Customer Returns

This is the site to which the material is returned. A product can be returned to another site in the company to the one which carried out the shipment.

A control is performed on the chosen site so as to check that it is a Stock type site. When a return is recorded, it is longer possible to modify this information.

Based on this information, it is possible to select a site in the list of authorized sites which have a storage function.

Only one return type of the 'Normal' category can be entered. Besides, the legislation and company group for which it is defined must be consistent with those of the receipt site.
For further information, click here.

The return type is used to determine, amongst other things, the sequence number counter at use.

The category cannot be modified; it is determined by the chosen Invoice type.

Return number that allows the return to be identified in a unique way.

This number is generated automatically or entered whenever a return is created based on the setup of the possible counter(s) associated with the chosen Return type.

If the assignment of the return sequence number has been defined as automatic, this field cannot be accessed and the code is assigned upon return creation.

Conversely, if the counter is defined with manual allocation, it is possible to enter the number manually. If it is not entered by the user, the system will automatically assign a return number according to the sequence number.

This date is initialized to the current date. It corresponds to the actual date of the product return to the company.

It will be used as a receipt to stock date for the returned product if the stocks are updated.

A return is relative to:

• A delivery carried out by a given customer.
• A delivery address for this customer.

They must be specified in the return header. A customer can only be selected if he is active.

Based on this information, it is possible to:

• Select a customer business partner.
• Access by tunnel to the customer record if the user authorizations allow it.
• Select a delivery address.
• Access by tunnel to a delivery address if the user authorizations allow it.

This field indicates the code of the address to ship to.

You can view the detailed address information by clicking Address from the Actions icon.

• On creation, this field is no longer accessible when a delivery line is created.
• Once the delivery has been created, you can no longer modify this field but you can still display the detailed address information.
  You can modify the address after clicking Address/Delivery from the Actions panel.

This field is initialized by the bill-to customer for the ship-to customer. It can be modified because in certain cases the bill-to customer can be different from the usual bill-to customer.

It can also be used to filter deliveries that can be subject to a return.

It is used to:

• Select a customer business partner.
• Access by tunnel to the customer record if the user authorizations allow it.

This date is used to initialize the return date on each line.

This information which cannot be modified specifies if the return type is 'inter-site'.

A return is automatically considered as being of the 'inter-site' type if the site linked to the delivery address legally belongs to the same legal company as the return site company. It is also mandatory that the site type be 'Stock'.

If it is an inter-company return, this indicator will also be activated.
 When the return concerns an 'inter-site' customer (site of the same company), a credit memo cannot be produced for this return.

This information which cannot be modified specifies if the return type is 'inter-company'.
A return is automatically considered as being of the 'inter-company' type if the site linked to the delivery address belongs to a company other than the return site company. It is also mandatory that the site type be 'Stock'.

 When the return concerns an 'inter-company' customer, a credit memo of the invoice can be created.

The presence of this box is subject to the activity code WRH.

Movement warehouse, suggested by default for all the document lines.

It must be entered if it is defined as mandatory at the level of the entry transaction.

It is loaded in priority with the warehouse defined for the user. If it fails to be set up at user lever, it is initialized with the warehouse defined, by default, at site level for this type of movement.

In the case where the receipt transaction authorizes a dock receipt (parameter active in the transaction setup), a dock location field appears in the receipt note header. This makes it possible to enter a location of the 'dock' type which will then be transferred by default as the return location for all receipt note lines. The specified dock location must be associated with the warehouse, when the latter is specified.

A dock location corresponds to a location of the type "pending storage". This authorizes the entry of stocks whose characteristics of lot, sub-lot, and serial number are not necessarily immediately identified. This type of receipt is used to rapidly book the goods and to then later to more precisely identify them and put them away. This put-away process is performed in the function Put-away plan.

This field is only accessible when the return entry makes no reference to any delivery or to no supplier return.

