Activant Prelude Entering Vendor Claims and Warranty Replacements
This class is designed for Purchasing agents Operations managers Administration Management Anyone who handles vendor returns
Objectives Set up maintenance options for vendor claims Define warranty inventory and learn how to move products into warranty inventory Learn methods to create vendor claims to return material to the vendor Update vendor claims to confirm shipments and to adjust inventory Enter a warranty replacement to update inventory and the general ledger
This course will NOT cover Setting up vendors Entering purchase orders, stock receipts Accounts Payable functions Custom modifications User-specific topics or scenarios
Inventory Parameters Determines if the vendor s invoice is required in Vendor Claim Entry Option Parameters > Inventory Parameters > F5-Add Info
Vendor Maintenance Vendor Maintenance > F5-Add Info
Warranty Inventory Prelude s definition of warranty inventory Any product that is damaged, defective, incorrectly shipped, or for any other reason should be: Returned to the vendor - Material is sent back to the vendor for credit or replacement Scrapped - Material is thrown away rather than returned. The vendor still sends a credit or replacement
Move Products into Warranty Inventory Credit Memo Entry Issue credit for material returned from the customer Stock Receipts Entry Enter a Rejection Claim when you receive the material Inventory Adjustment Entry Adjust inventory to move on-hand inventory into warranty inventory
Credit Memo Entry Order Processing > Additional Entry and Printing > Credit Memo Entry > enter a Product
Credit Memo Entry Tag number tracks the product through the claim and replacement process. R - Return S - Scrap Vendor s rules for returns Order Processing > Additional Entry and Printing > Credit Memo Entry > Line Item Credit Detail screen > enter a quantity in QtyWty
Inventory Adjustment Entry Inventory > Inventory Adjustments > Inventory Adjustment Entry
Inventory Adjustment Entry Inventory > Inventory Adjustments > Inventory Adjustment Entry > Inventory Adjustment Line Detail screen > enter a positive quantity
Stock Receipts Entry Receive the full quantity, including the damaged quantity. Inventory > Stock Receipts > Stock Receipts Entry > Detail Information screen
Stock Receipts Entry Reject only the damaged quantity of 5. The remaining 10 go into stock. Inventory > Stock Receipts > Stock Receipts Entry > Detail Information screen > F5-Reject Claim
Warranty Tag Inquiries Display detail transaction and status information for each product that has a warranty tag Warranty Tag by Tag Warranty Tag by Vendor Warranty Tag By Product Warranty Tag by Customer Inventory >Inquiries > Warranty Tag Inquiries
AppShare Assign tags to warranty inventory Credit Memo Entry Stock Receipts Entry Inventory Adjustment Entry View warranty tag inquiries
Which of the following can NOT be used to move a product into Warranty Inventory? 1. Stock Receipts Entry 2. Credit Memo Entry 3. Purchase Order Entry 4. Inventory Adjustment Entry
Vendor Claim Process Vendor Claim Entry Identifies the material to be returned References the vendor RMA (return material authorization) Vendor Claim Printing (optional) Prints, faxes, or e-mails the claim Printed copy can be used for a packing slip to ship the product Buyer Queue Inquiry (optional) Claim automatically appears in the buyer s queue Stays in the queue until the claim is created and updated Vendor Claim Update Processing Confirms the shipment Updates inventory Sets the claim up for reconciliation (credit or replacement)
Creating a Vendor Claim Regular inventory Warranty inventory Surplus inventory Open warranty tags, based on the vendor s rules for return
Vendor Claim for Regular Inventory Return to vendor or scrap? Inventory > Vendor Claims > Vendor Claim Entry
Vendor Claim for Warranty Inventory Press F7 to enter a warranty tag item. Inventory > Vendor Claims > Vendor Claim Entry
Vendor Claim for Warranty Inventory
AppShare Enter a vendor claim Enter products from both regular and warranty inventory Print the vendor claim
Vendor Claim for Surplus Inventory All inventory classes greater than this number will be included in the report. Create a separate claim for each vendor line? Inventory > Vendor Claims > Vendor Claim Surplus Report and Update
Vendor Claim for Surplus Inventory
Vendor Claim for Surplus Inventory Recommended vendor claim appears in the work queue of the buyer assigned to the vendor Buyer can view and edit the claim before sending it to the vendor
