Create a Vendor Return

System Location: Data Entry > Purchasing > Vendor Returns

This topic provides details on how to create a vendor return using a receiver as the source of information.

For more information see Vendor Returns.

ClosedCreate the Return / Provide Details

Creating a vendor return may be done all at one time (assuming all the related actions have been taken) or over time as details are learned and actions taken.

  1. Go to the blue Data Entry tab, open the Purchasing dropdown menu, and select Vendor Returns.
  2. Click New (located at the top of the page.)
    • If the return is being completed over time, the 'Edit' option would be used to re-open the return to provide additional details as available.
General Section
  1. Verify / set the Vendor Return Number.
  2. Select the receiver to pull information from.
    1. Click Search.
    2. Select the desired receiver from the Receiver - Line Item Selection screen.
      • Use the search options provided if the receiver is not displayed
    3. Click OK.
    4. Select the parts from the receiver that should be placed on the return.
    5. Click OK.
      • Details from the selected receiver are used to populate the majority of the fields in the General and Line Items Sections.
  3. Verify / set Return Status.
    • Defaults to 'Issued.'
    • Automatically updates based on information entered on return.
    • Can be manually set by selecting from dropdown menu.
Line Items Section
  1. Verify / edit information pulled from receiver.
    • Items can be deleted from grid if selected by mistake
  2. Adjust quantities.
    • Qty To Reject defaults to the quantity received ('Original Qty Received' field)
    • Assuming the return is being completed over time, it is suggested to set 'Qty To Reject' to zero (0) until it is decided how many items are being sent back to he vendor. This can be done in one of the following ways:
      • Click in Qty To Reject for each item and enter a zero.
      • Click Zero Out Grid.
        • This sets the values for 'Qty To Reject' to zero for ALL items in the grid at one time.
    • If the return is being created based on actions already taken, adjust the quantity for each item accordingly if they are different than the quantity received.
  3. Click Reason Code and select the appropriate option from the dropdown menu.
    • Select a code for each item returned
Return Creation Section
  1. Select Issued By and a Return Issue Date for the return creation.
  2. Enter Reason For Return.
    • Brief description why the parts are being returned
  3. Click Save to save and close (if being completed over time) or continue as appropriate.
    1. Use the Save dropdown menu if you want to create a new record or print a report upon saving.

If the return is being completed over time, it will be closed and re-opened for editing multiple times from this point forward. For purposes of the remainder of this portion of the example, assume the return could be closed and re-opened after providing any of the following information as needed.

During the completion process, be sure to use the SAVE button. The return should not be processed until a determination has been made regarding whether the parts will be rejected or not.

QC / Inspection Section
  1. Select who inspected the parts being returned and when.
    • Date defaults to the current date but can be edited
  2. Enter QC Comments.
    • Brief description regarding the result of the inspection
      • Nature of the defect, actual condition of parts being returned, actions being taken, etc.
  3. Adjust Qty To Reject (in Line Item Section) as appropriate for each item inspected.
    • Qty To Reject can be entered directly in Line Item Grid or in Details of Line Item.
    • Qty To Cancel cannot be entered on a vendor return.
    • If any of the parts that are being returned need to be cancelled, this action will need to be done on a new receiver created from the original purchase order once the return has been processed. See 'Cancel Returned Parts' below for additional information.
  4. (OPTIONAL) Create Non-Conformance and / or Corrective Action.
    • If the Quality Application is available, the system can automatically create a Non-Conformance and / or a Corrective Action so long as the return is configured to do so PRIOR to processing.
    • This can be done in either of the following ways:
      • Place a check in either or both of the options located in the General Section (under 'Return Status')
        • Create CAPA for each line item on this return
        • Create NC for each line item on this return
      • Place / remove a check in the appropriate field for each part listed in the Line Item Grid
        • Create CAPA
        • Create NC
    • Quality records will only be created for the items that are selected in the Line Item Grid.

The ability to create Non-Conformances and Corrective Actions requires the use of the Quality Application. For information regarding the Quality Application, contact sales at 1-800-525-2143.

  • Once the decision has been made regarding the number of parts being sent back to the vendor, the return is ready to be processed.
  • Information in the P.O.'s / Accounting Section is populated once the return is processed and a debit memo is created (if applicable.)
Shipping Section
  1. Select who shipped the returned parts and when.
    • Date defaults to the current date but can be edited
  2. Enter Shipping Comments.
    • Brief description regarding the parts as they are shipped

ClosedProcess the Return / Expected Results

  1. Enter / verify details on the return.
    • Ensure all necessary fields are populated. Of particular note:
      • Ensure the Qty To Reject field has been adjusted.
      • Verify whether CAPA and / or NC records will be created (Requires Quality Application)
        • Can vary part to part
      • Verify that Reason Codes have been selected
        • Helps identify reason for defect
        • Used on CAPA and NC if they are created by system
    • See "Create the Return / Provide Details" above for additional information.
    • Clicking 'Process' generates additional records and cannot be "undone" from within the Vendor Return once created.
  2. Click Process.
Process Results
  1. System automatically re-opens the purchase order that the returned parts were originally purchased on.
    • The user is not taken to the newly opened P.O., but they can edit it if desired
    • This P.O. will be used as the source for any new receivers created when the rejected parts are replaced
    • If any of the parts need to be cancelled, this will be done on the new receiver(s)
  2. The system automatically creates a Non-Conformance and / or Corrective Action (assuming either or both options were selected)

ClosedCreate Debit Memo (Invoice)

The ability to create a debit memo (invoice) using information from a vendor return requires that a vendor invoice already exists in JobBOSS2 that was created from the receiver used as the source of the return.

  1. Click Create Debit Memo (located in Vendor Return Header Toolbar.)
    • The system automatically opens a new vendor invoice
    • The user must have security rights to create a Vendor Invoice in order to successfully use this option.
  2. Verify values on the invoice.
    • Invoice Number defaults to the original number with "-CM" appended.
      • Example: The Invoice Number for the debit memo created for (original) invoice "1234" would be "1234-CM"
      • The user can adjust this to read "DM" if desired
    • Dollar amounts display as "negative" values to indicate the debit nature of the invoice.
    • If the option 'Vendor will bill us for restocking these items' has been selected, the dollar amount of the debit is reduced by the Restocking Fee (%) designated on the Vendor Table.
  3. Click Save
    • User is taken back to the vendor return.
    • Information about the debit memo is displayed in the P.O.'s / Accounting Section of the return for reference.

ClosedCancel Returned Parts

In the event parts that are returned need to be cancelled as opposed to simply rejected, a new receiver must be created to finish the process.

  1. Create the vendor return as outlined above.
    • Processing the return reopens the underlying purchase order, making it available as the source for a new receiver.
  2. Create a new receiver.
    • Receivers are located under Purchasing > Receiving in the Navigation Sidebar.
  3. Use the P.O. that was reopened by processing the vendor return as the source of the receiver.
    • The P.O. can be located by clicking Search next to P.O. Number.
  4. Select the part(s) that need to be cancelled.
  5. Open the details for the first part that needs to be cancelled.
    • Use the Details button to open the Line Item Details.
  6. Click on Qty Canceled.
  7. Enter the number of parts (in terms of the listed unit) that need to be canceled.
  8. Click OK.
  9. Click Process.
  • If the entire quantity on the P.O. was canceled, it will now be closed.
  • If the entire quantity on the P.O. was not canceled, it will remain open for the remaining amount and can be used to create another receiver when the rejected items are replaced.

For more information see Create a Receiver From Purchase Order.

 

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