P/O Return Entry Screen

Click this button to open the P/O Purchase History Screen and check information about the items you have purchased from your vendors.

If you use Inventory Control, select an Inventory Control location code to which the vendor can send the credit note for the return.

You can also use the Zoom button to open a separate screen where you can edit the address for the code you select, or you can omit the code and enter an address manually. You do not need to specify a bill-to location.

If you are entering a return to a receipt, the bill-to information from the receipt is displayed, but you can change it.

You can edit bill-to information as long as the return is not complete (that is, you have not issued a credit note from the return).

Enter an optional description for the return.

If you are entering a return to a receipt, the description entered on the receipt (if any) is displayed, but you can change it.

If you are editing a posted return, you cannot change the description.

If the purchase order and receipt were job-related, the Job-Related check box will be selected for the return, and you will not be able to change this selection.

If you are not referencing a particular receipt, you have to choose Job Related if you are returning materials related to a job.

The contract, project, category, cost class and resource (item number column) for each receipt detail will be provided by the program — as will the customer billing type, billing rate, and A/R item used for billing.

Note: If you use different terms than “Contract,” “Project,” and “Category” in Project and Job Costing, the program displays them instead.

If you are entering a return without a receipt number, you can enter a purchase order number, including a number that has not been added to Purchase Orders, or leave the field blank.

If you are entering a return to a receipt, you cannot edit the field. If the receipt specified a purchase order number, the purchase order number is displayed.

Enter the posting date for the transaction.

The posting date is different from the document date. The posting date is the date for transactions being posted to the General Ledger, so it also determines the contents of the Fiscal Year and Period fields.

If you have a multicurrency system, currency revaluation uses posting dates to select open documents for revaluation purposes, and thus, revaluation adjustments are posted to General Ledger in the correct fiscal year and period.

Depending on your settings in the P/O Options screen, Purchase Orders automatically displays the session date or the document date by default in this field.

You can change the posting date, but you cannot separately change the fiscal year and period.

Note: If you consolidate G/L transactions, the posting date for consolidated entries is the last date of the fiscal period.

After you select the receipt number for the return, the receipt date is displayed for your information.

Enter the number of the receipt, if any, from which you are returning items. (The receipt must exist in Purchase Orders.)

Enter an optional reference for the return.

If you are entering a return to a receipt, the reference entered on the receipt (if any) is displayed, but you can change it.

If you are editing a posted return, you cannot change the reference.

If the receipt used retainage accounting, the program will display additional retainage fields for each return detail line to display the retainage percentage and period for each detail line in the return.

The program will also display the Retainage tab to let you specify the exchange rate that you want to use for returns of multicurrency retainage receipts.

Enter the date you want to use as the return date. The program displays the sign-on date you entered to start Sage 300.

You can also change the posting date if you want a different date for the G/L transactions when they are posted in the General Ledger. (The posting date determines the fiscal year and period displayed beside the Posting Date field.)

The Return Subtotal field in the lower-right corner of the screen displays the total of all item cost details on the return. This amount does not include taxes (unless tax amounts are included in detail cost amounts).

Use the Ship Via fields to specify the shipping method by which you plan to return the goods to the vendor. The program displays the ship-via description for the code you select.

Enter an optional ship-via code or use the Finder to select one of the ship-via codes you have defined in Purchase Orders.

You can also skip the Ship Via field and enter a description of the shipping method in the field beside the Ship Via field, or leave both fields blank.

Enter an optional template code from the templates defined in the Templates screen.

The template code provides default information for the Return tab. If you selected a receipt number for the return or you are editing a previously posted return, you cannot change the entry in the Template Code field.

On returns you enter without receipt numbers, if the vendor record specifies different information from those used with the template, the information from the vendor record is inserted in place of the default template information.

If you select a new template after choosing the vendor, Purchase Orders will replace the return information and vendor information with the information from the new template.

You cannot change the template after you have added details to the return.

