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This form allows the user to add, modify and delete Returns. Users have an option of entering the original Invoice number this customer is returning from. This allows assigning the same prices on the original invoice in the Return. In addition to that, Returns can be printed and posted from here. When that action is taken the inventory in hand for all the Items In the Return Increases and the Accounts Receivable for this customer decreases. Once a Return is posted, it cannot be modified.


Create a New Return

1- Press the New Button in the Lower left hand side of the screen. This will clear all contents from the form and position the cursor over the customer search button. If you have an unsaved Return when you click new, the system will prompt you to save the data before continue

2- The Warehouse field is filled with the company’s default warehouse. If you want to ship your order from a different location, select the desired warehouse from the dropdown list

3- The “Order Date” and “Approximate Ship Date” will show today’s date by default. However, you can change that information by clicking in the date/time picker selection button

4- Search for a customer either by pressing the Yellow Folder Button or entering the customer Id in the text box and pressing enter.

5- When you bring the customer information to the screen all the Bill To/Ship to fields are filled with the customer information

6- You can press the Search Button to the right of the Ship To Fields to select and alternative ship to for this customer if available

7- If you want to edit the customer information or you need to add a new customer to the company, click the “Red Notebook” button to open the customer setup form (See Customer Setup)

8- The Payment Terms, Ship Via, Salesperson and Tax information comes from the selected customer’s information. You can change these fields by selecting alternative options from the combo box.

9- The cost markup box will show the customer’s default cost markup. Entering any value on this field greater than zero will assign any items to this Return according to that margin percentage over cost

10- If this sale is attributed to any special advertising campaign that you want to track, select that value from the list (See Advertisement Setup)

11- Enter any customer reference number (if available) like their PO number in the “Reference” field

12- Before you start adding Items, enter the Invoice number you are returning Items from. This will allow the system to bring the items in the return at the same price it was charged in that Invoice. If you leave this field blank, current prices will be used. If you Press enter on this empty field, you will get a lookup Invoices for the selected customer. You can modify that lookup to find the appropriate Invoice Number where you are returning Items from.

13- To add Items Directly to the Return, enter the Item Id or Product UPC below the “Enter Item Id” label, press Enter and the cursor will go to the Qty Field. Enter the desired Qty in there and press enter. The Return will query the database for that Item. If the Item is found, it is added to the grid below. If the Item is not found the search screen will open.

14- The search screen can be opened either by pressing the “Add Items” button on the Return or by not finding the Item ID/UPC in the direct entry box. This form will allow you to search for an Item based on the Item’s category, description, ID, UPC and Prefer Vendor. Once you find the Item or Items you are searching for you can check the ones you want to bring to the Return, Press the Select Button and close the search form.

15- The items are added to the grid with the pricing information that goes according to the Cost Markup entered above or the customer’s price list information. After the Item is added the user can change the Qty, Price, Discount %, Tax Percentage and weight. In addition to that, the user can also check the “To be Ordered Version” to trigger the creation of a PO for this Item. Furthermore, if the user checks the “Contract Price” option, the system will create a contract price for the combination of Item/UOM/Customer for a period of two months.( See contract Prices Setup)

16- If this Item is a Batch Controlled Item, you will be prompted to select from the list of batches for this Item and that information will show in the grid. If you decide to use a different batch just press the batch button in the desired line to open the Batch Selection screen again.

17- Click the “UOM” button to change the Unit of Measure of the selected line Item. After you select the desired UOM from the list, cost and price information for that line item will be updated accordingly.

18- When you select an Item, the Warehouse and Bin Information come based on the “Location” for the Return and the Bins where that Item is stored in that warehouse. If the user wants to change the warehouse where the items are taken from, he/she needs to click the “WHS” button to open a list of available warehouses and Bins within those warehouses.

19- Press the “Weight” to open the Weight distribution Screen. In that screen you can enter the total weight and Save or you can add individual weights one by one. This will change the line item weight in the form and it will affect its line total. At the end of the line you can see a column with all the weight figures for this line Item

20- The History button shows you a lookup of all the items this customer purchased from you in a selected time period. The user can further that selection by filtering what items to bring based in the Date Range. Then the user can compare cost and price information from the history and if desired he/she can even bring items from that lookup to the Return Item grid.

21- When the user has added all items to the Return, he can add a discount % to the total. In addition to that the user can also add freight charges to this Return

22- When all the information is in place, Press the Save Button to complete the Return and assign an Return number. This action is not going to Increase the inventory on Hand or decrease the Accounts Receivable information. That is only done when the Return is posted.

Print Reports

1- Return Report. Press this button to print the Return report for this transaction.

Edit Return

1- After you have saved an Return and closed the form, you can always come back and edit that information. If you know the Return number you can enter in the appropriate field to bring that Return up. In addition to that you can press the Search button to find the intended Return by Salesperson, Order Document or Customer.

2- After you have the Return in the form, you can make any changes to it and press update. The Update button will save your changes to that database and it will let you know if someone else is working on the same Return. If that is the case you will be prompted to refresh your data, make the changes and Update again.

3- You can use the “Up/Down charge button to increase or decrease the Line Item price in a fixed amount.

4- Check the “Keep Prices” Checkbox to freeze the Prices of Pallet Grouped Items. This option will allow the user to assign prices different than the pallet prices (Price B, See Item Setup, Pallet Groups Setup)

Post Return

1- Click the post button if you are sure about posting the Return. The system will ask you for confirmation. If you click yes, the system will check for possible flaws in the Return like items with no warehouse/Bin and incomplete weight information for catch weight Items among others. After the Return is posted you get a confirmation message. You cannot make any changes to a posted Return except to void it. This action will increase the inventory on hand for all the items involved. In addition to this it will affect the Total Weight for catch weight items. Finally, it will decrease the Accounts Receivable balance for the selected customer. The user will need to apply this return to the appropriate Invoice, Beginning Balances or Sales Memos using the Cash Receipts form.

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