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 screen. 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.
Tip: If you are returning all items from a receipt, you can click Return All to enter the full quantity received on each detail line. If necessary, you can change all of the inserted returned quantities.
Detail Information You Can Edit
On each detail line, you can enter a return cost (the total cost of the returned items) and edit the item description, location (if you use Inventory Control), unit of measure, unit and return cost, unit and extended weight, vendor's item number, order number, comments, and optional fields. For non-inventory items, you can edit the general ledger expense account.
Detail Information You Cannot Change
You cannot add detail lines to the return, and you cannot change the item number, quantity received, and extended cost (from the receipt detail).
If the return is job-related, you cannot change job information.
Tax Information
Detail taxes are calculated for the returned quantities only. As with other Purchase Orders transaction types, you use the Detail Items/Taxes screen to change tax class and tax-included options for a detail line. (Select the line, then click the Item/Tax button.) You cannot change tax information on the line itself.
Prorating Additional Costs
If you return all items on a receipt that included additional costs and used Prorate as the return proration method, the costs remain allocated as specified on the receipt.
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 screen. 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.
For Job-Related Returns
you enter contract, project, and category information.
You do not enter the quantity received or extended cost.
Tax Information
You edit tax information as for returns to receipts. Click the Item/Tax button on the Return tab to open the Detail Items/Taxes to edit the tax class and tax-included option for detail lines; use the Taxes tab to edit the tax class and tax amount for the vendor.
Checking Return Totals
Use the Totals tab on the Return Entry screen to check totals for the current return and to specify the number of shipping labels to print.
The Totals tab lets you enter:
- A comment for the return.
- A discount percentage or a total discount amount for the return. When you enter a discount on this tab, the program distributes the total amount to the return details, overwriting any discounts you entered for details.
The Totals tab also displays:
- The weight of the returned items.
- Totals for the primary vendor. Information includes the total weight and number of details on the return and total of item details.
Note: You use the Taxes tab to view or to edit vendor tax classes or the tax amount for the tax authorities assigned to the vendor.
Posting Returns
When you post a return, item quantities on hand are immediately reduced in Inventory Control. If Purchase Orders uses automatic-numbering, posting also assigns the return number.
Note: If the return is job-related, Purchase Orders also updates the actual quantities and costs for the job in Project and Job Costing.
Editing Returns
If you change return quantities or return costs, Inventory Control item quantities are updated with the changes, and Day End Processing creates new general ledger transactions to reflect the changes.
Note: On a job-related return, changes to returned quantities change the actual quantities and costs in Project and Job Costing.
Job-Related Returns
Job-related returns update Project and Job Costing actual quantities and costs, reducing the WIP account for the job.