Entering a Return - Items Card
This page describes the fields on the 'Items' card in the Returned Goods record window. Please follow the links below for descriptions of the other cards:
---
Use the grid on the 'Items' card to list the Items being returned.
A new Return will contain the following Items:
- A Return created from an Order will contain every Item in the Order that you have delivered i.e. that you have included in Deliveries connected to the Order and that you have marked as OK.
- A Return created from a Delivery will contain the Items in that Delivery.
- A Return created from a Service Order will contain every Item included in Work Sheets that are connected to the Service Order and that have been marked as OK.
- A Return created from a Work Sheet will contain the Items in that Work Sheet.
Enter the returned Quantity for each Item and remove any Items not returned by clicking on the row number to the left and pressing the Backspace key (if you are using iOS or Android, long tap on the row number on the left of the row and select 'Delete Row' from the resulting menu). If you are not using the Original Cost on Returned Goods option in the Cost Accounting setting and/or you are not using the option to insert Returned Goods at their original position in the FIFO/LIFO cost queue in the same setting, you can change the Item Cost of a Returned Item, although this is not recommended. If you have incurred any costs in receiving an Item back into stock, it is recommended that you do not change the Item Cost but instead enter an Extra Cost.
By default, you cannot enter a Quantity that is greater than the quantity delivered, and you cannot add rows to a Return. Both will be possible if you are using the Allow Returned Goods Not Linked to Orders option in the Returned Goods Settings setting. Using this option therefore means that the Quantity in a Return will not be checked against the quantity that was delivered.
If you are using the Allow Returned Goods Not Linked to Orders option, you can use Access Groups to prevent individual users from adding rows to Returns, by denying them access to the 'Add Items to Returned Goods' Action. In effect, these users will also not be able to enter Returns directly to the Returned Goods register.
Flip A - Item
- The Item Number from the Order or Delivery.
- If an Item being returned is a Structured Item, you should list its components in the Return, not the Structured Item itself. Structured Items are built the moment the Delivery is made and are not kept in stock themselves. Therefore, you should not include them on a Return. You should only list the components in the Return: this will ensure they are correctly received back into stock.
- If you are using the Allow Returned Goods Not Linked to Orders option in the Returned Goods Settings setting, you will be able to add Items to Returns. To do so, enter the Item Number, Alternative Code or Bar Code of the Item that is being returned. You can also add Items to a Returned Goods record using the 'Item Search' function on the Operations menu (Windows/macOS) or Tools menu (iOS/Android). In all cases, descriptive and other information will be brought in from the Item record.
If you are using the Allow Returned Goods Not Linked to Orders option but you want to prevent particular users from adding rows to Returns, assign those users to Access Groups in which you have denied access to the 'Add Items to Returned Goods' Action. These users will not be able to save Returns in which they have added rows.
- Qty
- Enter the quantity returned (the default is that delivered, less any that have already been returned). You can reduce this figure, but not increase it.
- If you are unable to change the Qty, a possible reason might be that you are using the Generate Bulk Serial Numbers automatically option in the Serial Number Tracking setting and the Serial No. field on flip B contains a range of Serial Numbers (one for each unit). To change the Qty, first remove the range of Serial Numbers from the Serial No. field.
- Description
- The Item Name from the Order or Delivery.
- Item Cost
- The Cost Price per unit of the Item being returned, in the Currency of the Return. This figure will be updated each time you save the Return.
- In a Return created from a Delivery and if you are using the Original Cost on Returned Goods option in the Cost Accounting setting, the default will be a unit price calculated from the Row FIFO figure on flip C of the originating Delivery. If you are not using this option, the default Item Cost will be the Cost Price from the Item record.
- In a Return created from an Order, the default will be the Weighted Average or the Cost Price from the Order row, depending on the Cost Model. If the Item uses a Queued Cost Model (FIFO or LIFO), you will not be able to create the Return from the Order, because Queued values are not stored in Orders.
- In a Return created from a Project or Work Sheet and if you are using the Original Cost on Returned Goods option, the default will be a unit price calculated from the Row FIFO figure on flip D of the originating Work Sheet. If you are not using this option, the default Item Cost will be the Cost Price from the Item record.
- In a Return that you enter directly to the Returned Goods register, the default will be the Cost Price from the Item record. You can change this figure to the true unit value of the returned Item which you can find by referring to flip C of the original Invoice.
