Handling Trade-In Equipment
There are a variety of reasons you may take equipment from a customer into your inventory. Some equipment received can be refurbished and resold. Other pieces of equipment cannot be sold, but must be returned to a leasing company. Still other equipment may no longer be viable, but you might bring it into inventory anyway to display a discount and to use the old equipment as parts. This topic will assist you in handling equipment returned to your e-automate inventory. In some cases, the equipment you accept can be refurbished and resold. If you bring equipment back into inventory for refurbishment and resale, use the steps outlined in this topic to bring them into inventory, then use the standard process of refurbishment to complete the refurbishment, and the standard sales process to process the sale. For more information on refurbishment, see the Inventory Refurbishing - Equipment topic. Receiving used equipment into your inventory can be accomplished in a number of ways. The method you choose will depend on your business needs. Some dealers want to show the equipment being returned and the credit associated with it on the order/invoice, while others just define a discount on the standard invoice and then bring the equipment back into inventory using the increase inventory adjustment transaction. In some cases, dealers may want to display all the new items the customer is purchasing on the invoice as well as the item being returned. You can do this in e-automate by adding all the new items to the invoice in standard positive quantities and then adding a negative quantity of the item you want to return to your inventory. If the equipment being traded in is no longer viable, you will likely not bring it into your inventory at all. If you are required to show the receipt of the equipment on a sales document for the customer, follow the steps outlined below in the Returning Equipment Using a Credit Memo section, then perform a decrease quantity to remove the old equipment from your inventory. The decrease quantity may not be necessary if you have not associated a cost with the equipment being returned. To simply remove the equipment from inventory, you can perform a decrease quantity. For more information, see the Item Adjustments - Decrease topic.
Returning Equipment Using a Credit MemoReturning Equipment Using a Credit Memo
From the Sales menu, select Customer Returns to open the New Credit Memo window.
Complete the following fields as appropriate:
Customer: Customer whom you are crediting.
Description: Brief description detailing this credit memo.
Sales Rep: Person in your company associated with the credit.
PO number: PO number associated with the credit memo.
Ordered by: Person who ordered the item.
Type: Verify that the type is Credit Memo.
Number: Number of the credit memo.
Note: You may set the credit memo number yourself, but the database defaults to the next credit memo in sequential order.
Date: The date you are creating this credit memo and post it to the general ledger.
Due by: Date by which the customer should use the credit. In most cases, this field is not applicable for a credit memo.
Warehouse: Warehouse assigned to the item.
Department: Department associated with the credit memo.
Apply to: Use this field to select a current open invoice associated with the selected customer to which you want to apply the credit you are creating.
Return Code: Use the lookup to select the reason for the return.
Note: You can create your own return codes. If you are using the system standard codes, use Trade-In. Using Trade-In allows your end user to adjust the cost of the item returning to inventory. Selecting the return code selects the Stock Type field. You can override if necessary.
To add an item to be returned, do the following:
In the Item field, use the lookup to select the item you are receiving from the customer.
In the Quantity field, enter the quantity of the item the customer is returning. If these items are serialized, e-automate will only allow you to enter one serial number for each row you add.
Click [QuickAdd] to open the Edit Sales Invoice Item Bin window.
In the Canceled field, enter the number of this item to be cancelled.
Click the Return Information tab to bring it forward.
In the Return code field, use the Lookup to select the return code for this item. If you select ReturnDefective, RTExchange, or Trade-in, you will have the option to override the return cost of the item.
In the Stock Type field, use the Lookup to select the stock type for this item.
In the Original purchase information region, use the Lookup to select the vendor who purchased the item.
In the Receipt bin link field, use the Lookup to select the receipt associated with the item.
In the Receipt cost field, enter the amount on the original receipt.
Click OK. If the item is serialized, the Edit Sales Invoice Item window opens.
Use the lookup to select the serial number associated with the item being returned.
Click OK to return to the Edit Sales Invoice Item Bin window.
Repeat steps 3 through 14 for additional items being returned.
Click [OK] to save the credit memo and to bring the items identified into inventory.
Receiving Equipment into Inventory Using an Increase QuantityReceiving Equipment into Inventory Using an Increase Quantity
From the Inventory menu, select Adjustments to open the Inventory Adjustments window.
Click [New] to create a new inventory adjustment.
In the Type field, use the drop-down menu to select Increase Qty.