Vendor Claim for Open Warranty Tags Minimum value required for open tags to create a claim Minimum quantity required for open tags to create a claim Purchasing > Maintenance > Vendor Maintenance > F5-Add Info > F6-Warranty > F5-Rules
Vendor Claim for Open Warranty Tags Minimum weight required for open tags to create a claim Open tags older than this number of days will create a claim Purchasing > Maintenance > Vendor Maintenance > F5-Add Info > F6-Warranty > F5-Rules
Vendor Claim for Open Warranty Tags Inventory > Vendor Claims > Vendor Claims Creation From Tags Rules Based
Buyer Queue Inquiry Purchasing > Inquiries > Buyer Queue Inquiry > Vendor Claims
Updating Vendor Claims Confirm that the claim shipped Adjust the quantity out of inventory Create an open receivable to reconcile with the vendor s credit, debit, or replacement product
Updating Vendor Claims A All inventory types R Regular inventory W Warranty inventory M Mixed (regular and warranty) Inventory > Vendor Claims > Vendor Claim Update Processing
AppShare Review vendor claims in the Buyer Queue Update vendor claims
Vendor Claim Inquiries Open Vendor Claim Inquiry Claims not yet updated in Vendor Claim Update Processing Vendor Claim History Inquiry Claims updated in Vendor Claim Update Processing Vendor Claim Log Inquiry All transactions that occurred for the vendor claim, from entry through the warranty replacement or vendor credit Inventory > Inquiries > Vendor Claim Inquiries
Vendor Claim Reports Vendor Open Claims report Vendor claims entered but not yet updated in Vendor Claim Update Processing Vendor Claims Aging report Updated vendor claims not yet reconciled or replaced Inventory > Reports > Vendor Claims Reports
Vendor Claim Reports Warranty Tags Not on Claim Report Products entered into warranty inventory but not yet on a vendor claim Warranty Inventory Register Report The last transaction status code and related document information for warranty tags not yet reconciled Inventory > Reports > Vendor Claims Reports
A vendor claim must be updated. 1. before Accounts Payable can reconcile it with the vendor s credit 2. before you can reconcile it with a warranty replacement product 3. 1 and 2 4. None of the above
Receiving Warranty Replacements Reconciles the returned/scrapped product with the replacement product Updates the on-hand quantities Updates the Vendor Claim Log Inquiry Updates the general ledger postings
Receiving Warranty Replacements Updated vendor claim number Press F5 to enter the products that are being replaced. Inventory > Warranty Replacements > Warranty Replacement Entry
Receiving Warranty Replacements Press F5 to automatically load the products from the vendor claim. Inventory > Warranty Replacements > Warranty Replacement Entry > F5-Replaced Products
Receiving Warranty Replacements Value of the replaced products Press F6 to enter products sent from the vendor.
Receiving Warranty Replacements Press F5 if you want to list the same products that you entered as the Replaced products.
Receiving Warranty Replacements Value of the products sent from the vendor
AppShare Enter a warranty replacement Load products from the original claim Enter replacement products View the Vendor Claim Log Inquiry
Warranty Replacement Inquiries/Report Warranty Replacement Inquiry Open (suspended) warranty replacement entries Warranty Replacement History Inquiry Completed warranty replacement entries Daily Warranty Replacements Report Warranty products replaced by the vendor Inventory > Warranty Replacements
When you complete a warranty replacement entry, which of the following does NOT occur? 1. The Vendor Log Inquiry is updated. 2. Inventory is updated. 3. The returned product is reconciled with the replacement product. 4. A warranty tag is created.
Summary Create warranty tags to mark products for return/credit and to move the products into warranty inventory Enter vendor claims to return products (either from regular inventory or warranty inventory) to the vendor Automatically create vendor claims for overstock or warranty tag items Update vendor claims to confirm the shipment and to adjust inventory Enter warranty replacements to reconcile the returned product with a replaced product
For More Information Prelude Help Files Help keys for on-line help from the Vendor Claims and Warranty Replacements screens Inventory manual Visit Activant on the web: http://distribution.activant.com/ Prelude > Documentation > Version 19 > Inventory > Vendor Claims & Warranty Replacements View Educational Services course offerings Submit a Support case Email Professional Services for consultation pss@activant.com