Generating a Purchase Returns Docket

Generating a Purchase Returns Docket

Sometimes products received from a supplier will have to be returned. The Return menu creates a return docket for goods returned to the selected supplier.

To generate a Return Docket:

1. Select Suppliers to the left of the main screen.

2. In the Purchases menu bar, select Return, and the Purchase Returns screen will appear:

   

Image Description

The Purchase Returns screen in ABM. The title bar reads "Purchase Return - 006 - Banks Hardware Suppliers." The toolbar includes buttons for Save & New, Save & Close, Cancel, Open, Get a Purchase Requisition, Get a Purchase Order, Change Exchange Rate, Set Special, and Print in a Batch Later. Below the toolbar are tabs for Header, Product Item, Text Item, Ledger Item, and Job Item. The Header tab is active, displaying fields for Supplier Code (006), Supplier Details (Banks Hardware Suppliers address in Victoria 3121), Supplier ABN (027100099129), Our Order Number, Return Number, Our Reference, Return Date (08/10/2014), GST Applies checkbox, and a "Return a Delivery" button and "Add First Line Item" button. The lower grid shows columns for Code, Description, Quantity, Price, Discount, Exc GST, GST, and Inc GST with a Batch Total of 0.00.

Purchase Returns

The Return screen contains the following options:

• Return Header

• Product Item

• Text Item

• Ledger Item

• Job Item

  **Return Header ** The first part of dealing with returned goods is to enter the basic details of the order into the Return Header fields. These fields are:

• Supplier Code: Enter the unique identifying code for the supplier here. Alternatively, press F3 or click the button to the right of the field to select from the supplier list. To create a new supplier account, see Setting up Supplier Accounts.

• Supplier Details: Enter the name and address of the supplier here, as entered in the set up phase. Supplier details appear here when you enter the supplier code in the previous field.

• Supplier ABN: Enter the supplier's Tax registration number here (Australia only).

• All Prices: Click the drop-down list to select an option. If 'Exclude GST/VAT' is selected, then GST/VAT will be added to all prices entered.

• GST/VAT Applies: By default, this box is checked, indicating that the order is subject to Tax. If this is not the case, uncheck the box.

• Our Order Number: The field is set at 'New Order'. If you want to return goods delivered on a previous order, enter the order number, press F3 to select from a list of previous orders, or click the button to the right of the field.

• Return Number: Enter the supplier's reference number here, if any.

• Our Reference: By default, this is set to 'Next Sequential' and is greyed out.

• Return Date: Enter the date on which the goods are returned. Alternatively, press F3 or click the calendar to check the date. By default this field is set to today's date.

• Return a Delivery: Click here to select a customer delivery that is to be fully or partially returned.

• Add First Line Item: Once all the details have been entered in the above fields, select this option to include product details in the return docket. The details appear on the grid below the field, as they are entered. The totals also appear, so you can see at a glance the running totals for the docket.

  **Product Item **

• Product Code: Enter the code of this product for this sale. Press F3 or click the button to the right of the field to select from the list. If you know the barcode, enter the barcode and it will automatically be recognised. By default the quantity is set to first unit of measure in the field to the right. You can select a different unit of measure if more than one unit of measure has been set up for that product. See Setting up a Product Account to set up a new unit of measure for the product.

• Description: Once the product code is entered, the description of the product, as entered in the set up phase appears.

• Qty. Returned: Enter the quantity returned at this time. Press F3 or click the calculator to enter the quantity amount.

• Location: Enter the start of the location name for this order, press F3 or click the button to select from the list. See Setting up a Stock Location for details on how to place your product in a location.

• Delivery: Enter the date on which the order is returned. By default this field is set to today's date. Alternatively, press F3 or click the calendar to change the date.

• Gross Amount ex. GST/VAT: Enter the amount being charged at this time, excluding Tax here. Press F3 or click the calculator to enter the quantity amount.