In the Warehouse field, use the lookup to select the warehouse location of the inventory item.
In the Adjustment code field, use the lookup to select the code associated with the inventory item. You can also add a new adjustment code by clicking the drop-down menu and selecting New.
In the Description field, enter a brief description of the reason for the increase in quantity.
In the Number field, leave the default number for the increase or enter another number.
In the Date field, leave today’s date or use the drop-down calendar to select the date the increase was performed.
Select the item to receive the inventory increase by doing the following:
In the Item field, use the lookup to select the item whose quantity is to be increased.
In the Quantity field, enter the quantity to be added to inventory.
Note: If the item is serialized, e-automate disables the Quantity field.
Click [QuickAdd] to display the item in the Items region.
If the item is serialized, e-automate displays the Edit Inventory Increase window. You can also access this window by selecting an item and clicking [Edit]. Acknowledge the serial number request and enter the appropriate serial number in the Serial number field. If the item has been in your inventory before, you can check the Return checkbox and select the serial number.
In the Equipment field, choose an equipment record. If the item has been associated with an equipment record, use the lookup to identify the equipment with which the item has been associated.
Change the appropriate information about the increase quantity as necessary. See below for field descriptions.
Quantity: Quantity to be added to inventory.
Note: If the item is serialized, the value will be set to 1 (one) and the field will be grayed out.
Unit cost: Unit cost of the item.
Adjustment code: Use the lookup to select the code associated with the inventory item. You can also add a new adjustment code by accessing the drop-down menu and selecting New.
Inventory adjustment account: Cost of goods sold account to track the increases in inventory.
Department: Department where the increase in quantity is to be assigned.
To increase the quantity for a particular warehouse and bin, do the following:
In the Destination Bin Distribution region, select the warehouse/bin where the quantity is to be increased.
In the Quantity field, enter the amount by which the quantity of this item should be increased.
Note: If the item is serialized, the value will be set to 1 (one) and the field will be grayed out.
Click [OK] to return to the Inventory Adjustments - Increase Quantity window.
Repeat step 9 for each item that requires an increase in the inventory quantity.
Click [OK] to bring the item into inventory.
Returning Equipment to a VendorReturning Equipment to a Vendor
Creating the RTV OrderCreating the RTV Order
You must, first, create the RTV order.
From the Purchasing menu, select RTV Orders to open the RTV Orders window.
Click [New] to open the New RTV Order window.
Complete the following fields as appropriate:
Vendor: Name of the vendor to whom you are returning items.
Description: Brief description detailing the reason for this negative order.
Type: Use the lookup to select Credit.
Status: The status of the RTV order begins with Open.
Purchaser: Person in your company responsible for the return.
Note: Only employees flagged as purchasers are displayed in the Purchaser lookup.
Vendor RMA number: The number assigned by the vendor, authorizing the return of the items.
Number: Number of the RTV order. Automatically assigned the next sequential number, you may change the number as necessary.
Date: Date this RTV was created.
Earliest date: Earliest date specified at the item level, that an item must be returned on this RTV order.
Latest date: Latest date, identified at the item level that an item must be returned on this RTV order.
Return warehouse: Warehouse from which the inventory will be drawn when shipped. This warehouse type must be an RTV warehouse type.
On the Items tab, in the Item field, use the lookup to select the item you want to return.
In the Quantity field, enter the quantity you want to return.
Click [QuickAdd] to add the negative item to the RTV order.
To edit the warehouse and bin from which inventory items are to be drawn, do the following:
Click [Edit] to open the Edit RTV Order Details window.
In the Warehouse / Bin / Quantity region, click [Edit] to open the Edit RTV Order Return Item Bin window.
In the Warehouse field, use the lookup to select the warehouse from which the return is to be drawn.
Note: The warehouse must be an RTV warehouse type.
In the Bin field, use the lookup to select the bin.
If necessary, click [View Item Availability] (the Warehouse Availability button) to view current location item information.
Click [OK] to save the changed warehouse and bin settings.
Click [OK] to close the Edit RTV Order Details window.
Click [OK] to save the RTV for credit.
Transfering Inventory to RTV WarehouseTransfering Inventory to RTV Warehouse
With the RTV Order created, before you can ship the inventory using the RTV module you must first transfer the inventory from the bin in which it is currently located to the RTV warehouse you specified on the RTV Order. Follow these instructions to transfer the item to the RTV warehouse.
