This process records the return of goods to your suppliers. It also provides a means of changing the despatch record if required.
Confirm goods as despatched
This activity records the despatch of goods to your supplier that have been recorded for a purchase return. This activity is only applicable for goods using item type stock or
miscellaneous. You cannot record item type services/labour or free text items as despatched within Purchase Order Processing.
Goods can be despatched when the purchase returns are on hold. Such returns are displayed indicating their current status. You can also record goods as returned even if the supplier account is on hold. A warning is displayed but you can continue.
The goods to be despatched are matched to the purchase return and the quantity to be returned is recorded. To do this, select the supplier. The items recorded in the purchase return that are pending despatch are displayed for the supplier. The despatch quantity you enter may prompt warnings to be displayed. This will occur if:
● The despatch quantity exceeds the outstanding quantity to be returned. This is not allowed and you must reduce the despatch quantity to complete the activity.
● The despatch quantity will cause the stock level for the item to become negative.
The warning may vary depending on whether the item is set to allow negative stock levels. If the item is set to allow negative stock, you can continue to complete the activity. If the item is not set to allow negative stock levels, you must reduce the despatch quantity accordingly.
Batch/serial numbered items do not allow negative stock in this instance, regardless of the negative stock level setting.
Note: The quantity of goods to be despatched is only displayed if your system is set to do this. For more information see Display outstanding order quantities during goods received entry on page 21.
If you are dealing with a batch/serial numbered item, you must specify which items have been returned. If the batch/serial number has been recorded for an item, you can select the batch/
serial number to be returned. If not, the item is selected from those marked unassigned.
It is possible that a batch/serial numbered item that is displayed as available during the activity can be allocated or issued by other Sage 200 processes. As you select items, the system checks if this has occurred, and if so, the item is displayed in red. In this case, you will need to select another numbered item from the displayed list.
Recording goods as returned results in:
● A Goods Received Number (GRN) assigned to all items that have been confirmed as returned.
● A decrease in the stock level for each item returned.
● The return line is updated to indicate the item has been returned.
● A stored movement history, provided your system is set to store this information.
To record goods as despatched
Confirming goods as returned can be carried out by several people at the same time provided they are not recording goods for return to the same supplier.
● Choose Order Processing > Goods Received/Despatched > Confirm Goods Despatched.
● Select the supplier of the goods using the drop-down lists.
● Enter the supplier's reference.
● Accept or amend the displayed date.
● Enter the quantity returned (expressed in the buying unit for the item) into the 'Qty Despatched' column.
● Multiple location users only: to despatch the item from a different location to that displayed for the item click the 'Warehouse' column and select the required warehouse and bin location.
● Batch/serial numbered item: select the batch/serial numbers to be returned from those displayed for the item and then click 'OK'. Click 'Amend Batch/Serial' to display the batch/
serial numbered items which can then be amended.
● Continue to select and confirm goods for despatch from the displayed list.
● Click 'Save'.
Amend goods despatched
This activity is about changing the quantity of goods previously recorded as despatched to your supplier. This is only possible provided a credit has not been recorded for the goods, as credited goods are not displayed for amendment.
The quantity can be either increased or decreased. However, an increase in quantity cannot exceed the outstanding amount pending despatch for the purchase return.
If you are dealing with a batch/serial numbered item the recorded batch/serial numbers are amended to match the quantity returned. This involves selecting or clearing the returned items by batch/serial number.
Amending goods returned results in:
● A change in stock levels.
● A movement history stored, provided your system is set to store this information.
Note: Use 'Find' to search for an item in the displayed list and use 'View Return' to display full details of the purchase return.
To amend goods despatched
There are a number of options you can use to search for the goods you are interested in. You can search by return number, supplier reference, internal reference or by supplier account.
● Choose Order Processing > Goods Received/Despatched > Amend Goods Despatched.
● Search for the item you are interested in using the 'Select items to amend' options and click 'Display'.
● Select the item from the displayed list.
● Enter the revised amount in the 'Qty Despatched' column, expressed in the buying unit for the item.
Note: To view full details of the purchase return click 'View Return'.
During this activity other processes can access the displayed batch/serial numbered items.
When you select an item, the system checks if this has occurred; and if so, the item is displayed in red. If this is the case, you will need to select another numbered item from the displayed list.
● Click 'Save'.