How Do I Return Goods To A Supplier?

Returning goods is basically the reverse of the ordering process. When you order goods, you raised a purchase order that was sent to the supplier. The supplier either accepted the purchase order and shipped the goods or the order was rejected. If the goods were shipped, you perform a goods receipt to accept the goods and then enter the invoice. If the order was rejected you cancel the purchase order.

Returning goods follows the same process. You raise a purchase order with negative quantities (being the quantity you want to return) and send this to the supplier as a request to return goods. If the supplier rejects it you simply cancel the purchase order. If the supplier accepts it you can raise a goods receipt and match this to the purchase order when you ship the goods back. The quantities received will be negative indicating you took the goods out of stock. When you get a credit from the supplier you enter this as an invoice.

When you raise the original request to return goods using Purchase Orders you can either enter the items individually with negative quantities or you can use the Returns function. To use, the Returns function, you must have entered the invoice for the original goods.


Locations, Items, Suppliers.


Start the Purchase Orders task from the Main Menu.


Click the New button.
 The system adds a new purchase order and automatically assigns a purchase order number.



Click the Return button at the top of the screen.
Button_New.gif (1518 bytes) The Invoice Search window opens.



Perform a search and find the original invoice for the items.


Once you have selected the required invoice, you are shown the Return Invoice window.


Ensure the Return Items option is selected.


Against each item that needs to be returned, select the Return check box. (For all items select the Check All button.)


Press the Return/Claim button. The window is closed and the selected items are placed in the purchase order.


Move through each line and change the quantity to the number of units being returned.


Save the purchase order.


Print the Return document and send to the supplier for authorisation.

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