The Return Merchandise Sheet is very useful when you return items back to your Vendor. Enclose a copy of this sheet with the item(s) being returned. This way there is no question who the item(s) are from and why they are being returned. A handy Special Instructions line will give the Vendor any additional information.

Helpful Hint: Enter the RA (Return Authorization) Number on the Return Merchandise Sheet's Special Instructions. This will help you, and your Vendor, track what item is sent back.

When you are issued the Vendor Credit for the returned item, you will need to enter it in Accounts Payable as a Credit Voucher. Please refer to "Voucher Entry" in ACCOUNTS PAYABLE (7.1.1).

If an existing Return # is chosen, the information will be displayed. You may view, print or <U>npost a posted Return.

The System Date will automatically be displayed for the Date Created. If the Return has been Posted the Date Posted will be displayed. 

The Salesperson Code is a mandatory entry.

The Special Instructions will be printed on the Return Sheet.

The QTR refers to the Quantity to Return.

You may enter zero Quantity to Return on an item when editing a Return. This is helpful to allow editing an entry and still maintaining the same line numbers. When the Return is saved, printed, or posted, the zero quantity items are then removed.

If there are multiple part numbers listed, you may quickly go to a specific line to edit. Enter a <G> and the number of the line you wish to go to, and press <ENTER>. You will now be at the QTR of that line. You may "Go To" from anywhere on the line.

Return Merchandise to Vendor checks for Superseded parts when entering a part number on the line item and when retrieving an unposted Return.

If there is a Unit Cost in the Inventory file for this Vendor, this will be displayed.

<U>=Update Part - This option is the same as the Update Part option in Purchase Order Entry (3.2.2) allowing update of status, order level, stock level, source cost and current source.

Modified Line Item Entry - This uses the same part number line item entry sequence as Purchase Order Entry (3.2.2). Most of the line item entry options avaialble within PO Entry are available in Return Entry

To Delete a Return Entry enter a <D> at the “Enter Selection” prompt and press <ENTER>. Enter a <Y> to confirm that you want to delete the Return Entry, and press <ENTER>.

To Save & Print a Return Sheet type PR at the “Enter Selection” prompt and press <ENTER>. Press <ENTER> to continue.

When posting a Return to Vendor, the Account Period will be generated from the system date instead of the AR Accounting Period. This works better since the End of Month Inventory Value in General Ledger can be tied easily to the “Inventory Value Report” in INVENTORY (5.2.4), if it is run precisely at month end.

To Post and Down count Inventory, enter a <P> at the “Enter Selection” prompt and press <ENTER>.

When posting the Return, you may down count regular or defective QOH. Enter <Y> to down count Inventory. Enter <N> to bypass this function. Enter <Q> to down count Regular QOH. Enter <D> to down count Defective QOH. This option is only provided if turned on in “Return Merchandise Setup” (4.2.4 field 3). This option should only be turned on if you intend to track Defective QOH.

You have the option to <U>npost Posted items. If the item to be unposted has affected Regular Inventory or Defective Inventory then that quantity will be added back in, average cost will be recalculated at the cost when the return was posted and a journal entry will be created. To be used it must be turned on in "Return Merchandise Setup" (4.2.4 field 4).

When a Return is Posted and the option to Down count Inventory is taken, the actual dollar amount decrease of the inventory is recorded as a comment in the Return Entry. When printing the Return Entry, there is an option to “Print Comments”. The comment will display how much the Inventory Average Cost was decreased, the time, date, port number, user Id and location number where the decrease was made. You will generally choose Not to print comments if you are using this printed Return Entry to send to the Vendor. When the Inventory is down counted, the Case Lot breakdown will be performed.

To Sort Part Numbers in alphanumeric order, type SO at the “Enter Selection” prompt and press <ENTER>. If the <SO> option is selected you will be prompted to to sort by <P>art number or <B>in location.

A Comment is a free form message displayed in the body of the order. To enter a comment for this Return type <CO> and press <ENTER>. Type in the comment and press <ENTER>. The text will automatically go to the next line without having to press <ENTER>.

You have the ability to change the Special Instructions (option <I> at the Enter Selection prompt) and the Comment (option <CO> at the Enter Selection prompt) after the Return has been posted.

You may enter an Internal Comment on "Return Merchandise to Vendor Entry". If an Internal Comment is present, the comment will be displayed when the Return is retrieved in “Return Merchandise to Vendor Entry”. The internal comment can be viewed or edited with the <IN> option, and can be altered after posting, if necessary.

You can enter a <C>redit Received Date on a posted or unposted Return. This is the date that the credit was actually received from the vendor. Enter a <C> at the “Enter Selection” prompt and press <ENTER>.

You can enter the <D>ate Removed. The Date Removed will be displayed at the top right of the screen. This can be used to record the date when the Return was actually shipped back to the Vendor or disposed of.

There are 3 varieties of output for the Return Sheet, which are virtually identical to the layout of Purchase Orders in PURCHASING (3.2.2). When selecting <PR> to save and print, you will be prompted for <S>hort, <L>ong, or <P>ick type return sheet. The <S>hort Return will be the original return sheet, the <L>ong Return will include sales history and other pertinent information, and the <P>ick Return will include the bin location and Haz Mat code. Please note: Purchasing Setups in “Purchase Order Setup” in PURCHASING (3.5.2) will be involved to a certain degree. This was done to maintain some uniformity with the Purchase Order output. The fields to check are: 8. Summarize Case-Lot and 10. Suppress Cost Pr on Pick. 

You can Fax a return sheet by selecting <F> to Save and Fax Return Sheet. You will then select the type of return sheet, and complete the standard fax setup entry screen to send the fax or email.

Note: The <F>ax option also includes Email capability. Emailing and Faxing require optional Software and additional Setups. Please contact Perfection Software Sales Department for more detailed information.