- If you are not using the Original Cost on Returned Goods option in the Cost Accounting setting and/or you are not using the option to insert Returned Goods at their original position in the FIFO/LIFO cost queue in the same setting you can change the Item Cost, although this is not recommended. Instead, if you have incurred any costs in receiving the Item back into stock, it is recommended that you enter an Extra Cost.
- If the Item is one that has its Cost Price updated on Goods Receipt using the Weighted Average option (set on the 'Costs' card of the Item record) and if you are using the Update Weighted Average from Return Goods and Credit Notes option in the Cost Accounting setting, any change in Price here will be fed back to that Cost Price automatically. The FIFO/LIFO and Weighted Average values of the Item will be adjusted accordingly.
- If you have selected the Price Incl. VAT option on the 'Terms' card, this figure should include VAT.
- Extra Cost
- Use this field to record any additional cost (per unit) incurred by your company in having the item returned. It will be shown added to the Item Cost in the Cost Price field to the right.
- You can either enter an amount (in your home Currency), or a percentage followed by the % character.
- You can only add an Extra Cost if you are not using the Original Cost on Returned Goods option in the Cost Accounting setting and/or you are not using the option to insert Returned Goods at their original position in the FIFO/LIFO cost queue in the same setting.
- In the Nominal Ledger Transaction generated from a Return, any costs in this field will be credited to the Extra Costs Account specified in the Account Usage Stock setting and included in the debit posting to the Stock Account.
- The FIFO/LIFO value of the Item will not be affected by the Extra Cost but, if you are using the Update Weighted Average from Return Goods and Credit Notes option in the Cost Accounting setting, the Extra Cost will be included in the Weighted Average calculation for the Item. The Extra Cost will therefore be fed back to the Cost Price of the Item if you are using this option and if the Item is one that has its Cost Price updated on Goods Receipt using the Weighted Average option (set on the 'Costs' card of the Item record).
- Unit Cost
- The Item Cost of the Item converted to your home Currency, and including any Extra Costs.
Flip B- Tags/Objects
- Paste Special
Tag/Object register, Nominal Ledger/System module
- Default taken from Order, Delivery or Work Sheet row
- You can assign up to 20 Tags/Objects, separated by commas, to a row in a Return, to be transferred to the consequent Nominal Ledger Transaction. You might define separate Tags/Objects to represent different departments, cost centres or product types. This provides a flexible method of analysis that can be used in Nominal Ledger reports. Usually the Tags/Objects specified here will represent the Item.
- By default, the Tags/Objects entered here will be taken from the Order, Delivery or Work Sheet row from which the Return row was created, but you can change them if necessary.
- In the Nominal Ledger Transaction generated from a row in a Return, the Tags/Objects specified here will be assigned to the credit posting to the Cost of Sales or Returned Goods Account. This assignment will merge these Tags/Objects with those of the parent Return (shown on the 'Terms' card). They will also be assigned to the debit posting to the Stock Account if you are using the Tag/Object on Stock Account option in the Cost Accounting setting.
- By default, you will not be able to specify Tags/Objects belonging to the same Tag/Object Type in the header (on the 'Terms' card) and in any of the rows. If you need to be able to do this, select the Allow Tag/Objects of same type on Header and Rows option in the Account Usage Stock setting. As just mentioned, the header and row Tags/Objects will be merged for all postings: if the merged set of Tags/Objects includes Tags/Objects belonging to the same Tag/Object Type, the Tag/Object from the row will be used and the one from the header will be discarded.
- Invoiced
- If you create a Credit Note from the Return, this field will be updated to show the credited quantity (you will need to close the Return and re-open it to see the updated figure). It will be updated each time you save the Credit Note. If there is more than one Credit Note connected to the Return, the figure will be calculated from all Credit Notes, including those that have not yet been marked as OK.
- Location
- Paste Special
Locations setting, Stock module
- You can enter a separate stock Location for each row of the Return.
- If you have specified a Default Return Location in the Local Machine setting in the User Settings module, that Location will be copied both here and to the Location field on the 'Terms' card in Returns created from Deliveries, Work Sheets and Sales Orders. f you have not specified a Default Return Location, this field will be left blank so there will only be a Location on the 'Terms' card.
- Specifying a Default Return Location will be useful if you only have a single Location into which you receive Returned Items. Note that the Local Machine setting is specific to the client machine you are working on and therefore if you need to use the Default Return Location feature you should specify it in the Local Machine setting separately on each client machine.
- Cost A/C
- Paste Special
Account register, Nominal Ledger/System module
- The Cost Account specified here will be credited with the value of the Item (i.e. with the Unit Cost * Quantity) in the Nominal Ledger Transaction that will result from the Returned Goods record.
