8 | Return to Supplier

This article discusses the 'Return to Supplier' option within the Purchasing Receiving component. This allows for easily removing the Products' Quantity On Hand after a Purchase Order has been received in full.

This article discusses the 'Return to Supplier' option within the Purchasing & Receiving component. This allows for easily removing the Products' Quantity On Hand after a Purchase Order has been received in full.

Introduction

• The 'Return to Supplier' option is an alternative method to manually entering a negative Purchase Order when needing to Return Product that has been received
• This may be in a literal sense - Product was indeed physically received and is being sent back to the Supplier
• Or, this may be that the Product was never actually received; i.e., the PO was Posted and Received in error
• In order to utilise the Return to Supplier function, a Purchase Order has to have a status of 'Received in Full'
• NB: This will return ALL Products and all quantities within the Purchase Order to the Supplier
• To return a partial quantity or only select Products, a manual receipt with negative quantities should be Posted

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How-To Guide

Basic Workflow

• The basic workflow for using the Return to Supplier function is as follows:

1. After Receiving a Purchase Order in Full, highlight it (the 'Show Completed' flag will need to be enabled on the Purchase Order List)
2. Click the 'Return to Supplier' button in the top menu
3. A prompt will appear asking for confirmation; click Yes to do so
4. The Return is successful and the PO Status will now be 'Returned to Supplier'

• This process has removed the FIFO Stock Record/s created by the original Receipt
• The Quantities on the Purchase Order are now set to zero, thus not affecting any Quantity on Order calculations

Alternate Workflow

• There may be cases where the FIFO Stock Record has been used in the system
• In these instances, Stock will still be able to be returned, however, the system will create a negative stock variance to account for the Return in addition to simply setting the Purchase Order Quantities to zero
• Also, the following message will appear (similar to the image below):
• "Some stock has been used for this Receipt. A Negative stock record will be created for the following products:"