Projects:ReturnMaterial/Functional Documentation

Contents 1 Return from customer 1.1 Window: RFC 1.1.1 Header 1.1.2 Lines 1.1.3 States 1.1.4 Pick/Edit lines button 1.1.4.1 Validations 1.1.4.2 Insert lines 1.1.4.3 Edit/Remove lines 1.1.5 Credit/refund button 1.1.5.1 Configuration for Leave as credit 1.2 Window: RM receipt 1.2.1 Header 1.2.2 Lines 1.2.3 Pick/Edit lines 1.2.4 Validations 1.2.5 Bin for returns 1.2.6 Rejected 1.3 Document types 2 Return to vendor 2.1 Window: RTV 2.1.1 Header 2.1.2 Lines 2.1.3 States 2.1.4 Pick/Edit lines button 2.1.4.1 Validations 2.1.4.2 Insert lines 2.1.4.3 Edit/Remove lines 2.2 Window: RTV shipment 2.2.1 Header 2.2.2 Lines 2.2.3 Pick/edit lines 2.2.4 Validations 2.3 Document types

Return from customer

RMC: Return material to customer. This flow manages customer returns orders, the physical inbound of returned materials and the financial settlement for customer refunds

• To see visual flow click here.

Window: RFC

• Name: Return from customer
• From this window you will be able to:
  • Pick and edit lines that come from goods shipments
  • Create credit/refund

Header

Form

• Organization
• Document type
• Document No.: Document number
• Date: The date of the document
• Reason for returning: It's a list that can be extended through an external module. The reason will be inherited by the lines
• Business partner: Customer that returns the material
• Partner address: Shipment partner address
• Warehouse: Warehouse in which the goods are received
• Invoice terms
• Payment method
• Payment term
• Description: Brief description if need it

Status bar

• Document Status: Shows the status of the document:Draft, Acknowledge or voided
• Total Gross Amount: Amount of the RM
• Total Net Amount: Net amount of the RM
• Currency

Grid

• Organization
• Date: The date of the document
• Document type
• Document No.: Document number
• Business partner: Customer that returns the material
• Reason for returning: It's a list that can be extended through an external module. The reason will be inherited by the lines
• Invoice terms
• Payment method
• Document Status: Shows the status of the document:Draft, Acknowledge or voided

Lines

This tab is not editable, since the returned lines always come from shipment lines, to avoid:

• To see positive values while are negative in the DB
• Enter lines that are not linked to shipment lines
• Edit attributes, products and so having either the products or attributes different than the shipment line

Grid

• Product: The item returned
• Attribute Set Value: Attribute of the returned item. This value will be exactly as the one in the goods shipment to keep the traceability
• Return: Quantity that the customer asks to return
• Received: Quantity received
• Rejected: Quantity rejected
• Invoiced: Quantity invoiced
• UOM: Unit of measure
• Reason: It inherits the reason from the header in case the line has no reason defined after picking a shipment line
• Net Unit Price: Same price as the original sales order line
• Line Net Amount: Amount of the line (Price x Returned)
• Taxes: Same tax as the original sales order line

Form

• Same fields as in the grid but Received and Invoiced in the status bar
• Shipment line: Through this field you keep the traceability among documents (RM->Shipment->Order). This is the shipment line you originally delivered and the customer returns. You can browse through the link to that document and then navigate to the sales order line since both document are also linked

States

• Draft:Once you save the header coming from state New. Actions:
  • Acknowledge: You confirm the document
  • Void: You reject the whole document
• Acknowledged:This state does not allow to enter/edit lines. Actions:
  • Reactivate: You move back to state Draft
  • Close: Same as sales order. This action updates the return quantity to quantity delivered
• Voided:When you void the whole RM. No further actions allowed
• Closed:When you close the order. No further actions allowed

Due to technical constraints (see 1, 2) this flow/states won't be, for a while, exactly as described.

Since then

• Acknowledge will be Booked
• You will see the option Reactivate but if any of the lines are delivered or partially delivered the action won't do anything but display a warning message
• You will see the option Close but if any of the lines are invoiced or partially invoiced and nothing has been delivered yet the action won't do anything but display a warning message

Pick/Edit lines button

When the status of the document is Draft there will be a button named Pick/Edit lines where you can select goods receipt lines

The grid will have and in this order the following columns:

• Goods receipt: The document number of the delivered shipment
• Date: The date the shipment was delivered
• Product: Product that is going to be returned
• Attribute Set Value: Attributes of the product
• Received: Quantity was delivered to the customer
• UOM: Unit of measure
• Return: Editable field. Here you enter which is the quantity you wish to return
• Net Unit Price: Editable field. This price comes from the order line associated with the goods receipt line
• Reason: Editable field. By default it will be populated with the value defined in the header
• Purchase order: Document number of the original purchase order

