Entering Supplier Return Note Header Details

When you have created a new Supplier Return Note you must enter details in the fields in the header section. This involves entering the Supplier and entering/defining other important details.

Note: Use your [Tab] key to move from one field to the next. Mandatory Fields (fields which must contain a value before a function can be completed) are shown with a yellow background or with an 'i' next to the field. Some of the following fields may be shown or hidden, depending on your system configuration.

Staff ID

Staff ID details are added by default when the Supplier Return Note is created, to identify the staff member who created the Supplier Return Note. You may (if your user permissions allow) re-enter your Staff ID if a different user is shown.

Entering The Supplier

Use your mouse or click [Tab] to move your cursor to the Supplier field, in which you must specify the supplier you are returning the goods (or their value) to.

If you know the Supplier's Account Number (e.g. AB/0000125) or Short Name (e.g. Absolute), type it into the Supplier field.

If you don't know the Supplier's Account Number or Short Name, use the Finder to locate and select it. To do this:

I. Make Suppliers active in the Finder.

The quickest method is to click [F3] (the context-sensitive Finder shortcut button) while the cursor is in the Supplier field. For further details see Using The Context Sensitive Finder.

TIP: You can focus the Finder further by typing characters into the field before clicking [F3]. See example:

Alternatively you may activate Suppliers in the Finder by selecting Suppliers from the

Search button on the Finder toolbar; or from the
'Search For...' section in the Home tab.

See Activating A Selected Document/Record Type In The Finder.

II. Browse to find the Supplier in the Finder. For details see Browsing Records In The Finder.

You may browse to find the correct Supplier using your keyboard. See example:

III. When the required Supplier is visible in the Finder, select it by:

double-clicking your mouse on the appropriate line in the Finder search results. Or:
right-clicking your mouse on the line to display a menu, then selecting Add Supplier...

See Adding Finder Items To Documents.

Alternatively, when the keyboard focus is on the Finder record you wish to select, click Return to select it (i.e. add it to the currently-open document). See example:

For further details on using the Finder to locate and select a Supplier record see Finding Suppliers.

Working With Pop-Up Supplier Windows

After entering the Supplier, a pop-up window may appear to give a reminder and/or useful information about the supplier. For example:

Close this window by clicking [F12] or [Esc] once you have read the text - and take any actions as recommended. If necessary, scroll down and/or click an arrow key to move to the next/previous page.

Note: Supplier-related Notes and pop-ups are created in Supplier Maintenance. See Creating Supplier Notes.

Selecting The Supplier Return Note 'Type'

Entering/Editing Details In The Remaining Header Fields

When you enter the Supplier, most of the header fields are populated automatically based on settings in the Supplier record and on other system settings.

General tips and shortcuts when entering header fields

The following keyboard shortcuts will help speed up Supplier Return Note entry:

Use [Tab] To Move From One Field To Another

You may use your [Tab] key to move your cursor from one header field to the next, speeding up the entry/editing procedure.

Use Shift + [Tab] to move your cursor to the previous field.

Clear Fields By Clicking [F9]

You may empty the current field - i.e. the field where the cursor is currently placed - by clicking [F9]. This is quicker than using your mouse and backspace key.

Note: An alternative method is to use Shift + arrow key or Ctrl + A to select all information in a field, then type to overwrite the information in that field.

For further shortcuts see Tips For Improving Workflow.

Enter - or edit the default - details in the available header fields as appropriate:

Address

The Address field is populated automatically with the Supplier's main site address. You may overtype this if you wish to specify a different postal address.

Return Branch/Delivery Address

The Return Branch (the branch returning the goods, or their value) and Delivery Address (the address of the branch) fields are populated automatically based on your user settings.

You may select an alternative Return Branch from the drop-down menu if your user permissions allow. To specify an alternative Delivery Address: click the hyperlinked address to display the Delivery Address window, enter the address and post code in the available fields, then click OK to close the window.

Contact

The Contact field records the name of your contact at the supplier company. This is populated automatically from the Supplier record but you may add/amend the contact as appropriate.

Internal Ref

The Internal Ref field may be used to enter any text required as an internal reference.

Despatch Ref / Collection Ref

These are optional information fields for printing on documentation. Enter details in the following fields if required:

Document Date

This field refers to the date the Supplier Return Note is created. It will default to today’s date but may be changed as required. Clicking on the drop-down list will provide a calendar, from which you may select a date.

Expected Date

This field refers to the date by which the goods - or their value - should be returned. Once the Supplier has been entered this is calculated automatically by taking today's date and adding the default lead time (in days) from the Supplier record. However, you may change this if necessary: clicking on the drop-down list will provide a calendar, from which you may select a date.

Entering Line Details

When you have completed the header details, click [Tab] to place your cursor in the lines area and begin entering line details.

Note: At this point the Supplier Return Note is assigned a number. The tab will now read Supplier Return Note 001/0000180 (or a similar number), rather than New Supplier Return Note.