Table of Contents

Overview

Explains the two processes available

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

Manages the returns to claim process

1. Creating a Return Authorisation
2. Sending Alternative product
3. Inspecting returns
4. Returning to stock or scrapping
5. 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

Sales Reps enter a Return and create a Credit immediately

 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.

Update the Supplier Claim Lines

Actions for the Claim

Preview the Credit Note Details Report - email when ready

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

Once Approved - Create the Credit Note for the Returns Claim

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.

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.

Once you have selected the Item involved

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

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.

RA's for items that were not on an original order

If there are items to be returned that were not in the original order, e.g. an item that was not ordered but was delivered, then enter the details in the top part of the RA Items tab and click 'Save Item'.

• Added lines must have a Reason of 'Delivery Error'.
• Added lines must have an Action of 'Return and Inspect' or Invoice.

RA Reasons

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

RA Actions - Valid Reason/Action combinations

The following table shows the valid Reason/Action combinations: 

Activities that follow Actions

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

RA's Cannot include Action of "Invoice" with any other Action

How will the goods return to the Warehouse

Options include:

1. Done = the pickup date will be set to today.
2. Delivery Driver picks them up as he drops other goods (will be on their manifest).  The date will set to their next expected delivery day.
3. Sales Rep picks them up on next visit to the store (will be on their daily sales run). The date will set to their next rep visit day.
4. Couriers or other carriers

Replacement Items where different to those being returned

If the wrong Article was delivered then the Article being returned was never on the outbound sales order

When the wrong Article was ordered then it will be replaced with an alternative Article.

Update the order lines to be shipped

Submit the RA for Authorisation

RA's that are Awaiting Approval

Who Authorises RA's

Users must have the secure feature Secure Features

The Process After Approval

The next step will depend on the lines of the RA

1. If any line is return / inspect / credit - the entire RA will await inspection
2. If any line is Return prior to replacement order the entire RA will await return

Inspecting Returns

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.  

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