Return types

Use this function to define the types of returns. To each type the following elements are associated:

  • A functional category (customer return, loan return, sub-contracting material return) used so that the setup is dedicated to the returns of this category;
  • One or, if necessary, several sequence number counters.

It is possible to dedicate a return type to a given legislation and/or to a company group.

This setup is used in the management of returns.

Prerequisites

See also Refer to documentation Implementation

Screen management

Entry screen

A return type is defined by an alphanumeric code of three characters. It is this code that will be called upon return entry.

Block number 1

  • Click Translation from the Actions icon in the corresponding field.
  • In the Translation window, add a new language code with the translation in this language.

    • A user who logs on with this language will view the short description, long description or column header in their connection language if a translation exists. Otherwise, these descriptions will be available in the folder language.

    Note:

    The connection language must be defined as a default language for thefolder.

    Short title used in the screens and reports. This title is recorded in your connection language.

    By default the short title, the long title or the column header of a data are recorded (on creation/update) in the connection language of the user.
    You can add your translation in another language using the Translation function:

  • Click Translation from the Actions icon in the corresponding field.
  • In the Translation window, add a new language code with the translation in this language.

    • A user who logs on with this language will view the short description, long description or column header in their connection language if a translation exists. Otherwise, these descriptions will be available in the folder language.

    Note:

    The connection language must be defined as a default language for thefolder.

    Return type (field SRHTYP)

    Alphanumeric Code used to identify the type of return.
    Legislation (field LEG)

    In creation mode, the legislation code can be initialized via the user parameter LEGFIL - Legislation (selection filter) (SUP chapter, INT group). You can also use this parameter to filter the selection panel and only display the codes defined for this legislation and those defined for ‘All legislations’.
    The legislation code is not mandatory. When the code is entered, you can only use the return type for companies subject to this legislation.

    Reminder of the main principles relating to the use of data or a setup element defined by legislation, when the company context is known (record, flow, etc.)

    • When a setup element is defined for a legislation, it can be used only when the legislation of the context is identical.
      It cannot be used in a record set up with another legislation.
    • When a setup element is defined without a legislation (‘All legislations’ level), it is considered as having a multilegislation nature. This element can be used in every record, irrespective of the legislation, unless there is a setup element with the same code, defined for the company legislation. In that case, the setup element defined for the company legislation is the only one submitted for selection and accepted on entry (provided it is ‘Active’).
      Warning Notes:
          • If the setup element defined for the company is not ‘Active’ and the setup element defined at the "All legislations" level is, this setup element cannot be used.
          • To reduce the processing time and thus improve performances, we recommend not to create multilegislation records and instead create records for each legislation of the folder.
            For further information, refer to the documentation on Performance improvement: List of the multilegislation objects.
    • An additional filter is applied on the setup element depending on the company group defined. This setup element can only be used and is only suggested for selection if the company to which the record is associated, belongs to this company group.

    Example 1:
    Setup of invoice type as follows:

    Invoice type

    Legislation

    FAF

    Blank = all legislations

    FAF

    FRA

    CTD

    Blank = all legislations

    BEF

    FRA

    CVC

    POR

    When entering an invoice for a company with a FRA legislation, only the following invoice types are suggested for selection:

    Invoice type

    Legislation

    FAF

    FRA

    CTD

    Blank = all legislations

    BEF

    FRA

    Note:

    An additional filter is applied depending on the company group entered.
    If, in the example above, a company group is also specified at the level of the FAF invoice type setup with the FRA legislation, this invoice type is suggested for selection only if the company belongs to the company group entered.

    Example 2:
    Setup of invoice type as follows:

    Invoice type

    Legislation

    Group of companies

    FAF

    Blank = all legislations

    Blank = all groups

    FAF

    FRA

    GRP

    CTD

    Blank = all legislations

    Blank = all groups

    BEF

    FRA

    Blank = all groups

    CVC

    POR

    Blank = all groups


    When entering an invoice for a FRA legislation company, belonging only to the NOR group, only the following invoice types are submitted for selection:

    Invoice type

    Legislation

    Group of companies

    CTD

    All legislations

    All groups

    BEF

    FRA

    All groups


    Note The FAF invoice type cannot be used because it is defined for the GRP company group for the FRA legislation.
    • Description (field DESAXX)

    This long description is used as a title in screens and reports.

    By default the short title, the long title or the column header of a data are recorded (on creation/update) in the connection language of the user.
    You can add your translation in another language using the Translation function:
    • Short description (field SHOAXX)

    By entering a company group, you can limit the scope to companies in the selected group only. When this data is used for another record or with a setup element also defined in the group, a control checks that the groups have at least one company in common when the groups are different.  

