"GP How to return goods that received in Purchase Order process - Return"

There will be 2 types of PO Return Type, “Return” and “Return w/Credit”. The selection of the return type is dependent on the type of receipt that you are planning to return. 

Return - Goods received and registered in "Shipment" entry. Upon inspection, the goods were found defect and need to be returned. 

In order to use the “Return” type all of the following condition must be met:

•                   The item was received against a purchase order (GRN has been done and posted)
•                    The vendor invoice has not yet been enter/matched

Return with Credit - Goods received and registered in "Shipment" entry. On top of that, "Invoice Matching" has been done. 

In order to use “Return with Credit” the following condition must be met:

•                 The item was received against a purchase order (GRN has been done and posted)
•                 The vendor invoice has been enter/matched

Processing Purchasing Return Transactions using "Return with Credit"

Scenario below shows goods has been fully received and GRN has been done and posted in GP, and invoice has been entered or matched. Later, 2 units of the goods found defect, arrange a goods return for replacement and expecting credit note to be issued.

Path: Transaction >> Purchasing >> Return Transaction Entry >> Select "Return" as Type

1.       Select a document type for the return transaction. In this case, select “Return with Credit”.

2.       Enter a return number or accept the default entry.

3.       Enter a vendor document number or any document number about the Return.

4.       Enter the return date.

5.       Enter or select a batch ID.

6.       Enter or select a vendor ID.

7.       Enter or accept the currency ID. The default currency ID will be the currency ID assigned to the vendor you selected. The currency ID assigned to the return must match the currency ID of the receipts

8.       To select an option for how returned goods are invoiced, mark "Replace Returned Goods" fields. This will result returned goods will be replaced using the original purchase order and user need to perform another GRN for the item replace later. "Invoice Expected for Return Goods" will be marked without exception, user will need to do another "Invoice matching" as a Credit Memo will be created once this Return is posted.

•            If user are not expecting replacement from vendor, do not mark "Replace Returned Goods". This will cancel the remaining 2 item from receiving.

          9.       Enter or select the purchase order number in refer to this return.

          10.       Enter or select the items you want to return using either the vendor’s item number or your company’s item number.

           11.       Enter or select the receipt number for this return.

 12.       Enter or accept the unit of measure. Enter the quantity to be returned or accept the default entry, that is, the total quantity available on the selected receipt.

         ·         The only way to change a receipt number after it has been entered is to delete the return line and reenter the information.

  13.    Choose Distributions to open the Purchasing Returns Distribution Entry window where you can view or modify account distributions.

               14.     Choose Save or proceed to Post Return using batch. 

               15.     A Credit Note will be created instantaneously once the Return with Credit is posted, this is to knock off the Invoice matched earlier. Proceed to [Apply Payable Documents] to apply the Credit Note to the posted invoice.

          16.     Once vendor has send the replacement of the 2 units, user are require to perform another round of GRN in Receiving Transaction Entry using "Shipment" against the original PO. Same on Invoice Matching

For Processing Purchasing Return Transactions using "Return", please refer to here. 

"GP How to return goods that received in Purchase Order process - Return"