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xTuple ERP Reference Guide |
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xTuple ERP Reference Guide |
To create a Return, select the "New Return" option. The following screen will appear:
Next available Return Number will automatically display, unless your system requires you to enter Return Numbers manually.
Default values and input parameters for Return Numbers are configurable at the system level.
Specify the Invoice Number of the Invoice you want to apply the Return to, using the lookup feature located to the right of the field. The list will include Invoices for the specified Customer. If a Return is applied to a specific Invoice, the Return may only credit Items which appeared on the chosen Invoice. If for some reason the Return is applied to a closed Invoice, the Return will be listed as an unapplied Return.
Enter a date representing the date when you want the Return to be distributed. When a Return is posted, it is posted effective as of the Memo date.
You are not required to apply a Return to a specific Invoice. If a Return is applied to an Invoice, any Return Items will be returned to Inventory when the Return is posted.
Indicates whether Return is posted or unposted.
The quickest way to fill in the Return screen may be to select the Invoice you intend to credit using the "Apply To" feature. If you use this feature, most of the fields in the Return screen will automatically populate with the needed Customer information.
Specify the Sales Representative associated with the Order. By default, the Customer's designated Sales Representative will appear in the field—except if you have selected an Invoice to apply the Return to. In that case, the Sales Representative credited with the Invoice will be selected.
Specify the Tax Zone associated with the Return. The Tax Zone for the specified Ship-To Address will be entered here by default. Otherwise, the primary Tax Zone for the Customer will be entered.
By default, the commission percentage recorded on the Customer master will be automatically entered in this field. If for some reason you select a non-default Sales Representative at Return entry, the commission rate will not change. To adjust the commission rate, you must make the change manually.
Specify the reason why an adjustment is being made to a Customer's account.
Select to place Return on hold. If a Return is placed on hold, it cannot be posted. You would place a Return on hold, for example, to allow time for producing and processing a Return Material Authorization (RMA) document. To remove a hold and allow posting of a Return, de-select this option.
If your system is configured to use Projects, select a Project Number to associate with the Return.
When you have the xTuple Project Accounting package installed—and you link a Project to the Return—the Project Number will be added as the final segment of affected G/L Account Numbers when the Return is posted.
Enter the Customer Number of the Customer you want to issue the Return to. The lookup feature located to the right of the field leads to a searchable Customers list. You may also access this list using the keyboard shortcut "CTRL + L". Once a Customer Number is entered, the Customer name and billing address will display. Select the "?" or "$" symbol to view Customer information for the specified Customer. If a Customer's credit is "In Good Standing," the button will feature a black question mark ("?") icon. If the icon turns to an orange dollar sign ("$"), the Customer's credit Status is "On Credit Warning." A red dollar sign ("$") indicates the Customer's credit Status is "On Credit Hold."
Returns may be entered for inactive Customers. The same does not hold true for Sales Orders.
Displays the Customer's Bill-To name.
Displays the Customer's Bill-To Address. You may manually override the displayed Address information in the fields below—or use the lookup feature to select another Address. If a new Address is manually entered here, that Address will be added automatically to the master list of Addresses. For additional documentation related to creating Addresses, see Section 8.1, “ New Address”.
A Return that is applied to an Invoice will by default have the Address that appeared on the Invoice.
Select to copy contents of billing address into Ship-To address field. This option is enabled if the Customer master for the specified Customer indicates that free-form Ship-To's are allowed.
Enter the number of the preferred Ship-To Address. Customers may maintain multiple Ship-To Addresses. If the Customer master for the specified Customer indicates that free-form Ship-To's are allowed, then any address may be entered. If free-form Ship-To's are not allowed, then the Ship-To Address must be entered using the browse button located to the right of the field. The lookup feature leads to a searchable Ship-To Addresses list.
Displays the name for the specified Ship-To.
Displays the specified Ship-To Address. You may manually override the displayed Address information in the fields below—or use the lookup feature to select another Address. If a new Address is manually entered here, that Address will be added automatically to the master list of Addresses. For additional documentation related to creating Addresses, see Section 8.1, “ New Address”.
