Tip of the Month for: February 2016
Answers Vendor Returns Enhancements
The last release of Answers added several new enhancements to the handling of vendor returns and their integration with sales returns to customers.
Return Reasons can now be setup and configured to be required and prompted for automatically or selected when returning items in Order Entry. This can be made optional or required using Order Processing Advanced configuration option # 24. These can then be setup or the provided ones edited using Codes File Maintenance and Code Type = "Y". Note that a code starting with "DAM" will default the category code to a "D" for Damaged and a code starting with "WAR" will default the category to a "W" for Warranty. The Return Reason (if used) prints on Pick Tickets, Invoices, Open Order Detail Report, Invoice History Report/Export, Inventory Transaction History Reports/ Export, and the Warranty Credit Report. The Return Reason also shows in inquiries such as Open Orders/Returns, Invoice History, and Serial Numbers.
Sales Returns can now be configured (either at the system level or per user level) to prompt for the automatic creation or updating of a corresponding Vendor Return. This functions very similar to how back orders can prompt users to create purchase orders if configured. The system-wide default is set using Order Processing Configuration option # 26. When enabled you will be prompted to create a vendor return as you leave a return line or you can select it manually by clicking on Edit-->Line Item Info-->Update to Vendor Return. You can create a new vendor return or add to an existing one for the same vendor. The Vendor Return # is stored in the same field as the P/O # making it easy to see in various inquiries such as Open Orders and Invoice History. The Sales Return # is also updated onto the Vendor Return line much like sales order #'s are updated onto P/O lines.
Vendor Return can be configured to allow items to go negative for those that wish to issue the Vendor Return before the Sales Return is released and credited to the customer. This is controlled by a new Inventory Advanced Configuration Option # 34.
The Open Vendor Returns/RMA Report can now be run for returns with just a selected status (such as Entered, Pick Ticket, Released) in addition to all status codes. Additional information is also now printed on this report including the Sales Return # and Customer Name to assist in tracking returns if the two transactions were linked together either automatically from Sales Returns or manually in Vendor Returns Entry. These options were added to the previously available options of date range, vendor range, etc.
Accounts Payable Credit Memo Entry can now call Order Entry for Sales Returns that need to be released or invoiced (credited) that have been linked to Vendor Returns using these new features where they can be created as a by-product of entering a Sales Return or manually in Vendor Returns Entry by providing a Sales Return #. This feature works very similar to the entry of a factory direct invoice and the capability of invoicing the customer directly from A/P through Order Entry as a result of the vendor invoice. The same configuration option (Accounts Payable Advanced # 16) now controls not only the ability to access sales orders affected by invoices entered, but now also sales returns affected by credit memos being applied to Vendor Returns. This is done to make it easier to go ahead and credit the customer once the credit memo is received from the vendor for returned merchandise. The Purchase Journal will also show information from the Vendor Return such as the Sales Return #, line #, customer, stock #, and quantity.