• Discount %: Enter the discount rate that applies to this product, if any. The default discount rate is set at 0.00%. Press F3 or click the calculator to calculate the discount.

• GST/VAT Code: By default, this field is set at 10% GST/VAT, indicating that the order is subject to Tax of 10%. If this is not the case, select an alternative entry from the drop-down list. To set up a new Tax category, see Setting up a Tax Category.

• GST/VAT Amount: Enter the Tax amount if different from the calculated figure. Press F3 or click the calculator to enter the amount.

• Update Selling Prices: Select this option to update and store the selling prices of the selected product based on is new cost.

• Cancel Item: Warning: Selecting this option cancels the entries made on this section.

• Next Item: Once all the details have been entered, select this option to add another item to the product line for this return. Once all the items are entered move to the next section. Note the details appear in the grid to the bottom of the screen.

  **Text Item **

• Block of Text: You can enter unlimited text to describe a product in more detail. After you have entered your text, select 'Next Item' and the text appears in the 'Description' field of the grid. Note the details appear in the grid to the bottom of the screen.

  **Ledger Item **

• Account Code: Enter the appropriate ledger account code here. Press F3 or click the button to select an account code from the ledger list. See Adding a Ledger Account for details on how to set up a ledger account.

• Description: The description entered here appears on the printed document and on the ledger account history.

• Qty Returned: Enter the quantity returned at this time. Alternatively, press F3 or click the calculator to enter the quantity amount.

• Gross Amount ex. GST/VAT: Enter the amount being charged at this time, excluding Tax here. Press F3 or click the calculator to enter the quantity amount.

• GST/VAT Code: By default, this box is set at 10% GST/VAT, indicating that the order is subject to Tax of 10%. To change the Tax code, select an alternative entry from the drop-down list. To set up a new Tax category, see Setting up a Tax Category.

• GST/VAT Amount: Enter the Tax amount if different from the calculated figure. Press F3 or click the calculator to enter the amount.

• Cancel Item: Warning: Selecting this option cancels the entries made on this section.

• Next Item: Once all the details have been entered, select this option to add another product description to the grid for this return. Note the details appear in the grid to the bottom of the screen.

  **Job Item **

• Job Code: Enter the code of the job for this transaction. Press F3 or click the button to select from the list. To set up a job record, which includes a job code, see Adding Jobs.

• Stage: Select the stage (if any) at which the job is at by choosing from the drop-down list.

• Description: Once the job code is entered, the description of the job, as entered in the set up phase appears.

• Qty Returned: Enter the quantity returned at this time. Alternatively, press F3 or click the calculator to enter the quantity amount.

• Cost Centre: Enter the cost centre name here, i.e. Installation. Alternatively, Press F3 or click the button to select from the list. To set up a new cost centre, see Adding Cost Centres.

• Gross Amount ex. GST/VAT: Enter the amount being charged at this time, excluding Tax here. Press F3 or click the calculator to enter the quantity amount.

• GST/VAT Code: By default, this box is set at 10% GST/VAT, indicating that the order is subject to Tax of 10%. If this is not the case, select an alternative entry from the drop-down list. To set up a new Tax category, see Setting up a Tax Category.

• GST/VAT Amount: Enter the Tax amount if different from the calculated figure. Press F3 or click the calculator to enter the amount.

• Gross Charge ex. GST/VAT: Enter here the GST/VAT amount if it differs from the calculated figure. Press F3 or click the calculator to enter the amount.

• Cancel Item: Warning: Selecting this option cancels the entries made on this section.

• Next Item: Once all the details have been entered, select this option to add another item to the text line for this return. Note the details appear in the grid to the bottom of the screen.

  Save Settings When you have entered the relevant returns details, select either: Save and Close: This will save the return information and bring you back to the main menu. or: Save and New: This will save the return information and open a new 'New Purchase Returns' screen.

  Back Order: When you process the return a message will appear asking if you wish to put the returned items on back order. If you answer No to this question, then no back order will be created, and the quantity on the existing order (if selected from order) will be reduced.