It is used to:

• directly enter a product reference or a Product/Customer reference. The existence of this reference is checked in the Product and Product-customer files. If a Product/customer reference has been entered, the system will automatically return the internal product reference.
• Use the contextual button to select a product:
• From the file.
• From the list of customer products.

 The entry of the product is used to initialize the ‘Description’ and ‘Sales unit’ fields that are modifiable. The sales unit can be modified on the condition of being chosen from the list proposed that contains the sales and packaging units from the product record and the units from the product-customer record.

This is the product description translated into the customer language. If the translation does not exist in the customer language, the un-translated product description is used. This description is also transferred from one document to another.

When the return comes from a delivery, the translated description is inherited from the document line concerned.

When the return comes from a direct supplier return (inter-site), the translated description is inherited from the product record. If the supplier has for origin a delivery, the translated description of the delivery is used.

 It is possible to access the product record by tunnel from this field.

The standard description for the product is initialized by the product description if it is a direct return (making no reference to any shipment).

If it is a return linked to a shipment the product description will be the product description entered in the delivery.

When the return comes from a direct supplier return (inter-site), the standard description will be inherited from the supplier return.

If the supplier has as origin a delivery, the standard description from the delivery will be reused.

 The product record can be accessed by ‘Jump to’ from this field.

This is the unit in which the return is expressed. This information remains modifiable provided there have been no stock movements for the return line or provided the return line has not been the object of a credit memo.

During a direct return, the sales unit is initialized by the sales unit defined in the Product-customer record, if it exists. Otherwise, it is initialized with the sale unit of the product.

Entry of another unit is possible in a selection window. The units proposed are the sales units for the product previously mentioned, the packing units for the product and the packing units defined in the Product-customer record.

If the sales unit is modified, the Expected return quantity, the Return quantity and the conversion coefficient between the return unit and the stock unit are automatically recalculated in the new unit.

From this field it is possible to use the contextual button to:

• Select a unit from the list of authorized units.
• Tunnel to the unit table if the user authorizations allow it.

The 'Expected return quantity' field , expressed in the unit for the return, is initialized by the maximum quantity that can be returned with respect to the original delivery or the supplier return in the case of an inter-site or inter-company supplier return.

When the customer return makes reference to a delivery or a supplier return, it is not be possible to enter a quantity that is greater than the shipped (or returned) quantity less the quantity already returned.

 If it is a direct return line (not associated with a delivery), this field is initialized to zero. This quantity is no longer modifiable if the return line has been subject to a stock receipt.

The Return quantity field is expressed in the return unit.

By default, the returned quantity is equal to the Expected return quantity. It can still be modified.

It corresponds to the actual quantity returned for the selected delivery, or the chosen supplier return. A control is applied against the Expected return quantity. It will not be possible to return a quantity that is greater than the expected quantity.

Provided that the Expected return quantity is not null, it is possible to enter a null Return quantity. This would mean recording an expected customer return event.

No stock receipt will be possible as long as the returned quantity has not been entered.

The coefficient between the return unit and the stock unit is only accessible if the return unit has been set up as being modifiable in the product record.

If the coefficient is modified, then the unitary net price for the return line will be re-calculated. The operation is the same if the coefficient is modified using the stock detail window if the return sales unit is a packaging unit.

Management of the coefficients and the return units:

This is the stock unit for the product. This information cannot be accessed.

This is the delivered quantity on the original packing slip minus any quantity already returned.

For supplier returns, the delivered quantity is also the original delivery quantity minus the quantity already returned.

If it is a direct return, the delivery quantity is blank.

The shipped quantity is decreased by the returned quantity on the line when the return is saved. It is expressed in the return unit (SAL).

 This field is not editable.

The information indicated in this field comes from the delivery and displays the net unitary price of the delivery line for a return unit. For a direct return the price is null.

If it is a direct supplier return, the net price will be equal to the net price entered in the supplier return.

The information specified in this field comes from the delivery showing the currency of the net price in the delivery line. It is in fact possible to carry out a return for delivery lines that have different currencies.

