Projects:ReturnMaterial/User Documentation

Introduction

This document describes two functional flows:

• Return to vendor: This flow manages vendor returns orders, the physical outbound of returned materials and the financial settlement for vendor refunds
• Return from customer: This flow manages customer returns orders, the physical inbound of returned materials and the financial settlement for customer refunds

Return to vendor

Two windows to manage this flow:

• Return to vendor window: You can find it in the menu Procurement management || Transactions || Return to Vendor

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

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

To enter new lines you need to click the button

Things to consider:

• The only editable fields are:
  • Returned: Quantity you wish to return. When selecting the row the quantity is not set by default since the system cannot know how many items return
  • Net Unit Price: Price of the original purchase order
  • Return reason: The reason why you return the item
• You can define the Return Reason at header level. In this case when picking a line it inherits what selected in the header but you can modify it as you wish
• Only Material receipt documents that haven't been still returned can be picked it, in case a Receipt line has been fully returned it won't be shown
• When a Receipt line has been partially returned you can still return the rest. What you have already returned for that line is shown in the field Return Qty other RM

Validations:

• You are not allowed to return more quantity than the Ship/Receipt Qty. In case you do it a message is shown
• Notice that this validation takes into account the Return Qty other RM field

Once the Return Material document is accepted by the Vendor you can process it clicking the button Book. Following the standard the document changes from Draft to Booked

Only Booked documents can be shipped to the vendor. Notice the button Pick/Edit lines disappears when the Return to vendor document is in status Booked

• Return to vendor shipment window. You can find it in the menu Procurement management || Transactions || Return to Vendor Shipment

The RMA vendor ref. field is populated automatically or not based on:

• If it is filled before selecting a line then it won't be populated automatically to avoid override it
• If you select a line/s where all of them belong to the same Return to Vendor document it will be populated automatically
• If you select a line/lines but one of them belongs to a different Return to Vendor document then it won't be populated automatically

The Lines tab is not editable, since the lines always come from return to vendor lines, to avoid:

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

To enter new lines you need to click the button

Things to consider:

• The only editable field is Ship Qty. The value is set automatically when you select the line
• You can only select Return to Vendor lines that are pending to be shipped to that specific vendor
• The system proposes the different storages bin from where the item can be picked. Depending how the product is configured we could have three scenarios:
  • Product with an instance attribute (i.e: Serial number): The system will propose only one storage bin as it is shown above
  • Product with a non-instance attribute (i.e: Colour): The system could propose several storage bins. See below image
  • Product without attributes. Similar to second scenario

Validations:

• You are not allowed to ship more than the Available Qty

• You are not allowed to ship more than the Pending quantity

• Following the above example (soccer ball, blue) the system also validates you cannot ship more than the Pending quantity when selecting both lines

Once the document is ready you can process it clicking the button Complete. Following the standard the document changes from Draft to Completed

Notice the button Pick/Edit lines disappears when the Return to vendor document is in status Completed

To invoice these documents you must use the Purchase invoice window. All scenarios are covered:

• If the vendor sends an invoice just for that specific document you need to select a Reverse purchase invoice document type and then select the lines through the Create lines from button
• If the vendor sends an invoice with the original purchase order plus the return materials order you need to select a Purchase invoice document type and then select the lines through the Create lines from button
• If the vendor doesn't send an invoice for the return materials order but wants to keep it as credit where you can use it later you have to:
  • You create a Reverse purchase invoice for this return materials
  • You leave it as credit to be used later through the Payment out window
  • When you create the Purchase invoice for the original Purchase order you can consume that credit

Return from Customer

Two windows to manage this flow:

• Return from Customer window: You can find it in the menu Sales management || Transactions || Return from Customer

The Lines 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 the original shipment line
• Edit attributes, products and so having either the products or attributes different than the shipment line

To enter new lines you need to click the button

Things to consider:

• The only editable fields are:
  • Returned: Quantity you wish to return. When selecting the row the quantity is not set by default since the system cannot know how many items return
  • Net Unit Price: Price of the original sales order
  • Return reason: The reason why you return the item
• You can define the Return Reason at header level. In this case when picking a line it inherits what selected in the header but you can modify it as you wish
• Only Goods shipment documents that haven't been still returned can be picked it, in case a goods shipment line has been fully returned it won't be shown
• When a goods shipment line has been partially returned you can still return the rest. What you have already returned for that line is shown in the field Return Qty other RM

Validations:

• You are not allowed to return more quantity than the Ship/Receipt Qty. In case you do it a message is shown
• Notice that this validation takes into account the Return Qty other RM field

Once the Return document is accepted you can process it clicking the button Book. Following the standard the document changes from Draft to Booked

Only Booked documents can be receipt. Notice the button Pick/Edit lines disappears when the Return to vendor document is in status Booked

Things to consider:

• A new button Create credit might appear or not based on the original sales order. If the order is already invoiced then it will be present if not it won't. Through this button you are able to invoice the return order following the standards, that is, depending on the invoice terms.
• Using this button you can also create an invoice and leave it as credit to be used later. To do so:
  • Exists a new execution process named Leave as credit. You can configure a new payment method with this process
  • If the payment method used in the Return material order is configured having this execution process it will create a Reverse sales invoice but leaving it as credit so later on can be settle with another invoice
• The button disappears once the document is fully invoiced
• Besides the Create credit button you can follow the standards (Invoice terms) to invoice these documents. All scenarios are covered:
  • Process Generate invoice: If the invoice terms is Customer Schedule After Delivery and you have sales orders and RMAs the process will group all in one standard Sales invoice and not in a Reversal Sales Invoice.
  • You can also use the Sales invoice window to pick lines and either gather lines from standard sales order and return orders lines or create individual Reversal Sales Invoices for return orders
  • You can also create a Reversal Sales Invoices through the Sales invoice window and leave it as credit and later on use it

• Return Material Receipt window: You can find it in the menu Sales management || Transactions || Return Material Receipt

The Lines tab is not editable, since the lines always come from Return from Customer lines, to avoid:

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

To enter new lines you need to click the button

Things to consider:

• The only editable fields are:
  • Receiving: Quantity you are receiving in the warehouse. This value is set by default with the pending quantity when you select the row.
  • Storage bin: This value is set by default with the return bin configured in the warehouse
  • Condition of the goods: You can define it at header level. In this case when picking a line it inherits what selected in the header but you can modify it as you wish

Validations

• You are not allowed to receive more quantity than the Pending quantity. In case you do it a message is shown

Once the document is ready you can process it clicking the button Complete. Following the standard the document changes from Draft to Completed

Notice the button Pick/Edit lines disappears when the document is in status Completed