Table of Contents

Overview

Explains the two processes available

Return of product provided to customers that they can return if they do not sell
General Returns

Manages the returns to claim process

Creating a Return Authorisation
Sending Alternative product
Inspecting returns
Returning to stock or scrapping
Claiming from the supplier

Sale Or Return

Sale or Return is for stock provided to customers where you will take back and credit any stock they do not sell if returned before expiry

Commonly used to reduce the risk to the retailer of trying new products

The customer has to have purchased the Sale or Return Items (there must be a sales order in the system)

The Customer has to return items not sold to receive the credit

Normal return in Sales or Return is in Units (not Packs) - so the correct number of units are required.

Sale or Return is limited by Stock Article

SaaSplications Online Help > Return Authorisations, Supplier Claims, Sale or Return items > Stock Article Screen.jpg

Sales Reps enter a Return and create a Credit immediately

SaaSplications Online Help > Return Authorisations, Supplier Claims, Sale or Return items > creating a credit for a sale or return item.jpg

Supplier Claims of Sale or Return items

When a supplier will cover the cost of sale or return items - eg new product introductions, short expiry products etc, the Supplier will require a Supplier GL Claim Account to track the claims until they are approved. This is normally a Current Asset Account as the claim is considered an asset until it is paid or cancelled.

The Credit Note created will be listed in the supplier claims if the supplier has a claim account.

SaaSplications Online Help > Return Authorisations, Supplier Claims, Sale or Return items > supplier GL account.jpg

Update the Supplier Claim Lines

SaaSplications Online Help > Return Authorisations, Supplier Claims, Sale or Return items > supplier claim entry.jpg

Actions for the Claim

SaaSplications Online Help > Return Authorisations, Supplier Claims, Sale or Return items > return claims actions.jpg

Preview the Credit Note Details Report - email when ready

This will be attached to the email to the supplier and the credit note

SaaSplications Online Help > Return Authorisations, Supplier Claims, Sale or Return items > claim report example.jpg

Once Approved - Create the Credit Note for the Returns Claim

SaaSplications Online Help > Return Authorisations, Supplier Claims, Sale or Return items > creditor credit note.jpg

Return Authorisations (RA)

Return Authorisations are to manage stock returned for various reasons that then require decisions about credit, replacement, stock writeoffs and Supplier claims

RA's can be either Packs (As sold) or units (as per units per pack).

Sale or Return items cannot be returned using an RA.

Starting a Return Authorisation from a Sales Order

A Return Authorisation can be started from a Sales Order - The RA will then have the price the product was sold at and hence the credit due.

SaaSplications Online Help > Return Authorisations, Supplier Claims, Sale or Return items > sales order start return authorisation.jpg

Starting a Return Authorisation from the RA screen

Alternatively you can start directly from the RA screen - then choose from products sold in the last 3 months - to find the order for that Article and hence the credit due.

SaaSplications Online Help > Return Authorisations, Supplier Claims, Sale or Return items > start a RA.jpg

Once you have selected the Item involved

Then the list of Sales Orders will be shortened to those that included that Article

SaaSplications Online Help > Return Authorisations, Supplier Claims, Sale or Return items > select the batch to return.jpg

Once a Sales Order has been identified that has items being returned

Enter what is being returned, the reason, the action to take and any claim % likely on the supplier.

SaaSplications Online Help > Return Authorisations, Supplier Claims, Sale or Return items > create the RA.jpg

RA Reasons

None
Order Error = the sales order was entered incorrectly
Delivery Error = the product was sent in error to this customer and was not on the sales order
Goods Damaged (Not Delivered) = returned before being delivered to the customer
Goods Damaged (Delivered)
Defective Goods = some defect not related to delivery damage
Short Dated Goods
Wastage = the stock is considered wastage and the customer wants the supplier to remove it
Product Recall

RA Actions - Valid Reason/Action combinations

The following table shows the valid Reason/Action combinations:

Action > Reason V	Potential Reason	Replace Only	Credit Only	Replace-Return-Inspect	Return-send correct item	Return-Inspect-Credit	Return-Inspect-Replace	Return and Inspect	Invoice
Order Error	Sales order was entered incorrectly				X	X
Delivery Error	sent to customer but not on sales order	X	X		X			X	X
Goods Damaged(Not Delivered)	Returned before customer receipt	X	X
Goods Damaged(Delivered)	Returned after customer receipt	X	X	X		X	X
Defective Goods	Some defect not related to delivery	X	X	X		X	X
Short-dated goods	Expiry date to short at time of delivery	X	X	X		X	X
Wastage	Stock considered waste	X	X	X		X	X
Product Recall	Supplier recall	X	X	X		X	X

Activities that follow Actions

The following table shows what activities take place for each action.

Action	Potential Reason	Replacement order	Inspect before next step	Credit	Inspect after next step	Invoice
Replace Only		X		X	scrap
Credit Only				X	scrap
Replace-Return-Inspect		X		X	X
Return-send correct item	Order Error	Item wanted		X	X
Return-send correct item	Delivery error	Item ordered		X	X
Return-Inspect-Credit			X	X
Return-Inspect-Replace		X	X	X
Return and Inspect					X
Invoice						X

A Return Authorisation cannot include items with an Action of Invoice as well as items to be replaced. If this is required then create 2 separate Return Authorisations
If a Return Authorisation is to be created for only items that were not in the original order, e.g. an item that was not ordered but was delivered, then click 'Create an empty RA to add items not in order'.

Cannot use units if no pack size and unit size not pack. Eg Quantity unit of Pack, Pack size >1 if want to return a unit. 4x6 Pack can only return a 6Pack not a single bottle.