Generating a Sales Return Docket

Generating a Sales Return Docket

Sometimes products delivered to a customer will be returned. The 'Return' menu creates a return docket for goods returned by the selected customer.

To generate a Return Docket:

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

2. In the customer list, select the customer for whom you want to generate a return docket.

3. In the Sales menu bar, select Return, and the Sales Returns screen appears:

   

   Image Description

   The Sales Returns screen for customer 041 - Island Colour. The toolbar shows buttons for Save & New, Save & Close, Cancel, Open, Get a List, Set a Quote, and Print in a Batch Later under Sales Actions with an Exchange option. Tabs include Customer, Deliver To, Product Item, Text Item, Ledger Item, and Job Item. The Customer tab is active showing fields for Customer Code (041), customer address (Island Colour, 172 Mill Drive, Toowoomba, Queensland 4263, Australia), Customer ABN, GST Applies checkbox, Our Order Number, Customer's Order No, Return Number, Return Date (10/10/2014), Sale Discount %, Analysis Code, and Mark option. A "Return a Delivery..." button and "Add First Line Item" button are visible. The product grid at the bottom shows columns for Code, Description, Quantity, Price, Discount, WET, Ex.GST, GST, and Net $T. Credit remaining of 10,000.00 is shown.

Sales Returns

The Return menu 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:

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

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

• Customer ABN: Enter the customer's Tax registration number here.

• 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.

• Analysis Code: The name of the appropriate contact for this item appears here. It can be changed by entering a new one, by pressing F3 or by clicking the button to select from the list.

• Our Order Number: The field is set at 'New Order'. If the customer wishes 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.

• Customer's Order Number: Enter the customer's order number here, if they have provided one.

• Return Number: 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 button to check the date. By default this field is set to today's date.

• Sale Discount %: Enter the default discount that applies to the whole sale, on top of any line item special price. By default, this field is set to 0.00%

• 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. This opens the 'Product Line Item' section as below. You can select the remaining sections such as Job Line Item at any stage.

  

  Image Description

  The Sales Returns screen showing the Product Item tab for customer 041 - Island Colour. The Sales Tools toolbar shows additional buttons including Insert a Blank Line, Remove Line, and Set a Quote. The Customer tab shows the customer details and order number fields. The product grid at the bottom displays several line items with entries for products including "Commence Red Eagle", "Artisan Drum 11VP", "Artisan Drum Antique", and "Artisan Dark Antique" with quantities, prices, discounts, WET, GST amounts. A "Return a Delivery..." button is visible in the form. Credit remaining of 10,000.00 is shown at the bottom along with totals.

Product Item section of Sales Return

When you enter the product details in the fields provided, they appear in the grid on the lower half of the screen, so you can see at a glance the running totals for the quote.

**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 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 Product Accounts 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 button to the right of the field to enter the amount.

• Location: Enter the start of the location name for this order, press F3 or click the button to select from the list. To set up a location for your product see Setting up a Stock 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 button to change the date.

• Price ex. GST/VAT %: Enter the price of the product excluding Tax. If a customer is in a Trade group (see Setting up Customer Groups) the Trade price for that product will automatically appear. To set different product prices for different groups of customers, e.g. Retail, Wholesale, see Setting up Product Accounts. The price can be changed by entering a new one or by pressing F3 or by clicking the button to select from the list. To view the cost of the product and the margin on this transaction, click the % button.

• 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 button to the right of the field to enter the amount. To set up a new Tax category, see Setting up a Tax Category.

• Analysis Code: The name of the appropriate contact for this item appears here. It can be changed by entering a new one or by pressing F3 or by clicking the button to select from the list.

• 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 quote. Once all the items are entered move to the next section. Note the details appear in the table 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 table to the bottom of the screen.

  **Ledger Item ** Use the Ledger Item section for entering expenses and services other than product costs, such as postage, shipping and so on.

• 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, but do not include any quantity returned previously on this order. Press F3 or click the calculator button to the right of the field to enter the amount.

• Analysis Code: The name of the appropriate contact for this item appears here. It can be changed by entering a new one, by pressing F3 or by clicking the button to select from the list.

• Price ex. GST/VAT: Enter the price of the expense/service excluding Tax. If a customer is in a Trade group (see Setting up Customer Groups) the Trade price for that product will appear. To set different product prices for different groups of customers, e.g. Retail, Wholesale, see Setting up Product Accounts. The price can be changed by entering a new one, by pressing F3 or by clicking the button to select from the list.

• GST/VAT Code: By default, this box is set at 10% GST, indicating that the order is subject to Tax of 10%. To change the GST 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 button to the right of the field 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 quote. Once all the items are entered move to the next section.

  Note the details appear in the table to the bottom of the screen.

  **Job Item ** Use the Job Item section is provided so you can generate a return based on a job you are carrying out for a customer.

• Job Code: Enter the code of the job for this sale. 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.

• 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, but do not include any quantity returned previously on this order. Press F3 or click the calculator button to the right of the field to enter the amount.

• Charge ex. GST/VAT: Enter the charge, excluding Tax here. The charge can be changed by entering a new one or by pressing F3 or by clicking the calculator button.

• 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 GST/VAT 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 button to the right of the field to enter the amount.

• Cost Amount: This is the cost of the work carried out to date. This amount will reduce the value of Work In Progress. If the value of WIP to be reduced is different, then enter the amount to be reduced.

• Analysis Code: The name of the appropriate contact for this item automatically appears here. It can be changed by entering a new one or by pressing F3 or by clicking the button to select from the list.

• 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 sales return. Once all the items are entered move to the next section. Note the details appear in the table to the bottom of the screen.

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

  Back Order: When you process the credit 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.