Working with Purchase Return Orders

Create and post purchase return orders, including shipment and credit processes.

Use Bevica Purchase Return Orders to record and manage returning stock to your vendors. This article goes through the process of creating and completing a basic purchase return order. Purely financial credits can be credited and posted using Purchase Credit Memos.

Before you start

• Working knowledge of Vendors, Items and Locations.
• Working knowledge of Purchase Orders. See Working with Purchase Orders

Training outcomes

Validate your learning using:

• Return Orders and Transfer Orders Training Outcomes

Create a purchase return order

Purchase Return Orders are typically created from the Purchase Return Order List or an existing Purchase Return Order, but can be created from the Vendor Card/List and some Role Centres.

Unless created from the Vendor Card where the Vendor No. is selected automatically, clicking New will present you with a blank Purchase Return Order page. The cursor rests on the Vendor No. field, then select the vendor by either typing its name or using the lookup and searching. Once found, the purchase return order is given its unique number and Bevica populates the order with default information from the Vendor card; e.g. Location Code, Purchaser Code, Currency Code.

Any information can be changed if necessary.

The following date fields can be used to help manage the purchase return order process:

Field Name	Field Purpose	Note
Posting Date	Defaults to today's date when the order is created	Will become the Invoice date when the order is Shipped and Invoiced.
Document Date	Defaults to today's date when the order is created	Is used to calculate the 'Due Date'.
Order Date	Defaults to today's date when the order is created.	This date is used to find and calculate prices
Due Date	Is calculated using the 'Document Date' date and 'Payment Terms Code'.

It is not necessary to populate or maintain all these fields, typically just Posting Date is manually changed at this stage.

Other useful Purchase Return Order fields:

Field Name	Field Purpose	Note
Vendor Cr, Memo No.	Use this field to record your Vendors Return reference.
Applies-to Doc Type (Invoicing FastTab)	Use to apply the credit to the original invoice on posting the return order.	Set this to 'Invoice'
Applies-to Doc No. (Invoicing FastTab)	Use to apply the credit to the original invoice on posting the return order.	Select the invoice number you would like the credit memo to be applied to when the return order is posted. If this is not populated, you will need to apply the credit from the vendor ledger entries page. Note that you can only apply the return order to an invoice which hasn't already been applied.

Add purchase return order lines

There are a number of ways you can populate the item lines on the return order.

Get Posted Document Lines to Reverse. You can find this in the ribbon under Process. Select from posted receipts and enlarge the screen to see quantities ordered and already returned. Highlight the line(s) you'd like to add to the purchase return order and click on OK. You can delete lines and/or amend quantities or other fields once they have been added to the purchase return order.

When running Get Posted Document Lines to Reverse, ensure you select from posted receipts not posted invoices. This will then pull through the rotation details (Rotation No, Rotation Ref and Best Before Date). The rotation details will be taken from the receipt item ledger entry as this will have the up to date rotation details.

Add lines manually. You can manually add item lines, there are no system checks to make sure the line you are entering is an item you have ordered. You can create lines with a different Type of line. The most used options are:

Option	Option Purpose	Note
Comment	Allows you to enter free text that appears on the sales order document.
G/L Account	For a misc. financial value.	On Invoicing posts directly to the G/L account.
Item	Lets you select an item code to impact quantities in inventory.
Resource	For a misc. financial value.	On Invoicing posts using the posting setup on the Resource card.

Return reason codes

You can populate a return reason code on each item line of the return order. For examples and expected behaviour, see Return Orders and Transfer Orders Training Outcomes.

Additional charges

The item ledger entries that are created when the return is posted will include the additional charges posted as part of the original purchase order in the cost value. You can add further additional charges to the purchase return order before it is posted. These will create non-inventoriable item charges, i.e. they will not increase the cost of the items.

Default additional charges are added to both purchase orders and purchase return orders. If you do not want additional charges posted as part of the purchase return, after you have released the purchase return order delete the additional charges created.

Release the return order

When you have finished entering the return order you release the order by selecting the Release option on the order ribbon. Many fields on the purchase return order cannot be amended whilst the order is at Released status.

As part of releasing the purchase return order, Bevica will check for decimal quantities on item lines. An error will be displayed if a decimal quantity has been used on an item line for a unit of measure which is not ticked as Disable Item Qty. Decimal Check.

Reopen and amend a released return order

Any return order can be amended multiple times prior to shipping and invoicing its lines. To amend a Released return order you open the return order by selecting Reopen on the ribbon in the Release section. This sets the Status field to Open.

Post the return order (ship and invoice)

Purchase return orders can be Shipped and Invoiced (credited) as one operation or separately. The Location Code on the Return Order determines the process necessary to post the return order. One of the following options will apply:

• The order can be posted from the Purchase Return Order.

  On the purchase return order ribbon click Posting. Select the appropriate option and OK. This is typically used for basic or third-party warehouses.
• The Return Order can be posted via an Inventory Pick.

  Where the Location has been set up with Inventory Warehousing, i.e. the warehouse is managed directly by you with bins, we need to create a separate document to confirm where the stock has been taken from. On the order ribbon, Actions tab, Warehouse section click Create Inventory Put-away/Pick.

  On the report request form that appears tick Create Invt. Pick then OK. This creates a Warehouse Inventory Pick transaction that now needs to be registered. This is typically used for simpler storerooms/warehouses where bins are used.

Posted purchase return shipment

When a purchase return order is shipped it creates a Posted Return Shipment. This is an archive of the purchase return order at the point it was shipped. From this document's page, select Find Entries on the ribbon to see what other records Bevica has created. Most commonly: Item Ledger Entries and G/L Entries.

Purchase order archives

At any point in the lifecycle of a purchase document it can be archived. This takes a snapshot of the current state of the return order and saves it for reference.

A purchase return order can be manually archived at any point using the Archive button on the order ribbon, Actions, Functions.

A purchase return order can be automatically archived on deletion by setting the appropriate fields in Purchase & Payables Setup page, Archive fasttab.

See more information here How to Archive documents

Change the location of return goods

If you need to change the location of stock which has been returned, for example if an incorrect location was used on the return order, or the return order was processed into a returns location, you can create and process a transfer order.

Change the duty status of returned goods

The purchase return order needs to be created with the same duty status as the stock being returned.

If you need to change the duty status of stock before returning it, create and post a reclassification journal. See the reclassification journal section of Processing Duty Transactions.