Vendor Returns Quick Reference

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1 Vendor Returns Quick Reference Occasionally, parts need to be returned to the vendor for various reasons. The part may need repair, the wrong part was shipped to the distributor, the parts are obsolete, the parts aren t selling, or the part is defective to name a few. To process a return to the vendor, use Vendor Return Maintenance. TAB 1 - General Vendor Return ID A system assigned number that will be created when you use the New button on the tool bar and click Save. You can also open an existing vendor return by clicking the Open button on the tool bar, and then typing or selecting (using the binoculars) the vendor return ID in this field. Returning location - The location that is returning the goods. This location must be set up as a Stocking location in Location Master Maintenance. 1

2 Vendor return-to - The branch or division of a vendor to which you return items. Vendor return-to locations are created using Vendor Return-to Maintenance. Written by - The User ID of the person responsible for creating this vendor return. This will default to the initials of the user logged into the computer where the vendor return is being entered. Ship method The distributor s preferred method of shipping returned goods to a vendor. Freight terms - Indicates the method of payment used when returned goods are shipped to a vendor. COD - Freight charges are paid to the driver when the shipment arrives at the vendor's warehouse. Prepaid - Freight charges have already been paid by the vendor. Prepaid & Add - Freight charges have already been paid by the vendor. Collect - Freight charges have not yet been paid by the vendor. The only difference between the "Prepaid" and "Prepaid & Add" freight terms is the wording that prints externally. Within TrulinX, they function the same. Send return request via - The vendor's preferred method of receiving return notice documents. Choices are: - The vendor wants return notices to be manually ed to them. Fax - The vendor wants return notices to be faxed to them. Mail - The vendor wants return notices to be mailed to them. This field is set up for each vendor return-to location using Vendor Return-to Maintenance and will default from there. It can also be changed manually on the return. Return reason - A code that indicates why you are returning goods to the vendor (for example, "OVSHIP" may indicate an overshipment from the vendor). Return reason codes are maintained using Return Reason Maintenance. Purchase order - The purchase order number on which you originally ordered the goods. This field is informational only. It will be printed on the vendor return notice as a reference for your vendor. (Note: You cannot enter a blanket or planned PO number.) 2

3 Authorization number - The return authorization number assigned to you by your vendor. If the 'Authorization nbr required' check box is selected for this vendor return-to in Vendor Return-to Maintenance, this field will be required. Freight chargeback - The dollar amount of freight to be repaid by the vendor on a vendor return (for example, on items shipped in error). It is often the inbound freight amount you originally paid when purchasing the item(s). This amount will be added to the debit voucher that is created for the vendor return. Apply restocking charge (checkbox)- A check box indicating whether this vendor return-to branch charges a restocking fee on returns. (The restocking percentage is set up in Item Vendor Maintenance.) The restocking fee will be subtracted from the debit voucher created for a vendor return. Debit return freight (checkbox) - A check box indicating whether you will ship returns at your own expense, or that the vendor will pay the freight (by adding it to the amount of the debit voucher created for the returned goods). The vendor may pay the freight charge under certain scenarios (for example, if goods were shipped in error). This check box is maintained in Vendor Return-to Maintenance. It can also be changed manually in this screen. Ok to ship (checkbox) - A check box indicating that this vendor return is ready to be shipped using the Vendor Return Shipment Conformation Process. You may want to uncheck this box, add/maintain the lines for the vendor return as needed, and then check this box when you are ready to pick and ship it. Finalize when shipped (checkbox) - A check box indicating whether a vendor return should be "finalized" at the time of shipping, or at the time the credit is received from the vendor. If this check box is selected, a vendor return will be "finalized" when it is shipped. This indicates that the vendor has confirmed the return and issued credit. But sometimes when you create a vendor return, you are not sure whether the vendor will accept it. For example, you want to ship damaged goods back to the vendor, but the vendor will not issue credit for those goods until they have a chance to inspect them. If this is the case, do not select this check box in Vendor Return Maintenance. When the vendor later accepts the return, you can manually run the Finalize Vendor Return Transaction to finalize the return and set the debit voucher as OK to pay. The Finalize when shipped check box is often used along with the Hold debit payment check box. The Hold debit payment check box which will set the debit voucher to be "on hold" when it is created (the OK to pay check box will not be selected on the debit voucher). When you later run the Finalize Vendor Return Transaction, it will select the OK to pay check box on the debit voucher. 3

