Returns apply when goods you have purchased are returned to the Supplier. To process a Return, select the supplier from the Supplier List and click the [Returns] button.
Click on the [New] button.
The top left corner displays the supplier’s details and the Return Code. The number will be automatically generated based on the next available number. You can change this number if you wish, as long as there is no other saved Return with the same number.
Record the date you returned the goods.
Select the Purchase [Invoice Number]. that the returned item applies to using the drop-down arrow. The Purchase Invoice details are then displayed, including Invoice Number, Date, Total and Amount Owing.
Select the [Return Type], either a ‘Credit’ when you are expecting a credit to your account or ‘Refund’ if the value of the return exceeds the outstanding amount on the invoice.
You can record a Reference Number for the return, for example, if the supplier issues an RA (Return Authorisation) consignment.
Record the item(s) being returned with their tax, price and quantity details. If you wish to include an explanation of the return, use the description field to type in the details. This can be up to 250 characters.
You can add a shorter message at the bottom, but keep this under 150 characters.
The [Save] button will save the Return but not assign it. When you are ready to assign it the selected invoice, click the [Assign] button.
A credit will be applied to your invoice and then a credit or refund will be recorded depending on the Return Type selected. When you select Refund the amount of the refund will be included in the Supplier Inquiry. However, you will need to manually record the refund in Cashflow Manager.
Please Note: When you click the [Assign] button the Return will be locked from further editing.
Unlock / Unassign a Return
If changes need to be made to an Assigned Return, you can unassign it, make the changes, and then re-assign it again.
Open the Return from either the Supplier’s Inquiry (by double-clicking the Return), or open the Returns List and View/Edit the required Return.
Click on the [Unassign] button and the Return will be available to edit.
Make sure you assign it again once editing is completed.