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Returning Stock

Sometimes you need to return stock to a supplier. This is a similar process to purchasing the items in the first place.

Ordering Stock

Returning Stock

Create a purchase order and send to the supplier.

This will increase the on order quantity for the item.

Create a request to return stock and send to the supplier.

This will increase the returned quantity for the item.

Create a goods receipt and match to PO to show items have been received.

This will decrease the on order quantity and increase the stock on hand.

Create a return authorisation and match to the request to send with the items back to the supplier.

This will decrease the returned quantity and decrease the stock on hand.

Create an invoice and match to PO to show items are invoiced.

Create an account transaction to show we owe the supplier.

Create a return transaction to show that the supplier has given us a credit.

Create an account transaction to show the supplier owes us.

The same functions used for ordering stock are used for returning stock - purchase order, goods receipt and invoice. You have two options.

Use the standard functions and enter quantities as a negative number. The same functions will handle ordering by entering positive numbers and returned by entering negative numbers.
Add the return versions of these functions to the menu. When the functions are run, its still the same purchase order, goods receipt and invoice functions, but the system knows you are doing returns and will force entry of negative numbers. At the same time, there are versions of these functions that will allow you to do orders only. By using the order specific and return specific functions, you can set different security access on them.

You can also generate a request to return (purchase order) more easily by using the Returns button on the Purchase Order function. This will allow you to find an existing invoice. The system will show you the items from that invoice. You simply go through and check the items that are being returned. At the same time, you indicate if you are doing a return or a claim. You would do a claim if you are happy with the items but the supplier has charged the wrong price. With a claim, you would generate a claim request (using the purchase order function) and then generate a claim (using the invoice function). There is no need to do a goods receipt type function because the goods were never moved.

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