4 The Finalize when shipped check box is maintained in Vendor Return-to Maintenance. It can be changed for an individual vendor return using Vendor Return Maintenance. Hold debit payment - A check box indicating whether the OK to pay check box on a debit voucher will be automatically selected when it is created (due to a vendor return). If the Hold debit paymen t check box is selected, the OK to pay check box on the debit voucher will not be selected. If the Hold debit payment check box is not selected, the OK to pay check box will be selected on the debit voucher. This check box is maintained in Vendor Return-to Maintenance. It can also be changed for an individual vendor returns. Vendor item required (checkbox) Indicates if the vendor item number is required on this return. 4

5 TAB 2 Vendor Return-to This tab contains the return-to address of the vendor. This defaults from Vendor Return-to Maintenance. 5

6 TAB 3 Comments This tab is used to enter any comments the distributor wants to appear on the header portion of the vendor return. Click the Add button in the bottom right corner and type your comment in the white block on the left side. Choose which documents you want these comments to appear on. To add additional comments, keep clicking the Add button and type your comment in the white area. You can also use Template Comments that are pre-defined comments set up in Template Comment Maintenance. To use a template comment, click the Use Template button and type in the template comment name and the comment will auto fill in the white space. Notice that each new comment generates a new 4-digit sequence number on the left side of the screen. 6

7 TAB 4 Lines Use TAB 4 to enter the item(s) that are being returned to the vendor. Use the Create button to enter new lines on the return. Use the Change button to modify or edit an existing line on the return. Use the Remove button to delete lines from the return. Using the Create button displays the Vendor Return Line Maintenance screen. 7

8 Item The item being returned to the vendor. You can type it in or use the binoculars to select. Quantity The quantity of the item being returned. UOM The unit of measure this item is returned in. This defaults from Item Maintenance. Item description A short description of the item. This defaults from Item Maintenance. Bin The warehouse bin that this item is being taken from. Vendor item version ID - The vendor part number corresponding to your item number. This number can be used as a reference when purchasing and receiving items from a vendor. You may set up multiple vendor item numbers for a single TrulinX item number, each with its own purchasing, pricing, and lead time values. Each vendor item number will also be assigned a unique version ID number (0001, 0002, 0003, etc.) for pricing purposes. 8

9 Vendor item - The vendor part number corresponding to your item number. This number can be used as a reference when purchasing and receiving items from a vendor. You may set up multiple vendor item numbers for a single TrulinX item number, each with its own purchasing, pricing, and lead time values. Each vendor item number will also be assigned a unique version ID number (0001, 0002, 0003, etc.) for internal use. Debit - The dollar amount to be debited for each item. This field defaults to the item's current replacement cost (calculated using today's date), unless a PO number was entered for this return, in which case the cost on the PO will be used. This field can be changed if needed. Restocking charge percentage - The percentage of the current replacement cost that a vendor charges as a restocking fee for an item that is returned. This value is maintained in Item Vendor Maintenance. It can also be changed on an individual vendor return line using Vendor Return Line Maintenance. Restocking unit amount The restocking charge per item being returned. Net unit debit The net debit amount per item after the restocking charge is subtracted. Extending restocking amount This value is calculated as the restocking unit amount times the quantity being returned. Extended net debit This value is calculated by taking the net unit debit amount times the quantity being returned. Customer on order The quantity of this item that is currently on open sales orders in TrulinX, not including drop shipments. Returnable on hand The quantity of the item that is currently eligible for return to a vendor. This quantity includes items pending inspection, but not items currently in transit between locations. Available The quantity available for sale. Shipped quantity The quantity shipped back to the vendor via Vendor Shipment Confirmation Process. Shipped debit The debit amount for the quantity that was shipped. 9

10 TAB 2 Comments This tab is used to enter any comments the distributor wants to appear on the vendor return line. Click the Add button in the bottom right corner and type your comment in the white block on the left side. Choose which documents you want these comments to appear on. To add additional comments, keep clicking the Add button and type your comment in the white area. You can also use Template Comments that are pre-defined comments set up in Template Comment Maintenance. To use a template comment, click the Use Template button and type in the template comment name and the comment will auto fill in the white space. Notice that each new comment generates a new 4-digit sequence number on the left side of the screen. 10

11 11

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