The account set from the vendor record appears in this field as the default. It specifies the general ledger payables control, purchase discounts, prepayment, and retainage accounts to which the transaction will be distributed.

You can change the account set for a particular purchase order, receipt, return, invoice, credit note, or debit note. If you use multicurrency accounting, however, the new account set must use the same currency as the vendor's account set.

Note: If you change the account set on a receipt, make sure that you use the same account set for returns, invoices, and credit or debit notes.

This is the fiscal year and period to which the return transactions will be posted in the general ledger. You can change the fiscal period by changing the Posting Date.

You can enter a different Return Date, and you can enter a different Posting Date for the document.

(Remember that you cannot post transactions to closed fiscal periods.)

This field appears on the Taxes tab for Receipt Entry, Invoice Entry, Return Entry, and Credit/Debit Note Entry if retainage applies to the document.

It shows the amount of tax calculated for this authority for the retainage portion of the document if you report tax for retainage amounts when you create the retainage document (not when you create the original document).

Retainage appears only on job-related documents if you select the Retainage option on the first tab of the transaction entry screen.

Retainage tax amounts are computed using the retainage tax base and the tax rate for each tax authority.

The retainage tax base is the amount (before included taxes) used as the base for calculating taxes on the retained amount.

Essentially, the retainage tax base is the retainage portion of the document (excluding tax) if you report tax for retainage amounts at the time that you create the retainage document (not when you create the original document).

Retainage appears only on job-related documents if you select the Retainage option on the first tab of the transaction entry screen.

Retainage tax amounts are computed using the retainage tax base and the tax rate for each tax authority.

The program displays the total tax amount calculated for each authority in the vendor's tax group. You can change this amount, if necessary.

To cancel all your changes to tax amounts at the same time, choose the Calculate Taxes button.

The tax base shows, for the tax authority, the net cost of items before tax is added. (This field is useful for items that have tax included in their prices.)

Enter the tax group that identifies the tax authorities to which the vendor is subject. You must use a tax group that is defined for your company in Common Services.

You must enter a valid tax group for every return vendor.

These columns list the codes and corresponding descriptions for all the tax authorities in the tax group specified for the document.

You enter tax information in the Tax Services module in Common Services.

The program displays the codes and descriptions of the tax authorities assigned to the vendor's tax group.

Note: You define codes for tax authorities and edit their descriptions in Tax Services.

The program displays the tax classes and their corresponding descriptions as assigned to the vendor's tax authorities. You can change each tax class to another tax class that is permitted by the authority.

Note: You can change a tax class description only in Tax Services.

The program displays the total amount of tax that is not included in item costs for the authority.

The program displays the total amount of tax that is included in item costs for the authority.

You can include tax amounts in item costs only if permitted by the authority.

Tax reporting fields appear on the Taxes tab only if the tax group's tax reporting currency is different from your functional currency and the vendor's currency.

Along with the tax reporting currency, the program displays the amount of included and excluded tax to be reported in that currency on tax tracking reports for all the tax authorities listed on the document.

You set the tax reporting currency for tax groups in the Tax Services module in Common Services.

This field displays the sum of the tax reporting amounts for all tax authorities.

It appears only if the tax reporting currency for the tax group is different from your functional currency and the vendor's currency.

You set the tax reporting currency for tax groups in the Tax Services module in Common Services.

This field appears on the Taxes tab for Receipt Entry, Invoice Entry, Return Entry, and Credit/Debit Note Entry if retainage applies to the document.

It shows the total amount of tax calculated for the retainage portion of the document if you report tax for retainage amounts when you create the retainage document (not when you create the original document).

Retainage appears on job-related documents only if you select the Retainage option on the first tab of the transaction entry screen.

Retainage tax amounts are computed using the retainage tax base and the tax rate for each tax authority.

This field displays the total tax amount calculated for each authority in the vendor's tax group. You can change this amount, if necessary.

To cancel all your changes to tax amounts at the same time, click the Calculate Taxes button.

Displays the vendor's currency code and a description of the currency. All amounts you enter for the return will be in the vendor's currency.