If it is a direct return, the net price being blank, the currency does not have any significance and is not entered. When the return has as its origin a direct supplier return, the currency of the return line is the currency of the supplier return.

This field is used to define the customer return reason using the different reasons defined in miscellaneous table number 7.
 When the return is linked to a supplier return, the return reason will be initialized with the reason entered in the supplier return.

This date is initialized by the return date entered in the header. If this date is inferior to the current date, the current date will be proposed by default.

The date specified in this field corresponds to the actual date of the product return to the company. It is used as a receipt to stock date for the returned product if the stocks are updated.

When the return is a delivery for an order that has not yet been invoiced, you can request to update the order. The order and the order line are updated to process a new delivery based on the returned quantity. The order is then pending delivery.

Note: When a customer returns a sales kit, you cannot update the sales order. This ensures that quantities for the parent product and the associated components remain consistent. The parent product and the associated components are no longer linked in the returns, but they are still linked in the sales order.

This field displays the project code of the task to which the selected non-billable delivery is associated, only when the task is not closed. If the task is closed, the project code is reseted. The task is not updated.

This flag is always selected by default.

When it is selected, and if the transaction allows it, you can enter the information required for the stock movement on the return line. Otherwise, you will not enter a stock receipt for these returned goods because the goods are damaged and you do not want to record a stock receipt; or because you are entering a provisional return and the stock receipt will only be recorded once the goods are actually received.

Depending on the product configuration, the following stock characteristics need to be specified:

• the status: this is the quality status of the product,

• The Location type and the Location if the product is managed by locations.

• The internal lot.

• the number of sub-lots and the sub-lot number,

• The final sub-lot is calculated if several sub-lots are specified and if they are consecutive (this information cannot be modified),

• the supplier lot,

• the serial number if the product is subject to a serial number. The final serial number if several serial numbers are returned and if they are consecutive (this information cannot be modified),

• the order price: this is the stock value assigned to the return movement,

• the transaction description: it is a description that will be entered in the stock journal.

At the end of the receipt line, a window for the entry of the stock detail may open automatically if all the stock information has not been entered or initialized. This information must then be entered in this detail screen.

In addition to the stock characteristics specific to the product, a certain number of rules affect stock receipts. For a customer return these rules may be described in a general manner.
Refer to the documentation on the stock management rules, for the Delivery return section.

These rules can also be refined by Product category or by site-specific product Category. If necessary, a stock entry rule on return may also be defined by product Category for a transaction typology.
You can view the definition of the movement code can be inquired in the setup of Customer return transactions.

Different cases can be considered based on whether it is a direct return, a return with a delivery line as origin or a return with a supplier return as origin in an inter-site case.

Direct return:
In the case of a direct return, certain information will be automatically initialized while other information must be manually entered.

The presence of this field is subject to the activity code WRH.

It is loaded with the warehouse displayed in the document header.

• It can still be changed if this field is set up so as to be entered at entry transaction level.
  When it is entered, the warehouse is automatically loaded on the stock detail lines and cannot be modified.
• It cannot be modified when the entry transaction is set up as single-warehouse managed. The header warehouse is then mandatory and the warehouse cannot be entered either on the document lines or on the stock detail lines.

To manage multiple warehouses and enter the same slip line on various warehouses, you must enable the entry of the warehouse-line at the entry transaction level

To split a line onto several warehouses, click, the Actions icon and select Enter detailed quantities.

When a receipt line is distributed on various warehouses, this field is loaded on the slip line with character '$'.

The warehouse entered on the line has priority over the warehouse entered in the header.

This field is subject to the LPN - License plate no. management activity code.

Select the container you want to use.

Help common to stock entry functions (Miscellaneous receipts, Receipts, Customer returns, etc.) and the Invoices function (in this case, the field is only displayed and editable for a credit memo or a direct invoice).

This field is subject to the LPN - License plate no. management activity code.

The management of this field depends on the 'Mandatory' or 'Optional' nature of the license plate number, which is defined for the Product category on the Receipt flow section.