Enter the number of the preferred Ship-To Address.
Customers may maintain multiple Ship-To Addresses. If Pricing Schedules by Ship-To are maintained for the Customer, the Ship-To Address must match the Pricing Schedule to successfully issue credit for Items linked exclusively to the Pricing Schedule. The browse button located to the right of the field leads to a searchable Ship-To Addresses list.
Make sure the Ship-To Address on the Return matches the Ship-To Address on the Customer's Pricing Schedule. If they don"t match, you won"t be able to issue credit for exclusively sold Items.
By default, the Customer Purchase Order Number associated with the Invoice being credited will display here. If no Customer Purchase Order Number was entered at the time of the original Sales Order—or if the Return is not being applied to a specific Invoice—the field will remain blank. Enter or edit a Customer Purchase Order Number as necessary.
To create or modify Return Line Items, select the "Line Items" tab at the top of the "Return" screen. The following screen will appear:
When creating or modifying Return Line Items, you are presented with the following options:
Display lists Sales Order Line Item quantities that have been returned and selected for credit. Line Items are added to a Return using the NEW ITEM button.
Before creating a new Return Line Item, be sure to specify an Invoice to apply the Return to. The "Apply To" feature is found on the Return header screen.
Displays the subtotal for the Return Line Items.
Enter the amount of the miscellaneous charge. Before entering a miscellaneous charge amount, you must first assign the charge to a Sales Account and also enter a description of the charge.
Enter a description to identify the miscellaneous charge.
Enter a Credit Account to assign the miscellaneous charge to.
Enter the amount of freight charge to be added to the specified Order. The freight charge may be entered during the creation or modification of a Return—or at the time of shipment.
Displays the total amount of Tax to be charged on the Return. Sales Tax is calculated at the Return Line Item level. The Tax amount displayed here represents the total for all Line Item Tax amounts. To get a detailed view of the Tax calculation, click on the Tax link using your mouse.
Displays the total amount of the Return.
To add Notes to a Return, select the "Notes" tab at the top of the "Return" screen. The following screen will appear:
When adding Notes to a Return, you are presented with the following options:
This is a scrolling text field with word-wrapping for entering Notes related to the Return. Notes entered on this screen will follow the Return through the billing process. For example, you may view notes associated with a posted Return within the Customer History report.
To associate documents with a Return, select the "Documents" tab.
When associating documents, you are presented with the following options:
Select to create a new document and associate it with the current record. You may create the following document types:
Select to create a new Image association.
Select to create a new Incident and associate it.
Select to create a new To-Do and associate it.
Select to create a new Opportunity and associate it.
Select to create a new Project and associate it.
Enables you to edit associated documents. The edit screen is the same as that for creating a new document—except that when editing, the fields will contain document information. Double-clicking on a document will also bring you to the editing screen.
Highlight a document and then select this button to reach a read-only view of the "Edit" screen
Select to associate already-existing documents. The following document types may be attached: Contact, Account, Customer, Employee, File, Image, Incident, Item, Opportunity, Project, Purchase Order, Sales Order, Vendor, Web Site, Work Order.
Highlight a document and then select this button to remove the association.
To associate already-existing documents, select the ATTACH button. The following screen will appear:
When associating already-existing documents, you are presented with the following options:
Indicate how the document is related to the current record. The following relationship options are available: Related to, Parent of, Child of, Duplicate of.
Specify the kind of document you want to associate. The following document types may be attached: Contact, Account, Customer, Employee, File, Image, Incident, Item, Opportunity, Project, Purchase Order, Sales Order, Vendor, Web Site, Work Order. When associating Files, you will also be given the option to save the File to the database.
There is no file size restriction when saving Files to the database. However, excessively large files could cause storage and performance issues.
Use the lookup field to identify the specific document you want to attach. The data entry options will vary depending on the document type you select.