The currency is assigned for the vendor in Accounts Payable and you cannot change it in Purchase Orders.

When Purchase Orders calculates the tax amount in a tax reporting currency, the program uses the Tax Reporting Currency Exchange Rate that appears (or that you enter) on the Rates tab.

However, if you have changed the tax reporting amount that appears on the Taxes tab, you can click the Derive Rate button to see the actual exchange rate between the tax amount and the tax reporting amount.

In other words, the Derive Rate button appears so you can derive the exchange rate for the tax reporting currency, if you change the calculated amount on the Taxes tab.

The program displays the exchange rate currently in effect for the specified currency and the displayed rate type and rate date, but you can change the rate.

You receive a warning if you change an exchange rate by an amount that exceeds the Spread setting for the currency in Common Services' Currency Rates table.

If you are entering a return to a receipt, the screen also displays the exchange rate entered on the receipt.

Type or select the date to use to select the exchange rate for the document you are entering.

The program displays the rate date that is nearest the document date you entered, but you can specify a different date for which an exchange rate exists for the currency in Common Services' Currency Rates table.

If you change the rate date, Purchase Orders checks the rate tables for a date match, and updates the rate if necessary.

If you are entering a return to a receipt, the screen also displays the rate date used with the receipt.

If the rate type you want to use is not displayed, enter the code or choose it from the Finder.

The program uses rate types when converting multicurrency amounts on the invoice to functional currency. Examples of rate types might be "spot rate," "average rate," and "contract rate."

You define rate types using the Currency Rate Types screen in Common Services, and assign the default rate type for Purchase Orders on the Processing tab of the P/O Options screen.

If you are entering a return to a receipt, the screen also displays the rate type used with the receipt.

If you are entering a return to a receipt, the Rates tab displays the exchange rate entered on the receipt.

If you are entering a return to a receipt, the screen displays the rate date used with the receipt.

If you are entering a return to a receipt, the screen displays the rate type used with the receipt.

Enter a comment for the return, using up to 250 characters. The program automatically wraps text as you reach the end of a line. If you wish to insert your own line breaks, press Ctrl+Enter where you want a line break to occur.

If you are entering a return to a receipt, the comment, if any, entered on the receipt is displayed, but you can change it.

If you are editing a posted return, you cannot change the comment.

This is the tax amount that will be applied to the retainage invoice (if the tax authority allows you to defer tax on retained amounts on an original receipt and invoice).

If you are applying all tax amounts to the original invoice, this amount will be zero.

Retainage amounts are invoiced at a later time, in Accounts Payable.

This field lists any retained amounts that apply to the items being returned (so that the net return total will reflect the currently invoiced value of returned items).

This field appears only if amounts were retained on the original document.

You can enter an optional discount percentage or discount amount for the entire document, or enter discounts for individual detail lines.

If you enter a discount for the entire document, Purchase Orders prorates the discount amount for the document details, overriding any discounts you may have entered manually for the details.

This field lists the net return total after deducting any retained amounts that apply to the items being returned. (The result reflects the currently invoiced value of returned items.)

This field appears only if amounts were retained on the original document.

This field lets you specify the number of mailing labels to print for the returned shipment.

The program displays the number of item detail lines you entered for the primary vendor on the document.

Check this number against source documents to make sure you entered all the details you require.

This field displays the total excluded tax amount of all item and additional cost details for the vendor. This amount does not include taxes that are included in the cost amounts.

The program displays the total of all item detail costs, if any, entered from the return, including tax-included amounts. This subtotal does not include tax amounts that are not included in item costs.

The program displays the total of all item costs and taxes for the vendor and return.

The program displays the total amount of tax that is included in item costs for the authority.

You can include tax amounts in item costs only if permitted by the authority.

The total tax amount is the sum of the tax included and tax excluded.

The program displays the total weight of the returned goods, calculated from the weight and returned quantity entered for each item detail.

Use this amount to check returned shipping charges.