In both cases, you can select the license plate number to be used. The selection list displays the active license plate numbers (both 'Free' or 'In stock') associated with the entered container. If no container is specified, the selection list displays all active license plate numbers attached to the site and available in stock. These containers are the ones you created previously, either by unit via the License plate number function or by batch via the License plate number creation function. You can also directly access the License plate numbers function in order to create a number and then switch back to entry mode on the document.

If you want to enter multiple license plate numbers on the same document line, leave this field blank and click Enter detailed quantities entry from the Actions icon available on the document line.
When you enter a license plate number, there is no restriction on the line quantity, as compared to the capacity of the container used.

• When the license plate number is 'Mandatory', you can leave this field blank and create the relevant license plate number(s) 'on the fly'. The number of containers is determined automatically based on:
  - The container capacity; This capacity is defined on the Product-site record, Management section, based on the packaging and/or stock unit of the product.
  - The line quantity; When multiple containers are required, the number of containers is displayed on the Enter detailed quantities window. This window opens automatically if stock information is missing from the line entry. Otherwise, click the Actions icon from the document line to open it.
  After the creation process, the '$' symbol is displayed in the License plate number field of the document line if the line has been distributed over different license plate numbers. To view the list of license plate numbers used, click the Actions icon on the document line and open the Receipt modifications window.
  You can only create numbers 'on the fly' when the following conditions are met:

- The License plate number is set to 'Mandatory' for the Product category.
- The entered container and unit must be defined in the containers setup table at the Product-site level.
- The container capacity must be defined in the same unit as the document line.
Once the numbers have successfully been created 'on the fly', the License plate number label printing window is automatically displayed if printing is authorized by the entry transaction.

• When the license plate number is 'Optional', no 'on the fly' creation is performed. If you want to use one or several containers, you need to manually enter their license plate number on the document line, or in detailed line entry mode. You may also use the License plate number assignment function afterwards.

Inter-site / inter-company specificities: for an inter-site or inter-company receipt, the license plate number does not correspond to the one specified on the sales delivery, since the LPN is single-site.

Location types are used to codify warehouse locations according to storage characteristics such as their dimensions, authorized statuses and technical constraints.

The location type is automatically loaded from the location type associated with:

• the container (if entered); The location type can be modified if the status of the container is ‘Free’, which means it does not contain any stock lines yet.
• the products by warehouse (if warehouses are managed);
• the product-site.

In all cases, the location type can be modified if its entry is enabled at the level of the entry transaction.

You may only enter a ‘dock’ type location if the entry transaction authorizes receipts on dock.

When warehouses are managed, entry of a location type is only permitted if at least one location is linked to the entered type and warehouse.

This field is initialized with the default status defined by the management rule assigned to the transaction type Delivery return.

If no status has been specified in the rule, no value will be proposed. The status is not mandatory in the return line, but if it is not entered, the stock detail window will open automatically at the end of the line so that a status can be specified.

In certain cases, the user may intentionally choose not to enter the status in the document line, because the goods that are returned are of a different quality and a split is necessary. It will then be necessary to enter this split of the statuses in the stock detail window.

If a $ symbol appears in this field at the end of the entry of this field in the document line, it means that different statuses have been assigned and that a sub-detail on the stock lines exists.

According to the management rule used for the transaction type Delivery return, it is possible to generate an analysis request during the receipt to stock of the goods if the goods have the status to be controlled (Q*).

If the product is managed by license plate number, the location associated to the LPN is displayed. It is not editable.

If the product is managed by location and no container is entered, a default location can be initialized based on the management rule assigned to the ‘Delivery return’ movement type and on the locations set up in the 'Product/warehouses' record if the warehouses are managed. If it is not the case, the product is based on the locations set up in the ‘Product/site’ record.

The semantic identifying a location category is used to associate in the 'Product/site' record (or 'Product/warehouse' if warehouses are managed) a location type and a potential location.

