Create a purchase return

To create a purchase return, by using the Purchase receipts (PO302000) window, you create a purchase receipt of the Return type for the items to be returned to the supplier for an replacement or an refund.

1. Go to the Purchase receipts (PO302000) window.
2. Select Return as the receipt type.
3. Select the supplier in the Supplier field.
4. Check the location of the supplier, and change it if needed.
5. Check the date of the return and change it if needed.
6. Select the Create invoice check box if you want the system to create a purchase credit note for the returned items automatically.
   If you want the returned items to be replaced, do not select the check box.
7. In the Supplier ref. field, specify the reference number of the supplier's original document such as return authorisation.
8. Provide a brief description of this return.
9. If you need to add the items (to be returned) by entering specific item IDs or by scanning bar codes, click Add line on the table toolbar.
   The Add receipt line dialog box opens. For each item that you want to add, do the following:
   1. Enter the item ID in the Item ID field.
   2. If there is only one order with this item, notice that the reference number of the order has been inserted in the Purchase order no. column for this row.
      Proceed to Step 9e.
   3. If there are multiple orders, when the Add purchase order line dialog box opens (displaying the lines with this item from multiple orders), select the check box next to the line that you want to add to the return.
      Notice that the reference number of the order has been inserted in the Purchase order no. column for this row.
   4. At the bottom of the Add purchase order line dialog box, click Add and close.
   5. Review the information about the order line in the Add receipt line dialog box, and click Add line.
10. If you added lines, in the Add receipt line dialog box, click Close.
11. Review any added lines, and specify the correct quantities of the returned items in the Receipt qty. column.
12. Make sure the Hold check box is selected, and click in the window toolbar.
13. If you need to add items from specific purchase orders, click Add purchase order. The Add purchase order dialog box opens.
    1. Select the check boxes (in the column with a check box as a column heading) next to orders that you want to add to the purchase return.
    2. Click Add and close at the bottom of the Add purchase order dialog box.
    3. Review the order lines, delete the unnecessary lines, and specify the quantities of the items to be returned.
14. Click .
15. If you need to add specific lines from purchase orders, click Add purchase order line on the table toolbar.
    For each line that you want to add, perform the following actions:
    1. In the Order no. column, select the order by its reference number.
    2. Review its lines and select the line with the item to be returned.
    3. Click Add at the bottom of the Add purchase order line dialog box.
16. If you have added lines from purchase orders in the previous step, review each added line and in the Receipt qty. column specify the correct quantities of the returned items.
17. Click .
18. Review each of the items requiring allocation (which is indicated by a yellow exclamation mark in the Receipt qty. column).
    To specify particular locations or lot or serial numbers for each item, execute the following steps:
    1. Select a line with an item requiring allocation, and click Allocations on the table toolbar.
       The Allocations dialog box opens.
    2. If the specified location has lower quantity than the quantity to be returned, in the Location column, select one of the locations with a non-zero quantity of the item and specify the quantity to be returned from this location in the Quantity column.
       Add lines with other locations as needed.
    3. If you need to return units of the item with particular lot or serial numbers, select the location where they are stocked.
       In the Lot/serial no. column, select the lot or serial number for the returned unit.
       Notice as the line quantity changes to 1 for a serialised item or to the lot quantity for a lot.
       A new line for the remaining quantity is added.
       In the new line, select another lot or serial number.
       Continue selecting numbers until the remaining quantity of the return line is zero.
    4. Click OK to save the allocations and close the dialog box.
19. Review the receipt lines, and if needed, do the following for each line:
    1. Select a specific reason code instead of the default reason code for returns.
    2. Select the Open purchase order check box to open the purchase order line that is linked to the receipt line and to update (that is, decrease) the quantity on receipts for the order line.
20. If the Control quantity field is available in the top part of the window, type the total quantity on the return.
21. If the Control amount field is available in the top part of the window, type the total amount of the return.
22. Clear the Hold check box in the top part of the window.
23. Click .
24. Click Release.
25. To view the details of the original order linked to any selected line in this return, click theView purchase order button in the table toolbar.
26. To view the inventory issue generated for this receipt, in the window toolbar, click Inquiries - View inventory document.
    To view the purchase credit note generated for this receipt, in the window toolbar, click Inquiries - View supplier document.

Parent topic:
Process purchase receipts and returns - overview