To create a new Return Line Item, select the NEW button. The following screen will appear:
When creating a new Return Line Item, you are presented with the following options:
Displays the Return number for the current Return.
Displays the line number assigned to the Return Item.
Enter the Item Number of the Item you want to add to the Return. If the Return is being applied to an Invoice, only those Line Items which appeared on the Invoice will be available for selection—that is, if the appropriate setting is selected at the system level. Invoices are selected for application by a Return using the "Apply To" feature on the Return header screen.
The system-level configuration which determines whether Return Items will be restricted to relevant Invoice Items is the setting "Restrict Returns to Items that appear on their Apply-To Document." Selecting this option narrows the Return Item selection process to only those Items which appeared on the Invoice the Return is being applied to. If not selected, a sold Item master list will appear instead when selecting Return Items for Returns applied to a specific Invoice. This setting has no bearing on unapplied Returns.
Inventory Unit of Measure.
Specify the Site returned Inventory will be received into. Items designated as Multiple Location Control Items may be received into multiple Sites. If this is the case, be sure to specify the correct receiving Site when entering a Return Line Item. The receiving Site will not necessarily be the same Site as the Site the Item was shipped from.
Specify the reason why an adjustment is being made to a Customer's account.
By default, the Reason Code on the Return header will be used at the Line Item level. However, you may change the Reason Code for individual Line Items.
Enter the quantity of the Item returned for credit. If the Return was created from a Return Authorization, the quantity returned will be zero on the Return Item screen. Return Authorization returns are handled separately, outside of the normal sales Return Inventory handling process.
Select if you want the quantity returned to be added back into Inventory when you post the Return. If not selected, your Inventory will not be updated.
Enter the quantity of the Item you plan to give the Customer credit for. The quantity entered here may equal the quantity returned. However, you have the flexibility to credit the Customer for a quantity different from the returned quantity. The quantity credited is multiplied by the Net Unit Price to determine the amount of the credit.
The unit of measure being returned and credited in.
Displays the quantity of the Item shipped to date.
Specify a percentage to reduce the credited amount by. The discount will be deducted from the sale Price, thereby reducing the amount of the credit by the specified percentage.
Specify the Net Unit Price to assign the quantity being credited. If the Return is being applied to a specific Invoice, then the system will automatically enter the Item's Net Unit Price as it appeared on the referring Invoice. If no Invoice is being applied-to, then the system will choose the lower of the following two Prices: A) The most-specific Pricing Schedule Assignment or B) any Sale in effect at the time of Order entry. The specificity of Pricing Schedule Assignments is determined in the following descending order: By Customer Ship-To Address (most specific), by Customer, by Customer Type, by Customer Type pattern, by all Customers. The lookup feature located to the right of the field leads to a Price List screen.
If your Pricing Schedule has multiple Units of Measure (UOM) on it (or if several Pricing Schedules share the same level of Price specificity, but they have different UOMs) then the UOM which matches the selected UOM will be chosen—that is, as long as the quantity break does not exceed the quantity being priced. If no entry matches the UOM with a quantity break less than the quantity being priced, then the lowest value Price for any UOM will be chosen. To make sure a specific UOM is always chosen at the desired level of Price specificity, then your Pricing Schedules should include at least one UOM with a quantity break of 0.
The system can be configured to prevent users from editing the Net Unit Price. If your system is configured that way, the Net Unit Price field will not be editable.
Displays the Item's Price UOM.
Displays the Extended Price. The Extended Price for a Return Item is based on the quantity credited multiplied by the Price.
Displays the Standard Cost per unit.
Displays the Item's List Price per unit displays.
Displays the sold Price for the Item at the time of sale.
Specify the Tax Type for the Return Item.
Displays the amount of Tax to be charged for the Return Line Item quantity. To get a detailed view of the Tax calculation, click on the Tax link using your mouse.
Click on the notes tab to enter notes and you will be presented with the following screen:
This is a scrolling text field with word-wrapping for entering Notes related to the Return Item.