You handle return orders in the same way as normal purchase orders with the difference being that you enter an order type for a return order. (See Prerequisites). The same controls are applied. See About purchase order entry for instructions on purchase order handling.
Tip: To return an entire reception (e.g., the entire delivery from the supplier was wrong), copy the purchase order and convert it to a return order. You automatically receive the order lines, their prices, order header information, etc. See Copy a purchase order for instructions.
Prerequisites
- In the Purchase order type table:
- The purchase order type must be defined as a return order (i.e. Order/Return must be defined with 2).
- The return order type must be specified to print a return note.
- If you are returning a surplus of goods from the transit stock, you have to move the surplus quantity to the normal stock before you can perform the return to the supplier.
To return an item from normal stock do as follows:
- Select the Work with purchase orders menu item.
- You access Work with purchase orders, Header view. Click Add.
- You access Purchase order maintenance. The following fields are mandatory:
- Handler
- Enter your signature as handler of this order.
- Supplier number
- Enter the supplier number.
- Order type
- Enter the order type which is defined as a return order type in the Purchase order type table.
- You access Add lines The following fields are relevant:
- Whs
- Enter the warehouse from which the goods should be returned to the supplier. The system defaults the main warehouse defined in the Main warehouse field in the DIS control file.
- Item/Assortment
- Enter the item code for the item you are returning from normal stock.
- Quantity
- Enter the quantity you are returning.
- Disp date
- If you entered a delivery date on the initial panel, it defaults here. Otherwise, enter the date when you want to ship the return from the warehouse.
- The system updates the Add lines panel adding the item lines. (If you want to end the order, click Back twice).
View return address
To check the address to which the goods should be shipped, click Addresses. - You access Order addresses. Select Dispatch address.
- You access Supplier dispatch address. This is the address to which the goods will be returned. If you want to change the address, you have the following options:
- You can enter an existing address number from the Business partner file and click OK. The system will automatically retrieve the address.
- You can enter address number 999 which indicates that you will enter the address manually. The first field on the fifth line is reserved for the postal code.
Click OK twice to update.
- You access Add lines again. Click Back once.
- You return to Order lines. Click Close order to finalize.
The remaining fields are optional as the system retrieves the default values for these. Tip: You can enter the shipment date for the return in the Disp date (Dispatch date) field. This will be the defaulted value on the order lines on the next panel displayed.
Click OK.
Note: If you are returning an item which is under batch control and/or serial number tracking, the same panels are displayed as described in Enter a sales order with batches and Enter a sales order with serial numbers.
Click OK to update.