to select, the date of the transaction.Use this screen to return vendor materials already received and accepted on purchase orders. You cannot include subcontract purchase orders for vendor returns.
The normal receiving, incoming inspection, and Material Review Board (MRB) functions handle vendor returns found immediately on the receiving dock and during incoming inspection. You can use this screen to create returns later, after the items have already been accepted.
Use this screen to set up a debit memo to be processed by the Create Debit Memos screen in Costpoint Accounting if a voucher has been processed for this purchase. You can also use this screen to modify an existing purchase order (PO) to reflect items open for repair/replacement. If you create a new PO for the return, you can specify whether or not there is an additional charge for the repair/replacement, and which accounts are affected by the return.
You can also use this screen to specify whether or not the return is to be considered a rejection for vendor performance processing. You can manually assign the return ID or have it auto-assigned. If you use Inventory, the ID is numbered according to warehouse. If you are not using Inventory, you can set up return IDs in the Auto-Assign IDs (Non-Inventory Users) block on the Configure Receiving Settings screen.
Use this screen when you need to return previously accepted vendor items or PO miscellaneous lines to a vendor. Reasons for returns can include both latent problems found with the received items or returns due to damage incurred at the local site.
Enter up to 10 alphanumeric characters for the ID of the vendor return. This field is used throughout the system to identify the vendor return ID. If you do not use Inventory and the Auto-Assign Vendor Return IDs check box is selected on the Configure Receiving Settings screen, you can leave this field blank and an ID is assigned when you save the record. In the Transaction IDs subtask of the Manage Warehouses screen in Inventory, if the Vendor Return transaction type has been selected for the warehouse in this receipt and the Auto-Assign column is set to Y (Yes), the ID automatically displays when you save the record. The ID in this field cannot begin with a space.
Enter, or click to select, the date of the transaction.
Enter, or click 
to select, the employee ID of the person processing this return.
Enter, or click to select, the ID of the vendor to whom the item is returned. The vendor name and location display in the unlabeled fields to the right.
The vendor must not be flagged as a payroll vendor, and its PO Status must not be On Hold. If the vendor has an Approval Code of Not Approved, Costpoint displays a warning. If the vendor's Approval Code is Pending, the new purchase order is saved with a status of Pending for both the PO line and the PO header.
If you are generating a new purchase order, enter, or click to select, the ID of the buyer to whom the new purchase order is assigned. The buyer name displays in the unlabeled field to the right.
Enter the vendor's Returned Material Authorization (RMA) number.
Enter, or click to select, the warehouse ID from which the inventory is pulled. This field is required for return of inventory parts and is not applicable if you are not using Inventory.
Enter, or click to select, the default purchase order ID and release number against which the item was received. You cannot enter a subcontract PO ID or release in these fields. These fields are optional. If you click to locate a PO ID and/or Release number, those subcontractor POs are not included, as vendor returns for Subcontract POs are not applicable in Costpoint.
Enter, or click to select, the location for the displayed warehouse to be used as the default source for rejected inventory parts. If you do not have Inventory, this field is not applicable.
Enter notes describing this transaction.
Click this button to reverse a cloned transaction, enabling you to undo an original vendor returns transaction that was recorded.
This field displays the return line number.
Enter, or click to select, the purchase order ID on which the item was originally ordered. You cannot enter a subcontract PO ID in this field. If creating a new PO (that is if the Create New PO field is selected and the New PO field is populated), all applicable vendor return information associated with the original PO is copied.
Enter, or click to select, the PO release number on which the item was originally ordered. You cannot enter the release number of a subcontract PO ID in this field.
Enter, or click to select, the purchase order line on which the item was originally ordered. You cannot enter a subcontract PO line number in this field.
Enter, or click to select, the ID and revision number of the item being returned to the vendor.
This field displays the description of the item ID and revision.
This field is visible only if the Use Part Data Security Controls check box is selected on the Configure Product Definition Settings screen, which indicates that the item is subject to data security restrictions, as defined in the International Traffic in Arms Regulations (ITAR) or the Export Administration Regulations (EAR).