    In addition, a consistency check is performed for the legislations of the companies in the selected group.
    At least one of these companies must have the same legislation as the one entered in the Legislation field. If  not, a warning message displays.

    When using the document type, a consistency check is also performed between the legislation/group of the document type and the legislation/group of the document.

    See also For further information, click here.

    General

    Return category (field SRHCAT)

    This is the category of the return type which is to be chosen amongst the following categories:

    • Normal
      This category concerns customer returns.
       
    • Loan
      This category concerns the loan of goods. 
       
    • For subcontracting
      This category concerns material returns coming from sub-contractors. It is available only if the activity code LST - Sub-contracting deliveries is active at folder level.
    Manual sequence no. (field MANCOU)

    This information is used to specify whether the document number can be entered manually.

    • If this field is set to 'No', the number can only be assigned automatically.
    • If it is set to 'Yes', the number can also be entered. If it is not entered, a number will be assigned automatically by the counter upon creating the document.
    Sequence number (field CODNUM)

    The counter code associated to the defined type of order must be entered, whether the number allocation is automatic or manual.
    It is therefore recommended to have previously defined a sequence number counter in the Sequence Numbers table (that can be accessed by tunnel from this field).

    When the counter is used for the Portuguese legislation, the sequential number is applied to the document when it is subject to the electronic signature and SAFT-PT (Standard Audit File - Tax) payment processes. The parameter entitled PORDKS-Electronic signature Portugal(LOC chapter, POR group) must be set to: Yes, and the DKS-Electronic signature must be active.
    The counter must have the following structure:

    • The first component must be a constant component type. Its value must be equal to:
      - the code of the sequential number code that may contain or not the PT abbreviation,
      - the value of the original type of document. This value must match with the constant one, the “-“ character is optional.
      Example: invoice type FCL has associated the PTFCL counter and the FCLconstant.
    • The second component must be the company code or the code site, if the counter is defined at the company level or at the site level.
    • The third component should correspond to the year or the fiscal year, if the counter is set at the year or fiscal year level. It is strongly recommended that you do not use the month or the period within the framework of the electronic signature.
    • The fourth component must be a constant type with the ' / ' value.
    • The fifth component must be a sequential type one.

    Between the first and the penultimate component, the complement can be used as an option. Although, the complement is mandatory for purchase auto-invoices. If the structure is not properly defined, a blocking error will occur once the document is validated or signed.
    Final sequence no. (field CODNUMEND)

    This field can only be viewed if the following conditions are met:

    • The KPO - Portuguese localization activity code is active.
    • the legislation code of the return type is empty or is set to: POR,
    • the return category is Normal or Sub-contract (in the case of the sales module).

    You can indicate here a final sequence number, it must be different from the main sequence number.
    This sequence number is used only if the parameter entitled PORDKS - Digital Signature Portugal (chapter LOC, group POR) is set to: Yes for the company of the return site. It is used, when signing the return, to assign a new number to the document when it is subject to electronic signature and SAFT-PT (Standard Audit File - Tax) payment. The former number is no longer displayed but it is still recorded in a specific field ((TMPSRHNUM) in the returns table.

    When the counter is used for the Portuguese legislation, the sequential number is applied to the document when it is subject to the electronic signature and SAFT-PT (Standard Audit File - Tax) payment processes. The parameter entitled PORDKS-Electronic signature Portugal(LOC chapter, POR group) must be set to: Yes, and the DKS-Electronic signature must be active.
    The counter must have the following structure:

    • The first component must be a constant component type. Its value must be equal to:
      - the code of the sequential number code that may contain or not the PT abbreviation,
      - the value of the original type of document. This value must match with the constant one, the “-“ character is optional.
      Example: invoice type FCL has associated the PTFCL counter and the FCLconstant.
    • The second component must be the company code or the code site, if the counter is defined at the company level or at the site level.
    • The third component should correspond to the year or the fiscal year, if the counter is set at the year or fiscal year level. It is strongly recommended that you do not use the month or the period within the framework of the electronic signature.
    • The fourth component must be a constant type with the ' / ' value.
    • The fifth component must be a sequential type one.

    Between the first and the penultimate component, the complement can be used as an option. Although, the complement is mandatory for purchase auto-invoices. If the structure is not properly defined, a blocking error will occur once the document is validated or signed.
    Intersite sequence no. (field CODNUMFCY)

    This field is only displayed for return types of the Normal or For subcontract category.
    This field is used to indicate a specific sequence number counter for inter-site returns.
    It is thus necessary to have defined a sequence number counter beforehand in the Sequence numbers table (that can be accessed using a tunnel from this field).

