Returns from your Receivable Customers

There are different ways to handle Returns from your Receivable customers, that you can use for different situations.


Introduction

Different methods to handle returned goods and when to use them

Method 1: Return on the original Sales Order for single or a small number of items

Method 2: From the Sales module, Tasks menu, Return Goods

Method 3. Consolidated Credit, from Sales module, Tasks menu, Return Goods


Introduction

There are different ways to handle returned goods from your Receivable accounts. The method you choose would depend on the situation and reason for the returns.

To learn how to handle returning goods to your Suppliers (Payable Contracts), click to read about this here: Returning Goods to Suppliers.

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Different ways to handle returned goods, and when to use each option

Method 1: Return on the original Sales Order for single or a small number of items

This ensures that the goods are returned at the correct pricing that they were sold at. This can be used for customers returning unwanted items at any time.

Method 2: From the Sales module, Tasks menu, Return Goods

This can be useful at the end of a project when your Receivable customer wants to return all the items left over from that project. All the items will be returned to the Sales Orders you select. A credit will be created from each Sales Order the goods are returned on.

Method 3. Consolidated Credit, from Sales module, Tasks menu, Return Goods

This can be used, for example, at the end of a Receivable customer’s project, where you may wish to create one Credit Note with a new reference, rather than to create multiple credit notes for individual Sales Orders.

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Method 1. On the original Sales Order for a single item or a small number of items


This method is useful when your Receivable customer takes more items than may be required for the job, and then returns the items that are not needed.
  • Go to Sales > Sales Orders.
  • Select the Sales Order you want.

You can see a line for each item on this Sales Order, and the number of items for each line appears in the Quantity column, and the number taken in the Already supplied column.

  • To record the number of items returned for a line, enter that number as a negative value in the NOW column.
    For example in the first line in the example below, the customer wishes to return 4 items. If you put -4 in the NOW column, you can see that 6 of the first item were originally supplied, 4 have been returned and 2 are remaining on the Sales Order

  • Click Save and Close.
  • You can select to print a new Packing Slip with the negative value for the returned goods, if required.

The Sales Order will be updated and the number in the Quantity column and also in the Already supplied column will be updated to 2.

 

If the Receivable customer has returned all the items on the line of the Sales Order, then the line will still appear, but it will have a value of zero, and it will not appear on the invoice.

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Method 2: From the Sales module, Tasks menu, Return Goods

This can be useful at the end of a project when your Receivable customer wants to return all the items left over from that project and you want to allocate items to the correct Sales Orders. A credit will be created for each Sales Order. This method will also ensure that the goods are returned at the original pricing.
  • Go to Sales > Return goods.
  • Enter the Receivable customer code, or you can search and locate the customer.
  • Enter or search for the Stock code, or you can scan the item.
  • Select that item to display all Sales Orders for this Receivable customer, where that stock item appears.
  • In the Returns column, enter the number of items being returned for each Sales Order you want to return them to.


  • Next, click Add items to return list.
  • If required, repeat this for another Stock item that is being returned.

Items will be displayed on the right of the screen.


When you have entered all Stock items:

  • Click Save.


This now brings up the Taken By window.

If this Receivables customer requires this information to be entered:

  • Enter or search for the person who is returning the goods.
  • Click Save.

This will depend on the set up for this Receivables customer, if they require to have the Taken By person recorded on their Sales Orders or not.


Next you will see the Confirm window, with the message Show generated Packing Slips.

  • Click Save to produce the Packing Slips that show the number of

    items returned.

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Method 3: Consolidated Credit, from Sales module, Tasks menu, Return Goods


We usually want to record returned goods against the original Sales Order, to ensure that the goods are returned at the original pricing. However, if your customer wishes to have only one Credit for items on multiple Sales Orders, we can use this method.

This can be used, for example, at the end of a customer’s project when your customer returns all the leftover stock items from that project.

  • This method is much the same as the previous method. The difference is that it allows a Consolidated Credit, and will create only one Credit Note rather than creating multiple Credit Notes for individual Sales Orders.
  • Go to Sales > Return goods.
  • Enter the Receivable customer code, or search and locate the customer.
  • Check the field Create Consolidated Credit.
  • Enter the Client Order No (If the customer has given you one).


  • Enter or search for the Stock code, or scan the item. This will display the Stock Item.
  • Double click that item to display all Sales Orders for this customer, where that stock item appears.
In the Returns column:
  • Enter the number of items being returned for each Sales Order
This will ensure that that the correct pricing and reference numbers are put on the new credit.
  • Click Add items to return list.
  • Repeat for each Sales Order that is applicable.
  • If required, repeat this process for another Stock item that is being returned.

Items will be displayed on the right of the screen.


When you have entered all stock items to be returned:

  • Click Save.

This now brings up the Taken By window, if this Receivables customer requires this to be entered.

  • Enter or search for the person who is returning the goods.
  • Click Save.

This now brings up one Packing Slip to print, showing the returned goods being displayed on one line each for each original Sales Order.

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Last updated: 12 May 2022.