Tracking Returned Items

This topic covers pre-RTV (Return To Vendor) steps for returning an item to a vendor. Currently, the suggested method for returning an item to a vendor in e-automate is to use the RTV functionality. The ability to create a negative purchase order and a negative receipt still exists in the current version of e-automate.

The basic steps of returning an item to a vendor are:

Create a negative receipt for the inventory to be returned.

Cancel the purchase order if you are not going to be receiving the item.

Complete the returned item tracking form.

Generate a purchase order credit memo.

Delete the returned item tracking form.

The steps you take depend on whether or not you have been invoiced for the inventory.

If you have not been invoiced, omit the final step.

If you have been invoiced, you must perform the final step.

If you expect to receive a replacement item, leave the purchase order open.

If you are not going to receive a replacement item, cancel the item from the purchase order.

This topic deals with completing the returned item tracking form. You use the returned item tracking form to communicate between personnel who create the negative receipt, and accounts payable personnel who enter the credit memo into e-automate.

Getting to the TransactionGetting to the Transaction

From the Purchasing menu, select Returned Items Tracking to open the Returned Items Tracking window.

Click [New] to open the New Returned Item to Track window.

Basic InformationBasic Information

Complete the following fields as appropriate:

Return date: Date the negative receipt is created.

Item: Number of the item being returned.

Vendor: Name of the vendor to which you will be returning the item.

Customer: Name of the customer who returned the item to you, if any.

Service call number: Number of the service call associated with this returned item, if any.

Claim number: Vendor-generated identification number of the return that allows you to ensure that you get credited for the return.

Note: This number is often called the Return Merchandise Authorization (RMA) number.

Tracking number: Identification number allowing you to follow the item through the shipping vendor.

Completing the TransactionCompleting the Transaction

Click [OK] to save the information about the returned item.