Use this screen to return vendor materials already received and accepted on purchase orders. You cannot include subcontract POs for vendor returns.
The normal receiving, incoming inspection, and 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 that will be processed by the Create Debit Memos screen in Costpoint Accounts Payable if a voucher has been processed for this purchase. You can also use this screen to modify an existing PO to reflect items open for repair/replacement. If you create a new PO for the return, you can specify whether there will be an additional charge for the repair/replacement and which accounts will be affected by the return.
You can also use this screen to specify whether 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 Costpoint Inventory, the ID will be numbered according to warehouse. If you are not using Costpoint Inventory, you can set up return IDs in the Auto-Assign IDs (Non-Inventory Users) group box in the 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 Costpoint Inventory and the Auto-Assign Vendor Return IDs checkbox is selected in the Receiving Settings screen, you can leave this field blank and an ID will be assigned when you save the record. In the Transaction IDs subtask of the Warehouses screen in Costpoint 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 will automatically display when you save the record. The ID in this field cannot begin with a space.
Enter the date of the transaction.
Enter the employee ID of the person processing this return.
Enter the ID of the vendor to whom the item will be returned. The vendor name and location will display.
The vendor must not be flagged as a payroll vendor, and its Vendor Status for PO must not be "On Hold." If the vendor has an Approval Code of "Not Approved," you will receive 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 generating a new purchase order, enter the ID of the buyer to whom the new purchase order will be assigned. The buyer name will display.
Enter the vendor's Returned Material Authorization (RMA) number.
Enter the warehouse ID from which the inventory will be pulled. This field is required for return of inventory parts and is not applicable if you are not using Costpoint Inventory.
Enter 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 use Lookup to locate a PO ID and/or Release number, those subcontractor POs will not be included, as vendor returns for Subcontract POs are not applicable in Costpoint.
Enter the location for the displayed warehouse that will be used as the default source for rejected inventory parts. If you do not have Costpoint Inventory, this field is not applicable.
Enter notes describing this transaction.
This non-editable field displays the return line number.
Enter, or use Lookup 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 (if the Create New PO field is "Y," and the New PO field is populated), all applicable vendor return information associated with the original PO will be copied.
Enter, or use Lookup 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 use Lookup 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 use Lookup to select, the ID and revision number of the item being returned to the vendor.
Enter, or use Lookup 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.
This field displays the description of the item ID and revision.
Enter the quantity, in the PO or order unit of measure that will be returned to the vendor.
This field displays the PO unit of measure from the original purchase order and cannot be edited.
Enter the quantity, in the inventory unit of measure that will be 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.
Enter a "Y" (Yes) to have this return count as a rejection on the performance history of this vendor. Otherwise, enter "N."
Enter, or use Lookup to select, the reason code for this rejection. Rejection reason codes are established in the Vendor Rejection Reasons screen under the Receiving Controls menu.
Enter, or use Lookup to select, the order/payment disposition status code for this rejection line. Valid options are:
"R" (Repair/Replace) - The vendor will repair or replace the unit. The purchase order line will be considered open pending eventual receipt of the replacement item. The PO line accepted quantity is decremented and the rejected quantity is incremented.
"C" (Credit) - The vendor will credit the amount owed by the rejected amount. It will not be considered an open quantity or amount for commitment purposes.
"P" (Pay) - The company will pay for the items anyway. Shipment will be considered accepted for invoice matching purposes, but will still be considered a rejection for vendor performance reasons.
If the field is left blank, option "R" (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 Amount times the Quantity (PO U/M)).
Enter, or use Lookup 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 in the Inventory Projects screen in Costpoint Inventory.
Enter, or use Lookup to select, the ID of the location from which the returned inventory part quantity will be pulled. This is applicable to inventory parts only.
Enter "Y" (Yes) to have a new PO created for the returned item. Otherwise, enter "N."
Enter, or use Lookup to select, the ID of the newly created purchase order. If the Create New PO field is "Y" (Yes), 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 will be copied, including CIS (Construction Industry Scheme) data.
Enter, or use Lookup to select, the release number of the new PO created. You cannot enter a subcontract PO release number in this field.
Enter, or use Lookup to select, the line of the new PO created. You cannot enter a subcontract PO line number in this field.
Enter the due date of the newly created PO. The system date defaults but can be changed, if necessary.
Enter a "Y" (Yes) 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 will include the original unit cost plus the Unit Credit/Repair Amount.
This field displays the unit cost of the item on the original purchase order.
Select this pushbutton to maintain information on the account to be charged for repairs or credited by the return.
Select this pushbutton to record or view serial and lot information for the selected transaction line. This subtask is applicable only to inventory parts that are serial/lot tracked.
Use this pushbutton to reverse a cloned transaction, thus enabling you to undo an original vendor returns transaction that had been recorded.