    Note:

     It is possible to assign the same sequence number counter to inter-site returns and inter-companies returns.

    When the counter is used for the Portuguese legislation, the sequential number is applied to the document when it is subject to the electronic signature and SAFT-PT (Standard Audit File - Tax) payment processes. The parameter entitled PORDKS-Electronic signature Portugal(LOC chapter, POR group) must be set to: Yes, and the DKS-Electronic signature must be active.
    The counter must have the following structure:

    • The first component must be a constant component type. Its value must be equal to:
      - the code of the sequential number code that may contain or not the PT abbreviation,
      - the value of the original type of document. This value must match with the constant one, the “-“ character is optional.
      Example: invoice type FCL has associated the PTFCL counter and the FCLconstant.
    • The second component must be the company code or the code site, if the counter is defined at the company level or at the site level.
    • The third component should correspond to the year or the fiscal year, if the counter is set at the year or fiscal year level. It is strongly recommended that you do not use the month or the period within the framework of the electronic signature.
    • The fourth component must be a constant type with the ' / ' value.
    • The fifth component must be a sequential type one.

    Between the first and the penultimate component, the complement can be used as an option. Although, the complement is mandatory for purchase auto-invoices. If the structure is not properly defined, a blocking error will occur once the document is validated or signed.
    Final intersite sequence no. (field CODNUMFCYD)

    This field can only be viewed if the following conditions are met:

    • The KPO - Portuguese localization activity code is active.
    • the legislation code of the return type is empty or is set to: POR,
    • the return category is Normal or Sub-contract (in the case of the sales module).

    You can indicate here a final sequence number for inter-site returns, which must be different from the main inter-site sequence number.
    This sequence number is used only if the parameter entitled PORDKS - Digital Signature Portugal (chapter LOC, group POR) is set to: Yes for the company of the return site. It is used, upon signing the return, to assign a new number to the document when it is subject to the electronic signature and SAFT-PT (Standard Audit File - Tax) payment processes.
    The former number is no longer displayed but it is still recorded in a specific field ((TMPSRHNUM) in the returns table.

    When the counter is used for the Portuguese legislation, the sequential number is applied to the document when it is subject to the electronic signature and SAFT-PT (Standard Audit File - Tax) payment processes. The parameter entitled PORDKS-Electronic signature Portugal(LOC chapter, POR group) must be set to: Yes, and the DKS-Electronic signature must be active.
    The counter must have the following structure:

    • The first component must be a constant component type. Its value must be equal to:
      - the code of the sequential number code that may contain or not the PT abbreviation,
      - the value of the original type of document. This value must match with the constant one, the “-“ character is optional.
      Example: invoice type FCL has associated the PTFCL counter and the FCLconstant.
    • The second component must be the company code or the code site, if the counter is defined at the company level or at the site level.
    • The third component should correspond to the year or the fiscal year, if the counter is set at the year or fiscal year level. It is strongly recommended that you do not use the month or the period within the framework of the electronic signature.
    • The fourth component must be a constant type with the ' / ' value.
    • The fifth component must be a sequential type one.

    Between the first and the penultimate component, the complement can be used as an option. Although, the complement is mandatory for purchase auto-invoices. If the structure is not properly defined, a blocking error will occur once the document is validated or signed.
    Intercompany sequence no. (field CODNUMCPY)

    This field is only displayed for return types for which the category is Normal or For subcontract.
    This field is used to indicate a specific sequence number counter for inter-company returns.
    It is thus necessary to have defined a sequence number counter beforehand in the Sequence numbers table (that can be accessed using a tunnel from this field).

    Note:

     It is possible to assign the same sequence number counter to inter-site returns and inter-companies returns.

    When the counter is used for the Portuguese legislation, the sequential number is applied to the document when it is subject to the electronic signature and SAFT-PT (Standard Audit File - Tax) payment processes. The parameter entitled PORDKS-Electronic signature Portugal(LOC chapter, POR group) must be set to: Yes, and the DKS-Electronic signature must be active.
    The counter must have the following structure:

    • The first component must be a constant component type. Its value must be equal to:
      - the code of the sequential number code that may contain or not the PT abbreviation,
      - the value of the original type of document. This value must match with the constant one, the “-“ character is optional.
      Example: invoice type FCL has associated the PTFCL counter and the FCLconstant.
    • The second component must be the company code or the code site, if the counter is defined at the company level or at the site level.
    • The third component should correspond to the year or the fiscal year, if the counter is set at the year or fiscal year level. It is strongly recommended that you do not use the month or the period within the framework of the electronic signature.
    • The fourth component must be a constant type with the ' / ' value.
    • The fifth component must be a sequential type one.