The location type and the location defined in the 'Product/site' record (or 'Product/warehouses') can refer to a group of location types and/or locations if the wildcards (?, *) are used in their definition (see the Location types and Product-site documentations).
You can view documentations about Location types and the Product/site for more details.

In the case of some location types, the assignment will also depend on their availability or their capacity (replenishment management). This information can be modified if necessary.

If the return transaction allows it, a dock type location can be entered in the return header. If this is the case, it will be this location that will be systematically suggested by default. The locations of the type dock are not suggested in the selection if the return transaction does not specify receipts to dock.

In some cases, you may intentionally choose not to enter the location type and/or location because the goods to be returned will be distributed across different storage locations. You will then enter the distribution in the Stock detail window. If a “$” symbol is displayed in these fields after entry, it means that different location types and/or locations have been assigned and that a stock line has subdetails.

From the Location type field, click the Actions icon to:

• select a location type,
• access by tunnel the location types table if the user's authorizations allow it.

From the Location field, click the Actions icon to:

• select a location,
• jump to the location table if your user authorizations allow it,
• jump to the Location occupation inquiry if your user authorizations allow it.
• jump to the Dedicated locations inquiry for the product being entered if your user authorizations allow it.

If the product is managed by lot, different cases are possible based on the lot management rule associated with the Shipment return transaction type and based on the product lot management rule.
If a product is not managed by lot, the Lot and Supplier Lot columns cannot be accessed.

If a product is managed with mandatory or optional lots, the access to the lot field depends on one hand on the setup of the return transaction used and on the other hand on the management rule Delivery return defined in the product category or in the stock management rules.

At the level, you can indeed specify whether the lot is not to be entered, free of entry, or if only new lots can be entered.

In addition, it will be possible to allocate a default value to a lot. In this case, several choices are also offered. Never initialize the lot or initialize the lot with a document number (the initialization with the document number is not visible during the entry if the return number is automatically allocated at the creation, it is given a blank value).

If you do not enter the lot number in the lot field, the document number is written in the lot field upon posting the note. The choice of initializing the internal lot with the supplier lot is not active in a delivery return context.

When the entry is completed, if no lot number has been entered, several cases can arise:

• - either the movement management rule allocates the document number,
• - or the system will use the lot sequence number counter for the product to allocate a new lot number.
  If no sequence number for the lot has been specified for the product and the lot is mandatory, a blocking message is displayed.

Specific case of the products managed as optional lot

This product type allows the entry of a blank lot field. In this case, this must be indicated by entering the lot field and clicking Blank lot from the Actions menu. Then, when saving the document, the sequence numbers or the document number will not be used. This management method is thus incompatible with a management rule that does not allow the entry of an internal lot number.

The grid given below summarizes the impact of the setup of the management rule for the movement type Shipment return with mandatory lot management during the entry of a direct return.

For optional lots, click Blank lot from the Actions icon to indicate that you are recording a blank (empty) lot.

From this field, use the Actions icon to:

• Select a lot number from a list of lots declared for the site.
  If the product is managed by lot and sub-lot, the sub-lots will also appear in the selection window. The choice of a lot and sub-lot will make it possible to: determine how the lot and sub-lot fields are loaded,
• identify how the lot is calculated when it is not assigned, using the Lot info function (Blank lot, Sequence number counter for the lot or the document number),
• view the stock by lot.

This field contains the number of sub-lots concerned by the stock transaction.

If the product is managed by lot and sub-lot, it is mandatory upon return to specify the sub-lot number associated with the internal lot. This entry is not mandatory at the level of the return line because it can be necessary to distribute it on the stock detail lines or to have several sub-lots to enter.

By default, the system proposes the sub-lot number 00001 if no sub-lot number has yet been assigned to a lot in the entry. If this is not the case, the next sub-lot number is suggested as an increment of the last sub-lot.

In some cases, the next sublot is not displayed because the last sublot corresponds to a character chain that cannot be incremented (e.g. 'AAAAA').
It is possible to enter a sub-lot number that does not correspond to the suggested sub-lot or even enter a sub-lot already assigned to the lot.

