchase order, checking serial numbers, bin locations in addition to your normal returned goods stock checking process (Quarantine and Testing).

  • On recording the receival, a prompt may appear, allowing you to create the Accounting transaction. If so, select OK when required or cancel for creation at a later time (see notes below regarding preference option.)

  • If the prompt does not appear, select control J to return to the sales register.

  • Right-click on the return and select "Create Account Credit" to send the transaction to the Accounting system.

The status of the return will now change to closed.

The Clear All option can clear the returned column and is handy when only a few stock items are returned from the large sale order.

If the returned stock is faulty or needs disposing of, the stock should be returned to stock, as usual, then written off via stock adjustment or moved to a holding location via stock transfer.
Closed Return Authority can't be reversed but can only be managed via Stock adjustment.

If the customer is On Credit Hold Receiving record is not created for Return authority.

Normally the user will get an Alert message 'This customer is on CREDIT HOLD' when selecting the customer On-hold.

This Alert can be turned ON and OFF under Options > Preferences > Sales Tab "Always Show Alert when Over Credit Limit.


Closing Return

Please remove all unnecessary line items as well as line items with quantity 0 (zero).  Return sync to Accoting will fail if it includes at least one or more line items with quantity 0 (zero). 

To Remove these line/s please select the line > right click > Remove

Related Information

To handle Service/Repair/Warranty “Jobs” where need to record the Serial number and be able to see a History of that Product, please find the steps below:

Step 1: When you put the stock on the shelf, add it into a location specifically for Service/Repair/Warranty

Step 2: When sending back to customer invoice back out of that location