Entering Supplier Return Note Product Details

After you have entered the header details for the Supplier Return Note and clicked [Tab], your cursor will be focused on the Product Code field of the first Product line (Line 100), ready for you to enter the items you wish to return to the specified Supplier and/or recoup the value of:

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.

• The Supplier name in the header is hyperlinked - click to open/view the Supplier record.

Important: The Supplier Return Note 'Type' And Available Line Type

The Line Type you may add depends on the 'Type' radio button you selected in the Supplier Return Note header. If you selected:

• Stock (the default option), i.e. you are returning stock and requesting money back: you may enter Product Lines, Text Lines, Manual Lines and Special Lines.

• Value Only: If i.e. you are not returning stock and are recouping some or all of the value of the stock only: you may enter Text Lines and Manual Lines only.

Entering Product Line Details

For 'Stock' type Supplier Returns, do the following to add a product. On the first available Product line:

1. Enter the Product Code

If you know the Product Code:

• Type it into the Product Code field; then

• Click [Tab] to move your cursor to the Quantity field.

If you don't know the Product Code, either:

• Use the Finder to locate and select it. To do this:

  1.      Make Products active in the Finder.

   

  The quickest method is to click [F3] (the context-sensitive Finder shortcut button) while the cursor is in the Product Code 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:

   

  In this example Sales Order the cursor is placed in the Product Code field ready for us to enter/select a product.

   

  Note: While the following examples show a Sales Order, the same principles apply when adding products to other document types.

   

  If we type 'jt02' into the Product Code field then click [F3], the Finder will list products in sequence from the Product Code 'jt02':

   

  

   

  Note: This example assumes that the default Sequence option for Products (in Advanced Finder options) - Product Code - is selected. Alternative Sequence option for Products are Section/Order, EAN and IAC. If any of these options are selected you would type in all or part of the Product's Section/Order, EAN or IAC code. See Changing The Search Sequence.

   

  Alternatively you may activate Products in the Finder by selecting Products 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.

   

  2.      Browse to find the Product in the Finder. For details see Browsing Records In The Finder.

   

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

   

  In the previous step we activated the Finder for the relevant document/record type. The keyboard 'focus' is now placed on the first record in the Finder. We now need to search for, and select, the relevant item from the Finder.

   

  For example, if we activated Products in the Finder, the keyboard 'focus' will now be on the first Product in the Sequence.

   

  Note: This will be subject to (a) whether or not we entered any search text in the previous step, and (b) whatever the selected Sequence option is (in Advanced options). See Changing The Search Sequence.

   

  We may now browse to find the required Product in the Finder and then select it.

   

  Finder Browsing Using Your Keyboard

  When the keyboard focus is within the Finder (for example, after you have clicked [F3] to activate the Context-Sensitive Finder), click your Down and Up arrow keys to move the cursor down - or up - the list of records on the current Finder page.

   

  Use the following keys to change the current Finder page:

  • Home: Go to first page in the Finder.

  • End: Go to last page in the Finder.

  • Page Down: Go to next page in the Finder.

  • Page Up: Go to previous page in the Finder.

   

  3.      When the required Product 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 ... to Purchase Order.

  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:

   

  Continuing our previous example, we have navigated to the Product 'jt02' so that it is highlighted in the Finder, and then selected it (i.e. added it to the Product Code field in our Sales Order) by clicking Return:

   

  

• Then: Click [Tab] to move your cursor to the Quantity field.

What If A Window Pops Up When You Add The Product ?

Note: When entering Product lines - i.e. you are returning stock and requesting money back - a warning message will display if there is no physical stock available.

Note: If you are entering a Timber, Sheet Material or Pack product see Adding Timber, Sheet Materials And Pack Products for further details.

2. Enter The Product's Quantity

Once you have entered a Product Code and clicked [Tab], as described above, the cursor is automatically focused on the Quantity field ready for you to enter a quantity. For example:

Enter the Quantity of that item you are returning/obtaining money back for (e.g. 3).

3. Entering A Reason Code

If the Reason Code menu is available on the line you may use it to select the reason for returning (and/or obtaining money back for) the goods. For example, the wrong quantity was delivered, or the goods were damaged or unsuitable (as shown in the example above).

4. Adding Further Product Lines

When you have finished adding the first Product line, click [Return] to add more products using the same method. Repeat the procedure above until you have added all required Product lines.

Note: For further details on the information displayed in each column/field on the Product line see Understanding Purchase Order Product Lines.

Note that:

• The Product Code is hyperlinked. Click it to view the Product record in a separate tab.

• If a Supplier Part Number record has been set up, the part number used by the supplier for this product is displayed in the Supplier Part No field.

• A running total for the Supplier Return Note appears below the line details, showing the cumulative total for all lines.

Entering Other Line Types

You may also enter the following line types (subject to the selected Supplier Return Note 'Type' - see above) using the same method as for Purchase Orders. See:

• Adding Text Lines

• Adding Manual Lines

• Adding Special Lines

Note: For 'Value Only' Supplier Returns - see above - you may add Manual lines (to recoup value) and Text lines (for information) only.

Additional Options At Line Entry

At the line entry stage you may wish to:

• View or edit the Batch/Bin/Serial Number allocation - if the product line is 'batch traceable'.

• Click the hyperlinks to review details of the Supplier, Product and Price.

• Cancel order lines - or the whole document.

• Manipulate product buying terms and discounts offered by the supplier.

Performing the above procedures on a Supplier Return Note will be the same as on a Purchase Order. For a list of additional useful procedures which may be relevant at the line-adding stage see Useful Purchase Order Procedures.

When You Have Finished Adding Lines

Once you have finished adding lines you will need to:

• Enter/edit Documentation details as appropriate - to add text and instructions to the Supplier Return Note; then

• Complete and print the Supplier Return Note and issue it - plus the goods, if required - to the supplier.

• When the supplier has confirmed receipt of the goods, you will need to retrieve the SRN and Confirm the Supplier Return Note lines.

Note: For an overview of the supplier return procedure see Working With Supplier Returns. To review the full purchasing procedure see the Purchasing Overview.

NEXT: Editing Supplier Return Note Batch Allocations