- In a Returned Goods record that you create from a Delivery or a Work Sheet, the Cost Account will be copied from the originating Delivery or Work Sheet row.
- In a Returned Goods record that you create from a Sales Order and in a Returned Goods record that you enter directly to the Returned Goods register, the default Cost Account in each row will be chosen as follows:
- 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.
- 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.
- In all other cases, the Cost Account specified in the Account Usage Stock setting will be used.
- A Returned Goods record that you create from a Sales Order cannot take the Cost Account from a Delivery row because there may be more than one Delivery row connected to a Sales Order row. If you always need Cost Accounts in Returns to be taken from Delivery rows, use the Do not allow Returned Goods from Order option in the Order Settings setting in the Sales Orders module.
- You can only enter records directly to the Returned Goods register if you are using the Allow Returned Goods Not Linked to Orders option in the Returned Goods Settings setting.
- If the Cost Account field in any row is empty (i.e. if you remove the Account that is offered), the Returned Goods Account specified in the Account Usage Stock setting will be credited in the Nominal Ledger Transaction generated from the Returned Goods record.
- Serial No.
- Paste Special
Serial Numbers of Items in stock
- If the Item uses Serial Numbers at the Unit or Batch level, you must enter a valid Serial Number here.
- In a Return that you create from a Delivery or Work Sheet, this field will contain a default, taken from the originating row in the Delivery or Work Sheet (i.e. it is assumed that the returned Serial Numbers are the ones originally delivered). In a Return that you create from an Order, there will be no default, because the Serial Numbers of delivered Items are not all stored in Orders if the Order Quantity is greater than one.
- If you are using the No Serial No. on Goods Receipts option in the Stock Settings setting, it will not be compulsory to enter Serial Numbers, and a Quantity greater than 1 will be allowed.
- If you are using the Generate Bulk Serial Numbers automatically option in the Serial Number Tracking setting, you will be able to enter a range of Serial Numbers in this field for Serial Numbered Items in a Return that you enter directly to the Returned Goods register. If you have already entered a Qty and then enter the first Serial Number in this field, it will be overwritten by a range of Serial Numbers, separated by a colon (:). If you then change the Qty, the number of Serial Numbers in the range will be updated automatically. If you change the last Serial Number in the range, the Qty will be updated.
- Best Before
- In the case of perishable goods, enter a Best Before date here. In a Return that you create from a Delivery, this field will contain a default, taken from the originating row in the Delivery.
Flip C- BuyBack Cost
- In a Return that you create from a Delivery, the BuyBack Cost from the Delivery row will be copied here. Otherwise this field will remain empty. Please refer here for details about the BuyBack feature
- Position
- Paste Special
Position register, Warehouse Management module
- You can only use this field if you are using the Warehouse Management module. If so and if you have selected the Require Position option in the Location specified on flip B or on the 'Terms' card, enter here the Position where the Item is to be stored. The Position must be in the correct Location. The 'Paste Special' list only lists Free Positions (Positions that are empty). When you mark the Return as OK and save, the Status of the Position specified here will be changed to "Used" automatically. If you created the Returned Goods record from a Delivery, Service Order or Work Sheet, a default Position will be taken from the relevant Delivery or Work Sheet row.
- Recipe
- The Recipe for Structured Items will be entered here. This field cannot be changed.
- Width, Height, Depth
- Default taken from
Item
- These fields contain the dimensions of the Item.
- If the Item is one that is sold by area or volume, you can have the Quantity calculated by multiplying the dimensions together. Follow these steps if you would like to use this feature:
- Select the Enable Quantity Calculation option in the Item Settings setting in the Sales Ledger.
- Select the Calculate Quantity option in the Unit that you have assigned to the Item. If the Item is sold by area, choose the Two Dimensions option in the Unit record. If the Item is sold by volume, choose the Three Dimensions option.
- In the Return row, enter the Width and Height (if the Item is sold by area) or the Width, Height and Depth (if the Item is sold by volume). The Qty will be calculated automatically.
Please refer to the page describing the Units setting for details and an example.
Footer- Total Qty
- The Total Qty field shows the total number of units returned (i.e. the sum of the quantities in the Qty field in the rows). Whenever you add or change a row in the Return, this figure will be updated automatically.
---
The Returned Goods register in Standard ERP:
Go back to:
|
Introduction to the Returned Goods Register in Standard ERP