The window allows you:

• Filter by any column presents in the grid. By default some filters will be applied to avoid performance issues, for example, show the last goods receipt sent the last 28 days
• Select any line
• Once a line is selected you can edit three fields: Return, reason and price

Has two buttons:

• Done: This process inserts the lines in the RM window if they weren't there or update them if were there previously
• Cancel: Close without executing any process

Validations

Column Return: The quantity cannot be bigger than the Received quantity

Insert lines

This happens when you are selecting a record that is still not present in the RM. The process does:

• Copy the same UUID for the Attribute set value that it is in the goods receipt
• Copy the goods receipt line UUID, so now both lines are linked
• Copy several values exactly as they are in the purchase order
• Copy the same price as it is in the purchase order line if it hasn't been change by the user. If it does then copy the new price

Edit/Remove lines

Remember that lines cannot be edited so in case you need to edit or remove a line you have to:

• Click the Pick/Edit lines button
  • To Edit: Select and edit the corresponding cells. The new values will be updated in the RM
  • To Remove: Unmark the line/s. Then these lines will disappear from the RM
• Click Done

Credit/refund button

• The button will appear just in the case the original sales order/s is already invoiced.
• In case the invoice is partially invoiced, it will credit/refund what is invoiced and not the rest
• Assuming this, the button will perform two actions depending on the invoice terms, payment method and payment terms:
  • Credit/refund: Creates the invoice/payment (Sales reverse invoice/AR Credit memo). It would cover the Return to credit scenario
  • Leave as a credit to be used later: Create the invoice and payment and leave it as a credit to be used later. This way when you create the replacement order and invoice it you can cancel this one with the generated credit. It would cover the Return to replacement scenario

In case the original sales order was not invoiced yet the process to invoice the RM would follow the standard flow of invoicing at Openbravo

Configuration for Leave as credit

A new execution process has been developed in order to leave an invoice as credit to be used later when completing it.

• First you need to create the execution process (Java class name: org.openbravo.advpaymentmngt.executionprocess.LeaveAsCredit)
• Second you need to create the payment method (i.e: leave as credit) as:
  • Automatic receipt: Marked
  • Execution type: Automatic
  • Execution process: The one created (i.e leave as credit)
  • Deferred: Not marked

So in case you want to do a replacement you should select this newly Payment method. Then you click Create credit button it will create the corresponding invoice following the standard at Openbravo (invoice terms, payment terms and payment method) leaving the amount as credit to be used later

Window: RM receipt

• Name: RM receipt
• From this window you will be able to pick and edit lines that come from RM from customer window

Header

Fields:

• Organization
• Document No.
• Document type
• Warehouse: Warehouse where you receive the items
• Business partner: Business partner that returns the goods
• Partner Address: Shipment address
• Movement date: The date when you receive the goods
• Accounting date
• Description: Brief description if is needed
• Condition of the goods: It's a list that can be extended through an external module. The condition will be inherited by the lines

Status bar:

• Document status: Status of the document

Lines

This tab is not editable, since the returned lines always come from RM lines, to avoid:

• To see positive values while are negative in the DB
• Enter lines that are not linked to RM lines
• Edit attributes, products so having either the products or attributes different than the RM line

Fields:

• Line No.
• Product: Inherits the value from the RM line
• Attribute set value: Inherits the value from the RM line
• Movement Quantity: Quantity receipt. (Positive value although in the DB will be in negative)
• UOM: Unit of measure
• Storage bin:
• Condition of the goods: It will inherit the value from the header
• RM line: Line of the RM from customer

Pick/Edit lines

Click this button to pick/edit lines that come from RM from customer. This button is shown when the state is Draft.

This P&E window will have the following fields and in this order:

• RM customer: Document number of the RM from customer
• Product: Returned product
• UOM: Unit of measure
• Attribute set value: Attributes of the product
• Return: Quantity the customer wants to return
• Pending: Quantity pending to receive
• Receiving: Editable field. Quantity you are receiving
• Rejected: Editable field. Quantity you reject
• Condition of the goods: Editable field. It will be populated automatically with the value stored in the header
• Storage bin: Editable field. It will be populated by default (returned bin) or can be added manually

And two buttons:

• Submit: Insert/edit lines
• Cancel: Close the P&E window without executing any action

Flows supported:

