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This text refers to program version 8.5  

Nominal Ledger Transactions from Returns

After entering a Returned Goods record and checking that it is correct, you should mark it as OK and save it. A Nominal Ledger Transaction will be generated automatically if you have so determined in the Sub Systems setting in the Nominal Ledger and in the Number Series - Returned Goods setting, and if at least one of the Items on the Return is a Stocked Item.

The Stock Account debited in this Nominal Ledger Transactions will be determined as follows:

  1. The Stock Account for the specified Location will be debited.

  2. If this is blank or if you have not specified a Location, and if you are using the Use Item Groups for Cost Accounts option in the Cost Accounting setting, the Stock Account for the Item Group to which the Item belongs will be debited.

  3. In all other cases, the Stock Account in the Account Usage Stock setting will be debited.
The Cost of Sales or Returned Goods Account credited in the Transaction will be taken from the Cost A/C field on flip B of each row in the Returned Goods record.

If you have not specified a Default Return Location in the Local Machine setting in the User Settings module, the Cost Account in a Returned Goods record that you create from a Delivery or a Work Sheet will be copied from the corresponding Delivery or Work Sheet row. Otherwise (i.e. if you have specified a Default Return Location, and in a Returned Goods record that you enter directly to the Returned Goods register), this Account will be determined as follows:

  1. If you have specified a Cost Account for the Location in the Location Accounts setting in the Stock module, that Cost Account will be used. The Location is the one specified on flip B or, if blank, on the 'Terms' card.

  2. If you are using the Use Item Groups for Cost Accounts option in the Cost Accounting setting, the Cost Account for the Item Group to which the Item belongs will be used. If that is blank or the Item does not belong to an Item Group, the Cost Account for the Item will be used.

    However, if you are not using the Use Item Groups for Cost Accounts option, the Cost Account for the Item will be used. If that is blank, the Cost Account for the Item Group to which the Item belongs will be used.

  3. In all other cases, the Cost Account specified in the Account Usage Stock setting will be used.
If the Cost Account field in any row is empty (i.e. if you have removed the Account that is offered), the Returned Goods Account specified in the Account Usage Stock setting will be credited.

If there are any Extra Costs, these will be posted to the Extra Costs Account specified in the Account Usage Stock setting.

Any Tags/Objects in the Return representing the Customer and the Salesman (shown on the 'Terms' card) will be assigned to the credit posting to the Cost of Sales or Returned Goods Account (unless you are using the Skip Header A/C Objects on Cost A/C option in the Account Usage P/L setting in the Purchase Ledger). The Tags/Objects representing the Item (shown on flip B of the 'Items' card) will also be assigned to the credit posting. If you are using the Tag/Object for Stock Account option in the Cost Accounting setting, all Tags/Objects will also be assigned to the debit posting to the Stock Account.

Below is shown an example of a Nominal Ledger Transaction created from a Return:

If you are using the Negative Amounts option in the Transaction Settings setting in the Nominal Ledger, the Transaction will be slightly different, with negative amounts being credited to the Stock Account and debited to the Cost of Sales or Returned Goods Account.

Once the Transaction has been generated, you can look at it straight away using the 'Open NL Transaction' function on the Operations menu (Windows/macOS) or Tools menu (iOS/Android) (subject to access rights set in the Access Groups setting in the System module).

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The Returned Goods register in Standard ERP:

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