Creating Goods Return Using Purchase Order

System allows users to create Goods Return using Purchase Order. We can import one or multiple goods returns under one supplier.

Goods Return can be Trade or Non-Trade but adding new record is basically almost the same for both transactions.

You normally use Trade to purchase goods and Non-Trade is for internal purposes only.

Adding Main Information

Go to Purchasing (Menu) > Goods Return (Sidebar Menu) -> Trade (Sub Menu)

Goods Return Page with some default values will be displayed in MAIN tab.

Label ending with an asterisk * indicates that the field is mandatory.

Transaction ID (Goods Return ID)

This is a unique identifier that represents a transaction.
This is a system generated field when a transaction is initially recorded.

Workflow Type

DEFAULT is the default value on add mode.
This is a required field and used to determine the business process of the transaction whether it requires approval or not.

Supplier

This is a required field. User can use magnifying glass to search for existing Supplier ID or Supplier Name

If the user knows already the Supplier ID, he can input it on the field and press the “Enter” key. If a blue hyperlink appears next to the magnifying glass icon, it indicates that the Supplier ID entered is valid.
The blue hyperlink next to the magnifying glass is the Supplier Name which allows users to easily navigate to the Supplier Page if he has access to view Supplier Information.

Note

Supplier record must exist prior to creating a purchase quotation transaction.
After selecting a Supplier, the contact person (if present), currency, and exchange rate fields are automatically filled in based on the supplier information configuration.

Supplier Reference No.

This is an optional field as a reference related to the supplier.

Remarks

This is an optional field with a maximum length of 1000 characters and is used externally to convey vital information.
This field is visible in the printed document.

Notes

This is an optional field with a maximum length of 1000 characters and is used internally to convey vital information.
This field is not visible in the printed document.

Date Returned

This is an optional field. This field indicates the actual date when goods have been returned.

Document Date

This is a required field. The document date will be the date on the invoice. It is the date used for aging purposes and used to calculate the due date (based on the terms) and the date used for calculating discounts.

Posting Date

This is a required. It’s the date on which a document will be posted into the relevant posting period. The relevant posting period would need to be open for posting.

Purchase Order

This field is only populated if the Goods Receipt is imported from a Purchase Order. The Purchase Order ID hyperlink that is related to the specific Goods Receipt. The hyperlink should navigate to the Purchase Order maintenance page.

Status

This is a system generated field based on the selected workflow which indicates the specific phase / process of the transaction.

Sort Sequence Number

This is a primary key used to sort the products in ascending order.
In add mode, this is editable. This cannot be edited after it has been saved.

Product

This is a required field and initially disabled. This will only be automatically populated after importing either a purchase order or goods return.

Product record must exist in Product Page prior creating goods return.
This field is used to identify what specific items / services that the customer purchases.
After importing a record, the blue hyperlink appears next to the magnifying glass icon, it indicates that the product code entered is valid.

The blue hyperlink next to the product code is the concatenated brand name, catalog number, product description and product code which allows users to easily navigate to the Product Page if he has access to view product Information.

Purchase UOM (Unit of Measurement)

This is a required field and initially enabled but the search button is not available to search for an existing product. User can only populate this by importing from an existing purchase order.

Purchase UOM record must exist under the Purchase UOM tab in Product Page. When adding new purchase uom, navigate to Product Page under Purchase UOM tab.
The blue hyperlink next to the uom input field is the purchase uom description which allows users to easily navigate to the Purchase UOM Page if he has access to view product Information.

Received Quantity

This is a required and read-only field. User can only populate this by importing from an existing purchase order. It allows number with two decimal places. It is used to indicate the actual quantity of items that have been received.

Return Quantity

This is a required. Allowed values are number with two decimal places. It is used to indicate the number of the quantity returned by the customer for this particular item.

Remarks

This is an optional field with a maximum length of 1000 characters and is used externally to convey vital information about the specific item.
This field is visible in the printed document.

To create Goods Return using Purchase Order:

Search for a supplier by clicking the magnifying glass next to Supplier input field and search by Supplier Name. You may enter any value to filter the search or just leave it blank to search all. Then click the search button on the right side. This action will prompt the system to initiate the search process.

After clicking the search button, all results are displayed below the Supplier ID search criteria .

Select from search results. The supplier search page will be automatically closed and the supplier record is loaded.

Click Import link located at the upper right corner and select value from Import From dropdown (e.g. Purchase Order).

Click on search icon next to ID input text box. Purchase Order Search Page will be displayed with the default Supplier value and Import From ‘Purchase Order’.

User must enter the desired date range in the "Created From" and "To" fields and then click the search button on the right side. This action will prompt the system to initiate the search process.

After clicking the search button, all results are displayed below the Purchase Order ID search criteria.

User can select which purchase order transactions they want to import into the goods return. Upon clicking, the purchase order search page will be automatically closed, and the purchase order ID is defaulted to the import dialogue.

User can choose to either proceed with or cancel the importation of the purchase order into the goods receipt. If the user wants to cancel the importation, he can click the CANCEL button located in the lower right corner.

If the user wishes to proceed, he can click the OK button located in the lower right corner.

After clicking the OK button, the purchase order import window will close and the item information (Sequence No., Product, Purchase UOM and Remining Quantity) from the purchase order will be inherited into the goods receipt.

User can now add the required Received Quantity value. An additional remarks details may also be added.

User may provide values on optional fields and click on Save to create new transaction in Draft status.