If enabled, this field displays one of the following values to indicate whether the item you are accessing is subject to part data security restrictions and whether you have the necessary authorization to access information for that item:
Unrestricted— The item is not subject to data security restrictions.
Restricted— The item is subject to data security restrictions and that you are authorized to access detailed part information.
***UNAUTHORIZED***— The item is subject to data security restrictions and that you are not authorized to access or view part information. This value is displayed in red background color.
Enter, or click to select, the miscellaneous line type of the material being returned to the vendor. This is used only for material not set up as an item.
Enter the quantity, in the PO or order unit of measure, that is returned to the vendor.
This field displays the PO unit of measure from the original purchase order and cannot be modified.
Enter the quantity, in the inventory unit of measure, that is returned to the vendor. This applies only to inventory parts.
This field displays the inventory unit of measure for the part. This applies only to inventory parts.
Select this check box to have this return count as a rejection on the performance history of this vendor. Otherwise, clear it.
Enter, or click to select, the reason code for this rejection. Rejection reason codes are established on the Manage Vendor Rejection Reasons screen under the Receiving menu.
Select the order/payment disposition status code from the drop-down list. Valid options are:
Repair/Replace — The vendor repairs or replaces the unit. The purchase order line is considered open pending eventual receipt of the replacement item. The PO line accepted quantity is decremented and the rejected quantity is incremented.
Credit Due — The vendor credits the amount owed by the rejected amount. It is not considered an open quantity or amount for commitment purposes.
Pay Anyway — The company pays for the items anyway. Shipment is considered accepted for invoice matching purposes, but is still considered a rejection for vendor performance reasons.
If no selection is made, option Repair/Replace is used.
For returns for credit, this amount represents the unit credit amount (in the PO U/M) the vendor gives you for the returned items. For returns for repair/replacement, this represents the cost to the company (in the PO U/M) to have the item repaired or replaced.
This field displays the extended credit/repair amount (Unit Credit/Repair Amt times the Quantity (PO U/M)).
Enter, or click to select, the inventory abbreviation of the inventory part being returned to the vendor. This is applicable to inventory parts only. Inventory abbreviation information is established on the Manage Inventory Projects screen in Projects.
Enter, or click to select, the ID of the location from which the returned inventory part quantity is pulled. This is applicable to inventory parts only.
Select this check box to have a new PO created for the returned item. Otherwise, clear it.
Enter, or click to select, the ID of the newly created purchase order. If the Create New PO check box is selected, the New PO ID cannot begin with a space as the first character. You cannot enter a subcontract PO ID in this field. If creating a new PO, all applicable vendor return information associated with the Original PO is copied, including Construction Industry Scheme (CIS) data.
Enter, or click to select, the release number of the new PO created. You cannot enter a subcontract PO release number in this field.
Enter, or click to select, the line of the new PO created. You cannot enter a subcontract PO line number in this field.
Enter, or click to select, the due date of the newly created PO. The system date defaults but can be modified, if necessary.
Select this check box to have the item's and item/project's last cost information updated by the unit amount entered on this line. The last cost for repair/replacements includes the original unit cost plus the Unit Credit/Repair Amt.
This field displays the unit cost of the item on the original purchase order.
This field displays the currency used on the original purchase order.
Enter, or click to select, the valid (primary and active) NAICS code as associated with the original PO vendor (established on the Manage Vendors screen) for the PO header of the new PO . Manually entered NAICS code that are not associated with the original PO vendor will be overwritten. In addition, when you generate a new PO line and the PO line has an item or a miscellaneous charge, Costpoint loads the active NAICS Code associated with the item or the miscellaneous type.
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Subtask |
Description |
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PO Header Documents |
Click this link to open the PO Header Documents subtask. |
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Accounts |
Click this link to open the Accounts subtask, where you can maintain information on the account to be charged for repairs or credited by the return. |
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Serial/Lot Info |
Click this link to open the Serial/Lot Info subtask, where you can enter serial and lot information for the selected transaction line. This subtask is applicable only to inventory parts that are serial/lot tracked. |
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PO Line Documents |
Click this link to open the PO Line Documents subtask. |