From the Purchasing menu, select RTV Orders.
Select the RTV order containing the items you want to transfer to the RTV warehouse.
Click [Transfer] to open the New RTV Transfer window.
To identify the serial number for the equipment returning, on the Items to Transfer tab, double-click on the item to which you want to identify a serial number.
In the Inventory locations region, locate the serial number you want to return to the vendor and click on the serial number to populate the Serial number field.
Click [OK] to close the Edit RTV Transfer Detail window.
Click [OK] to complete the transfer. The status of the RTV Order changes to Transferred In. The only eligible RTV orders that can be shipped are RTV orders with statuses of Transferred In or Arrived.
Recording Shipment of ItemsRecording Shipment of Items
To record the shipment of items prepared on the RTV Order for shipment, complete the following steps.
From the Purchasing menu, select RTV Orders.
Select the RTV order for which you want to record shipping information.
Click [Ship] to open the New Vendor Return Shipment window.
Complete the following fields as appropriate:
Order number: Order number selected; you can change it.
Vendor: Vendor associated with the RTV order.
Description: Brief description of this shipment.
Ship method: Ship method associated with this shipment. Pre-populated based on the vendor’s assigned shipping method. Change as necessary.
Freight cost: Your cost to ship the packages associated with this shipment.
Weight: Weight of the shipment
Number: Number assigned to this shipment. e-automate selects the next number, but you can assign your own.
Shipped date: Date the packages were shipped.
Est. delivery date: Estimated date the packages will be delivered by the shipping company.
Delivery date: Date the packages were delivered by the shipping company.
On the Items to Ship tab, do one or more of the following:
To verify and accept the ship now quantities, do the following:
Review the Ordered, Shipped, Canceled, Shippable , and Ship Now columns to verify the correct quantities are being shipped.
If changes are necessary, either edit the quantities or remove the line items.
To edit the ship now quantities, do the following:
Select the line item and click [Edit] to open the Edit Vendor Return Shipment Detail window.
In the Ship now field, enter the quantity you want to ship.
To move to another line item on this shipment, use [Previous] and [Next]. You may also use the keyboard shortcuts Cntrl + Right Arrow or Cntrl + Left Arrow to navigate between multiple line items.
Click [OK] to save your changes.
To remove an item from the Items to Ship tab, do the following:
Select the line item(s) to be removed from the shipment.
Note: You can use Cntrl + click or Shift + click to select multiple items.
Click [Remove] to remove the item(s) from the shipment.
Note: Removing an item from a shipment does not remove it from the RTV order.
On the Miscellaneous tab, do none, one, or more of the following:
To add shipment and delivery notes, do the following:
In the Shipment and delivery note field, enter appropriate notes and delivery information.
To add package tracking numbers, do the following:
Verify the shipment is assigned a shipping method in the Ship method field. If not, assign an appropriate shipping method.
Note: The Ship method field is not located on the Miscellaneous tab; instead, it is in the first region.
In the Tracking number field, enter the package tracking number.
In the Weight field, enter the package weight.
Click [QuickAdd] to add the package tracking information to the packages region.
Use [Remove] and [Update] to make necessary changes to added tracking numbers.
To print the packing list, check the Print packing list checkbox.
To immediately mark the RTV order as complete and post to the general ledger, check the Complete RTV order checkbox.
Click [OK] to save the shipment information.
Note: If you checked Print packing list, e-automate displays the printer choices for the packing list. If you checked Complete RTV order , e-automate displays the New Order Return window, allowing you to complete the RTV order and create the inventory receipt.
Note: If you do not have tracking information when creating the shipment in e-automate, you can return to the shipment later and edit the shipment to add it.
Note: The status for the RTV is Open , and the detail status for the return item changes to (Shipped).
Completing the RTV OrderCompleting the RTV Order
When you complete an RTV Order, e-automate posts the inventory removal to the general ledger. Before it is posted you must complete the RTV Order. Typically, you will complete RTV orders when you have received credit for the items returned. When marking an RTV order complete, e-automate posts the general ledger entries for the items returned to the vendor.
From the Purchasing menu, select RTV Orders.
Select the RTV order that you want to complete.
Click [Complete] to open the New Order Return window.
Complete the following fields as appropriate:
Order number: The RTV order you selected. Change as necessary.
