Contents of the Manage Vendor Returns Screen

Use the fields and options to configure the Manage Vendor Returns screen.

Identification

Field	Description
Return ID	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.
Transaction Date	Enter, or click to select, the date of the transaction.
Employee	Enter, or click to select, the employee ID of the person processing this return.
Vendor	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.
Buyer	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.
RMA No	Enter the vendor's Returned Material Authorization (RMA) number.
Warehouse	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.

Defaults

Field	Description
PO, Rel	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.
Location	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.
Notes	Enter notes describing this transaction.
Reverse Trans	Click this button to reverse a cloned transaction, enabling you to undo an original vendor returns transaction that was recorded.

Table Window

Field	Description
Return Line	This field displays the return line number.
Orig PO	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.
Orig PO Rlse	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.
Orig PO Line	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.
Item, Rev	Enter, or click to select, the ID and revision number of the item being returned to the vendor.
Description	This field displays the description of the item ID and revision.
Part Security	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. If you are unauthorized to access parts or revisions that are subject to data security restrictions, then you will not be able to create or edit purchase order lines for that restricted part/revision. Note: The features in this release relating to Part Data Security are intended to assist your company in achieving ITAR compliance. However, it is each company’s responsibility to confirm that it is meeting its obligations with respect to ITAR or other applicable requirements. Deltek does not warrant that use of this functionality will result in compliance.
Misc Type	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.
Quantity (PO U/M)	Enter the quantity, in the PO or order unit of measure, that is returned to the vendor.
PO U/M	This field displays the PO unit of measure from the original purchase order and cannot be modified.
Quantity (Inv U/M)	Enter the quantity, in the inventory unit of measure, that is returned to the vendor. This applies only to inventory parts.
Inv U/M	This field displays the inventory unit of measure for the part. This applies only to inventory parts.
Rejection	Select this check box to have this return count as a rejection on the performance history of this vendor. Otherwise, clear it.
Rejection Reason	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.
Order/Pmt Disposition	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.
Unit Credit/Repair Amt	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.
Ext Credit/Repair Amount	This field displays the extended credit/repair amount (Unit Credit/Repair Amt times the Quantity (PO U/M)).
Inv Abbrev	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.
From Location	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.
Create New PO	Select this check box to have a new PO created for the returned item. Otherwise, clear it.
New PO	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.
New PO Rlse	Enter, or click to select, the release number of the new PO created. You cannot enter a subcontract PO release number in this field.
New PO Line	Enter, or click to select, the line of the new PO created. You cannot enter a subcontract PO line number in this field.
Due Date	Enter, or click to select, the due date of the newly created PO. The system date defaults but can be modified, if necessary.
Update Last Cost	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.
Original Unit Cost	This field displays the unit cost of the item on the original purchase order.
Trans Currency	This field displays the currency used on the original purchase order.
SBA Std Size (M USD)	This field displays the Small Business Administration (SBA) size standard in million US dollar for the associated NAICS code selected on the purchase order (PO). The value will be loaded from the latest date. If both the million USD and the number of employees data are available for the selected/entered NAICS code, then both values will be displayed. .
SBA Std Size (# of Emp)	This field displays the SBA size standard by the number of employees for the associated NAICS code selected on the purchase order (PO). The value will be loaded from the latest date. If both the million USD and the number of employees data are available for the selected/entered NAICS code, then both values will be displayed. Note: Cospoint always defaults and loads the latest SBA size standard if you entered the NAICS code and NAICS effective date and clicked Save. If you do not want to update the existing SBA Std. size on the PO, you must refresh the screen, but do not save the record to avoid changing it.

Subtasks

Subtask	Description
PO Header Documents	Click this link to open the PO Header Documents subtask.
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.
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.
PO Line Documents	Click this link to open the PO Line Documents subtask.