    Between the first and the penultimate component, the complement can be used as an option. Although, the complement is mandatory for purchase auto-invoices. If the structure is not properly defined, a blocking error will occur once the document is validated or signed.
    Final intercompany sequence no. (field CODNUMCPYD)

    This field can only be viewed if the following conditions are met:

    • The KPO - Portuguese localization activity code is active.
    • the legislation code of the return type is empty or is set to: POR,
    • the return category is Normal or Sub-contract (in the case of the sales module).

    You can indicate here a final sequence number for intercompany returns, which must be different from the main intercompany sequence number.
    This sequence number is used only if the parameter entitled PORDKS - Digital Signature Portugal(chapter LOC, group POR) is set to: Yes for the company of the return site. It is used, when signing the return, to assign a new number to the document when it is subject to electronic signature and SAFT-PT (Standard Audit File - Tax) payment.
    The former number is no longer displayed but it is still recorded in a specific field ((TMPSRHNUM) in the returns table.

    When the counter is used for the Portuguese legislation, the sequential number is applied to the document when it is subject to the electronic signature and SAFT-PT (Standard Audit File - Tax) payment processes. The parameter entitled PORDKS-Electronic signature Portugal(LOC chapter, POR group) must be set to: Yes, and the DKS-Electronic signature must be active.
    The counter must have the following structure:

    • The first component must be a constant component type. Its value must be equal to:
      - the code of the sequential number code that may contain or not the PT abbreviation,
      - the value of the original type of document. This value must match with the constant one, the “-“ character is optional.
      Example: invoice type FCL has associated the PTFCL counter and the FCLconstant.
    • The second component must be the company code or the code site, if the counter is defined at the company level or at the site level.
    • The third component should correspond to the year or the fiscal year, if the counter is set at the year or fiscal year level. It is strongly recommended that you do not use the month or the period within the framework of the electronic signature.
    • The fourth component must be a constant type with the ' / ' value.
    • The fifth component must be a sequential type one.

    Between the first and the penultimate component, the complement can be used as an option. Although, the complement is mandatory for purchase auto-invoices. If the structure is not properly defined, a blocking error will occur once the document is validated or signed.

    Electronic signature

    Record type (field RECTYP)

    This field is displayed only when the KPO activity code is active.

    The type of document is necessary so that it can be possible to assign to it a dedicated sequence number.
    It can take the value :

    • Normal
    • Manual document recovery
      This means that the source document has been generated manually in paper form (as the system was unavailable).
    • Backup document recovery
      This means that already recorded documents have been lost due to the restoring of a backup. These are documents recorded between the time when the backup has been performed and the time when the backup has been restored.
      It will be necessary to create them again manually.
      For these two types of documents, it will be necessary to enter the original document number in the transaction (ORIDOCNUM field -Original document no. for invoices and MANDOC -Manual document, for the other types of documents).
    • External document
      This means that the document was originally created in another software, which has provided the electronic signature. No electronic signature will be generated by Sage X3 for this document type.
    Note:

     The document number which is entered must be unique.
    SAF-T document type (field SAFTTRNTYP)

    Use this field to assign the correct document type to the SAFT xml file.
    The choice of the document type depends on the selected invoice category:

    • If the category is: Invoice, the value of the SAF-T document type can be: Invoice, Simplifiedinvoice or Debit note
    • If the category is: Credit memo, the value of the SAF-T document type must be: Credit memo
    • If the category is: Debit note, the value of the SAF-T document type must be: Debitnote
    • If the category is: Credit note, the value of the SAF-T document type must be: Credit memo
    • If the category is: Proforma, the value of the SAF-T document type can be: Proforma or Consignment invoice.
    Note:

    This field is only displayed if your system is set up for Portuguese localization, that is the activity code KPO is active.
    Transport document (field COMAT)

    This field can only be accessed if the activity codes KPO and TRSNA are active.
    This flag must be activated when it is necessary to indicate in advance the transport to use for the return type.
    It should not be activated if it is the customer who must indicate the intended transport for the return (standard procedure).

    Specific buttons

    Copy

    Error messages

    In addition to the generic error messages, the following messages can appear during the entry :

    Document sequence number counter: XXX. Record does not exist

    This message is displayed when an attempt has been made to allocate a non-existent sequence number counter to the return type.

    Tables used

    See also Refer to documentation Implementation