Vendor: The vendor associated with the RTV order you selected.
Description: Brief description of the RTV order receipt.
Type: Automatically determined based on the type of order you are completing.
Number: Number automatically assigned to the receipt. Change as necessary.
Date: Date you are recording the order as complete and posting the return receipt to the general ledger.
Items listed on the Items tab were recorded as shipped in e-automate. Do one or more of the following to create a return receipt:
Verify all the items listed are on the credit, by doing the following:
Review the credit and each line item on the credit. Verify that each item listed on the New Order Return window, Items tab, is listed on the credit.
If all items are present, click [Use full quantities] to update the Return quantities.
Note: If Allow auto fulfillment of quantities when receiving a PO was selected in system Options, e-automate displays [Use full quantities]. You can use this button to update the return quantities for all items open. If Allow auto fulfillment of quantities when receiving a PO was not selected, you are required to enter the returned quantity for each line item.
If all items are not present, either edit or remove until the order return/receipt reflects the correct quantities.
Edit quantities of return items by doing the following:
Select the item with the quantity to edit.
Click [Edit] to open the Edit RTV Order Detail Return Item window.
In the Return field, enter the appropriate quantity.
Click [OK] to return to the New Order Return window.
Remove quantities by doing the following:
Select the item to remove.
Click [Remove].
Note: You can use Cntrl + click and Shift + click to select multiple items. Removing an item from a return does not remove it from the RTV order. Once the vendor receives the item and issues the credit, you can create additional returns as necessary.
To create the credit memo now, check the Create purchase order invoice checkbox. If checked, e-automate opens the New Purchase Order Credit Memo window with the vendor identified and the return populated in the receipt field.
Click [OK] to save the new order return, complete the RTV, and post to the general ledger.
Note: The RTV order status changes to Completed.
Retiring and Removing Equipment from InventoryRetiring and Removing Equipment from Inventory
To remove an inventory item from inventory and retire the equipment, do the following:
From the Inventory menu, select Adjustments > Decrease Quantity to open the Inventory Adjustments - Decrease Quantity window.
In the Description field, enter a brief description of the reason for the decrease in quantity.
In the Number field, leave the default number for the decrease or enter another number.
In the Date field, leave today’s date or use the drop-down calendar to select the date the decrease occurred.
Select the item to receive the inventory decrease by doing the following:
In the Item field, use the Lookup icon to select the item whose quantity is to be decreased.
In the Quantity field, enter the quantity to be removed from inventory.
Click [QuickAdd] to display the item in the Items region.
To add a serial number or change the unit cost, warehouse, bin or account information for an item, do the following:
In the Items region, double-click on the item to open the Edit Inventory Decreases window.
Change the following fields as appropriate:
Serial number: Serial number of the item, if any.
Note: If the item is serialized, you will only be able to add one at a time.
Equipment: Equipment number, if any.
Quantity: Quantity to be removed from inventory. Note: If the item is serialized, the value will be set to 1 (one) and the field will be grayed out.
Unit cost: Unit cost of the item.
Inventory adjustment account: Cost of goods sold account used to track decreases in inventory.
Note: You can also specify an expense account here when you subtract items from inventory for in-house use. A decrease in inventory credits the inventory account on the inventory code and debits the account in the Inventory adjustment account field. This principle would also apply to asset changes.
Department: Department where the decrease in quantity is to be assigned.
To decrease the quantity for a particular warehouse and bin, do the following:
In the Source Bin Distribution region, select the warehouse/bin where the quantity is to be decreased.
In the Quantity field, enter the amount by which the quantity of this item should be decreased.
Note: If the item is serialized, the value will be set to 1 (one) and the field will be grayed out.
Click [OK] to return to the Inventory Adjustments - Decrease Quantity window.
Repeat steps 5 and 6 for each item that requires a decrease in the inventory quantity.
Click [OK] to remove the items from inventory.
On the e-automate toolbar, click [Equipment] to display the Equipment list window.
From the Equipment list, locate the equipment you are retiring.
Select the equipment from the list and click [Edit] to display the Edit Equipment window.
Uncheck the Active checkbox in the lower left of the window.
Click [OK] to save your settings and return to the Equipment list window.
Note: Now that this equipment is inactive, it will no longer appear on any e-automate equipment lookup.
Non-supported ReleaseNon-supported Release
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