Cancelling Paid Reserves

Cancel Paid Reserves and reverse allocations when required.

Bevica Fine Wine is a separate extension. Please contact your system administrator or your TVision contact if you would like further information or would like to install Bevica Fine Wine.

If a mistake has been made creating a paid reserve or the customer has changed their mind you can cancel existing paid reserves.

Prerequisites

Set up inventory, purchase and sales processing.

Set up paid reserves.

Cancelling Paid Reserves

There are two ways you can cancel a paid reserve:

• Sales Return Order. Where you want to credit the customer and return the stock back into inventory.
• Paid Reserve Journal. Where you don't need to credit the customer. This can be done for a single customer or across all customers.

Sales Return Order

1. In the button, search for Sales Return Order.
2. Once the page is open, create a new order.

Select the Customer No. as normal. Then, make sure the Location Code reflects where the goods are currently stored and whilst the Ship-to is not used for delivery purposes it needs to be a Ship-to with the correct Duty Status for the credit.

Then, to cancel one or more paid reserve quantities:

1. Select Home on the document ribbon and Get Paid Reserves to Cancel.
2. The Paid Reserve Selection page will appear, find or search for the Paid Reserve record you want to credit and enter a quantity in the Quantity Selected column.
3. Click OK to copy the line(s) back onto the Sale Return Order lines.

Note

Multiple lines can be selected by clicking the Paid Reserve No. column's Show more Options and after marking multiple lines clicking Autofill Quantity Selected on the page ribbon.

Each new line will populate the Transaction Type to Cancel Sales Into Reserve and the Unit Price value copied from the Unit Price value on each respective paid reserve record.

To complete the credit Release the order. When ready, Post the order, this will create standard credit posting records plus additional Paid Reserve postings.

On Receipt Bevica will remove the Paid Reserve quantity from the customers account and put the quantity back into inventory where it can be resold.

Record(s) will be created in the following areas:

• Posted Return Receipt & Posted Credit Memo
• Customer Ledger Entry & Detailed Cust. Ledger Entry
• GL Entries
• VAT Entry
• Item Ledger Entries & Value Entry
• Paid Reserve Entry

Note

After posting the Sales Return Order, if the stock should not be available in inventory, create and Post a Negative Adjustment Item journal line to remove the stock.

Paid Reserve Journal - single customer

1. In the button, search for Paid Reserve Journal.
2. Once the page is open, populate the Source No. with the customer whose reserves you want to cancel.
3. Select Process on the journal ribbon and Get Paid Reserves to Cancel.
4. The Paid Reserve Selection page will appear, select Edit List, find or search for the Paid Reserve record you want to cancel and enter the Quantity to cancel.
5. Click OK to copy the line(s) back onto the Paid Reserve Journal lines.

Each journal line will set Entry Type to Cancel Sales Into Reserve.

When ready, Post the journal, this will remove the Paid Reserve quantity from the customers account but not put the quantity back into inventory.

Record(s) will be created in the following areas:

• GL Entries
• Item Ledger Entry & Value Entry
• Paid Reserve Entry

Paid Reserve Journal - across all customers

1. In the button, search for Paid Reserve Journal.
2. Select Related on the journal ribbon, Get Paid Reserves to then to Cancel (All).
3. The Paid Reserve Selection page will appear, select Edit List, find or search for the Paid Reserve record/s you want to cancel and enter the Quantity to cancel. Alternatively you can filter the list, highlight all records in the filtered list and select Autofill Quantity Selected in the ribbon. Or just highlight all records in the list and select Autofill Quantity Selected if you want to cancel all paid reserve records.
4. Click OK to copy the line(s) back onto the Paid Reserve Journal lines.

Each journal line will set Entry Type to Cancel Sales Into Reserve.

When ready, Post the journal, this will remove the Paid Reserve quantity from the customers account but not put the quantity back into inventory.

Record(s) will be created in the following areas:

• GL Entry
• Item Ledger Entry & Value Entry
• Paid Reserve Entry

Returning a Shipped Paid Reserve

There are a few options for returning a previously shipped Paid Reserve, depending on the desired outcome.

Paid Reserve Journal

If the Paid Reserve has been withdrawn in error and needs to be returned into reserve, a Paid Reserve Journal can be used with the entry type Stock into Paid Reserve to correct the Paid Reserve inventory. This will not issue any credits onto the customer account.

Item Journal

If the item needs to go back into free stock inventory, an Item Journal should be used to adjust inventory. This will not adjust any Paid Reserves or apply any credit to the customers account.

Sales Credit Memo

If a customer requires a credit value for the Paid Reserve, a Sales Credit Memo should be used. This will not have any impact on inventory or Paid Reserve stock.