At the level of the return line, it is possible to enter a number of sub-lots corresponding to the number of sales units. If a number superior to 'one' is entered, the system calculates automatically the sub-lots to be assigned based on the entered sub-lot number (validate the calculated distribution in the stock detail window which opens automatically in this context).

The number of the end sub-lot is displayed. If a '$' symbol is to be found in the two sub-lot columns, it means that the stock detail for the Sub-lots entered is not consecutive. At the level of the detail line, it is possible to define as many sub-lots as there are stock units.

If a single sub-lot is required, the end sub-lot number is identical to the starting sub-lot number.

From this field, click New from the Actions icon to calculate the next sub-lot number by incrementing the last known sub-lot.

This field indicates the last sub-lot on which the stock movement is applied.

If the product is managed by lot and this is a new lot manually entered, it is possible upon return to assign the original supplier lot if it is known (no specific control is carried out on this information).

When this is not the case, this information is not be accessible and it is initialized by the supplier lot associated with the internal lot if it exists (only a supplier lot can correspond to an internal lot).

A selection window is used to choose a supplier lot among known ones (that have the object of a receipt).

If several supplier lots are entered, data must not be entered in the return line but in the 'stock' detail window.

If the product is managed by serial numbers at the receipt/issue or only at issue, it is mandatory to enter, before saving the return, one or more serial numbers depending on the quantity returned (this entry is made in the stock detail window).

A control is carried out to verify that the number entered is not already in stock (a serial number being considered as unitary and not divisible).

Upon direct return, it is possible to enter a serial number not known by the system (this corresponds to an old serial number that was not referenced in Sage X3). An information message will report it. Upon saving the return, the serial number is automatically created.

If several serial numbers are returned, the end number contains the last serial number, provided the numbers are consecutive. Otherwise, a '$' symbol will be displayed in the two fields to specify that the numbers returned are not consecutive. It is recommended to access the stock detail window in order to view all serial numbers.
From this field, click the Actions icon to select the serial numbers known to the system and that are no longer in stock.

This is the serial number of the product.

Use this field to enter additional information, if necessary.

This field indicates the first recorded identifier.

This is the unitary amount by stock unit that can be used to value the stock (if the valuation method for a customer return is Order price).
The valuation method for the stock is defined by product category or by product category as a function of the storage site. It can also be set up by movement type. This information can be manually modified if required, if the transaction authorizes it. This information can also be viewed in the stock detail window.

The order price is initialized as follows:

• If the return line has a delivery line as origin, the order price will be equal to the value of the stock issue for the delivery.
• If the return line has a supplier return line as origin, then the order price will be initialized by the original delivery price, if not it will be equal to zero.

In both these cases, the order price cannot be modified.

If it is a direct return, the order price is not initialized but it is modifiable.

This is a free text written in the stock journal for each return line movement.

This field can also be modified in the stock detail window.

This field is not editable.

• This field is set to Yes when the delivery has not been invoiced yet: the quantity of product to be invoiced on the delivery is decreased by the quantity of products returned.
• It is set to No when the invoice has been issued for the total delivery quantity. A credit memo must be created after the return. The field is also set to No when the return is for a nonbillable delivery.

This field does not require any specific process. You use it to specify if a credit memo must be carried out.

A credit memo can be manually created in the invoice management function by selecting the return that should be subject to a credit memo.

A return line which has been subjected to a credit memo can no longer be modified even if the stock update has not been carried out.

This field cannot be accessed:

• if the returned quantity is zero,
• if the return applies to a nonbillable delivery.

This field indicates the credit memo number that has been created from this return line.
 The memo can be accessed by tunnel, granted the user has authorization.

This field corresponds to the delivery number at the origin of the return. The original delivery can be accessed by tunnel granted the user has authorization.

This is the number of the inter-site supplier return at the origin of the return. This return can be accessed by tunnel, granted the user has authorization.

Depending on the setup, the analytical dimensions can be modified as they are initialized in compliance with the default dimensions setup.