• Partial receipt:
  • Line level: Quantity to return is 5 but the customer first delivers 3
  • Document level: Two different product needs to be returned, but the customer first delivers one of the products
• Fulfill: The document is fulfilled. No goods pending
• Reject: Quantity to return is 5, you already have 3. Pending 2. But when the customer delivers these two you reject them

Validations

• Receiving + Rejected cannot be bigger than pending

Bin for returns

You will be able to configure a default storage bin for returning. A new field will be added in the warehouse tab named Bin for returns. So the way to configure would be:

• You create the storage bin in the corresponding warehouse
• You move back to the warehouse tab
• You select the newly storage bin

This bin will be populated automatically but you could change it

Rejected

Scenario 1:In this scenario in case of receiving the two pending goods, you reject them. When this happens the process will do:

• Does not create any new shipment
• The return quantity gets updated to the current received quantity
• The rejected quantity is updated to 2
• The line is fulfilled (Return=Received)

Scenario 2:In this scenario you accept one and reject the other. The process will do

• Creates a new shipment
• Updates the received quantity adding 1
• The return quantity gets updated to the current received quantity
• The rejected quantity is updated to 1
• The line is fulfilled (Return=Received)

Document types

Two more document types will be created for RMC flow.

• Sales return material: This is the document of the return material order and it will have two document types related through the fields:
  • Document type for shipment:MM Return shipment. This document is used when generating the goods shipment related to the RM.
  • Document type for invoice:Reverse sales invoice. This document is used when generating the invoice. By default this is the document used for creating Credit invoice and not the AR Credit memo

If AR Credit memo is used instead, since the quantities in this document can only be positive the process that generates the invoice will update the Invoiced quantity of the RM as (-1*Quantity)

• MM Return shipment: This is the document of the return shipment that generates the RM order

Return to vendor

RTV: Return material to vendor. This flow manages vendor returns orders, the physical outbound of returned materials and the financial settlement for vendor refunds

To see the visual flow click here

Window: RTV

• Name: Return to vendor
• From this window you will be able to execute all the actions related to the return material flow

Header

Form

• Organization
• Document type
• Document No.: Document number
• RMA vendor reference: RMA vendor document number. Use the current order reference number
• Date: The date of the document
• Reason for returning: It's a list that can be extended through an external module. The reason will be inherited by the lines
• Business partner: Customer that returns the material
• Partner address: Shipment partner address
• Warehouse: From which warehouse the goods are delivered
• Payment method
• Payment term
• Description: Brief description if need it

Status bar

• Document Status: Shows the status of the document:Draft, Acknowledge or voided
• Total Gross Amount: Amount of the RM
• Total Net Amount: Net amount of the RM
• Currency

Grid

• Organization
• Date: The date of the document
• Document type
• Document No.: Document number
• Business partner: Customer that returns the material
• RMA vendor reference: RMA vendor document number. Use the current order reference number
• Reason for returning: It's a list that can be extended through an external module. The reason will be inherited by the lines
• Warehouse: From which warehouse the goods are delivered
• Payment method
• Document Status: Shows the status of the document:Draft, Acknowledge or voided

Lines

This tab is not editable, since the returned lines always come from goods receipt lines, to avoid:

• To see positive values
• Enter lines that are not linked to goods receipt lines
• Edit attributes, products and so having either the products or attributes different than the receipt line

Form

• Product: The item returned
• Attribute Set Value: Attribute of the returned item. This value will be exactly as the one in the goods receipt to keep the traceability
• Return: Quantity you wish to return to the vendor
• UOM: Unit of measure
• Reason for returning: It inherits the reason from the header in case the line has no reason defined after picking a receipt line
• Net Unit Price: Same price as the original sales order line
• Line Net Amount: Amount of the line (Price x Returned)
• Taxes: Same tax as the original sales order line
• Goods receipt line: Through this field you keep the traceability among documents (RM->Receipt->Order). This is the goods receipt line you originally received from the vendor. You can browse through the link to that document and then navigate to the purchase order line since both document are also linked

Grid

• Product: The item returned
• Attribute Set Value: Attribute of the returned item. This value will be exactly as the one in the goods receipt to keep the traceability
• Return: Quantity you wish to return to the vendor
• Rejected: Quantity rejected by the vendor in case he doesn't agree and you need to void the document
• UOM: Unit of measure
• Reason for returning: It inherits the reason from the header in case the line has no reason defined after picking a receipt line

States

• Draft:Once you save the header coming from state New. Actions:
  • Acknowledge: You confirm the RM
  • Void: You reject the whole RM
• Acknowledged:This state does not allow to enter/edit lines. Actions:
  • Reactivate: You move back to state Draft
  • Close: Same as sales order. This action updates the return quantity to quantity delivered
• Voided:When you void the whole RM. No further actions allowed
• Closed:When you close the order. No further actions allowed

Due to technical constraints (see 1, 2) this flow/states won't be, for a while, exactly as described.

Since then

• Acknowledge will be Booked
• You will see the option Reactivate but if any of the lines are delivered or partially delivered the action won't do anything but display a warning message
• You will see the option Close but if any of the lines are invoiced or partially invoiced and nothing has been delivered yet the action won't do anything but display a warning message

Pick/Edit lines button

When the status of the document is Draft there will be a button named Pick/Edit lines where you can select goods receipt lines

The grid will have and in this order the following columns:

• Goods receipt: The document number of the goods receipt
• Date: The date the goods receipt was received
• Product: Product that is going to be returned
• Attribute Set Value: Attributes of the product
• Received: Quantity received from the vendor
• UOM: Unit of measure
• Returning: Editable field. Here you enter which is the quantity you wish to return
• Net Unit Price: Editable field. This price comes from the order line associated with the goods receipt line
• Reason: Editable field. By default it will be populated with the value defined in the header
• Purchase order: Document number of the original purchase order
• Qty ordered: Quantity ordered in the PO

The window allows you:

• Filter by any column presents in the grid. By default some filters will be applied to avoid performance issues, for example, show the last goods receipt sent the last 28 days
• Select any line
• Once a line is selected you can edit three fields: Return, reason and price

Has two buttons:

• Done: This process inserts the lines in the RM window if they weren't there or update them if were there previously
• Cancel: Close without executing any process

Validations

Column Returning: The quantity cannot be bigger than the Received quantity

Insert lines

This happens when you are selecting a record that is still not present in the RM. The process does:

• Copy the same UUID for the Attribute set value that it is in the goods receipt
• Copy the goods receipt line UUID, so now both lines are linked
• Copy several values exactly as they are in the purchase order
• Copy the same price as it is in the purchase order line if it hasn't been change by the user. If it does then copy the new price

Edit/Remove lines

Remember that lines cannot be edited so in case you need to edit or remove a line you have to:

• Click the Pick/Edit lines button
  • To Edit: Select and edit the corresponding cells. The new values will be updated in the RM
  • To Remove: Unmark the line/s. Then these lines will disappear from the RM
• Click Done

Window: RTV shipment

• Name: RTV shipment
• From this window you will be able to ship the goods you want to return to the vendor

Header

Form

• Organization:
• Document type
• Document No.
• Warehouse:
• Business partner:
• Partner Address:
• Description
• Movement Date:
• Delivery Location

Status bar:

• Document Status

Grid

• Organization
• Movement Date
• Document No.
• Business partner
• Partner Address
• Warehouse
• Document Status

Lines

This tab is not editable, since the returned lines always come from RTV lines, to avoid:

• To see positive values
• Enter lines that are not linked to RTV lines
• Edit attributes, products and so having either the products or attributes different than the RTV line

Form

• Line No.
• Product
• Attribute set value
• Movement quantity
• UOM
• Storage bin
• RTV line

Grid

• Line No.
• Product
• Attribute set value
• Movement quantity
• UOM
• Storage bin

Pick/edit lines

This button is shown when the state is Draft

• Click this button to pick the items you want to ship to the vendor:
• This window allows to select the storage bin from where the item will be picked
• It will do Cartesian product in case the product can be picked from more than one storage bin

It will have the following fields:

• Product: Not editable. Name of the product that is going to be returned
• Attribute set value: Attributes of the product. Not editable
• Return Qty: Quantity that needs to be returned. Not editable
• UOM: Unit of measure
• Ship Qty: Quantity to you want to ship. Editable
• Storage bin: Bin where the item is storage. Not editable
• Available Qty: Quantity available of the product in that bin. Not editable

Validations

• Ship Qty cannot be bigger than Available Qty
• Ship Qty cannot be bigger than Return Qty
• In case you have more than one line selected, the sum of Ship Qty cannot bigger than Return Qty

Document types

Two more document types will be created for RTV flow.

• Purchase return material: This is the document of the return material order and it will have two document types related through the fields:
  • Document type for shipment:MM Return receipt. This document is used when generating the goods receipt related to the RM.
  • Document type for invoice:Reverse purchase invoice. This document is used when generating the invoice. By default this is the document used for creating Credit invoice and not the AP Credit memo

If AP Credit memo is used instead, since the quantities in this document can only be positive the process that generates the invoice will update the 'Qty in the M_Matchpo and M_Matchinv as (-1*Quantity)

• MM Return receipt: This is the document of the return shipment that generates the RM order