How To: Standard Return Process – Exchanging Delayed Delivery Merchandise (DD)

Overview

This tutorial describes how to exchange items on a Delayed Delivery order.

NOTE: If the DD order that the exchange item was originally sold on is still open in Order Processing (one or more items were backordered), you can exchange the item using Order Maintenance (02-08-02) instead of the process listed here.

Video

Tip: Use the controls on the video player to watch in Full Screen mode, adjust the quality, or watch on YouTube.

Step-by-Step

Scenario: A piece of merchandise has been delivered to the customer, but the customer wants to exchange it for something different.

Click image to enlarge.

  1. In the Type of Sale field, select DD–To be Delivered from the drop-down menu.

  1. In the Salesperson #1 field, enter the employee number of the salesperson processing the exchange.
    • If two salespeople are involved in this transaction, enter the second salesperson number in the Salesperson #2 field. Next, enter the corresponding commission percentage for Salesperson 2 in the % field.

  1. In the Delivery Date field, enter the date for the order and press Enter.
    • To find the date using the calendar, click the Calendar button located to the right of the field.

  1. In the BillTo# field, enter the customer number. The corresponding customer information appears.
    • To search for the customer number, click the Search button.
    • The Ship To information is assumed to be the same as the Bill To information. If it is different, uncheck the Ship To same as Bill To box and enter the Ship To information.

  1. Click the Detail tab.

Click image to enlarge.

  1. In the Item Number field, enter the item that is being returned.
    •  To search for an item number, click the Search button.

  1. In the Quantity field, enter the quantity to be returned as a negative number. For example, if the customer is returning one item, enter “1-” in this field (the “-“ will always appear to the right of the number).

  1. Press Tab to move through the P/U Loc, Type, Each Price, Disc%, and Extension fields, or press Enter to skip those fields.
    • You can modify the information in any of these fields.

  1. In the Serial# field, enter the serial number of the item.
    • If the item does not require entry of an A-Flag or B-Flag serial number, this field does not appear on the screen.
    • On a DD ticket, entry of serial number during POS Entry is optional. If desired, you can enter it later in the shipping process.

  1. Click Accept or press Enter to add the return line to the transaction.

Click image to enlarge.

  1. If Reason Codes are set up and activated on your system for returns, the above screen appears.

    If Reason Codes are not set up and activated on your system, skip to step 14.

  1. Select a reason for the return.
    • The reason codes that appear on this screen are set up in the Order Maintenance Reasons selection (02-08-90-04).

  1. The fields that now appear on the screen vary depending on how the reason codes are set up. Enter the required information (Employee Number, Markdown Code, etc) and click Done.

  1. The returned item appears at the bottom of the screen. Repeat steps 6-13 until all items are returned.

Click image to enlarge.

  1. In the Item Number field, enter the replacement item.

  1. In the Quantity field, enter the quantity of the replacement item as a positive number.

  1. Press Tab to move through the P/U Loc, Type, Each Price, Disc%, and Extension fields, or press Enter to skip those fields.

  1. In the Serial# field, enter a serial number for the item if required.

  1. Click Accept or press Enter to add the new item to the transaction. The item information appears at the bottom of the screen.

  1. Repeat steps 15-19 until all merchandise is added to the transaction.

  1. Click Done to move to the Tender Entry box.
    • You can also enter “-” in the Item Number field and press Enter to move to the Tender Entry box.

Click image to enlarge.

  1. In the Tender Entry box, select the Payment Type from the drop-down menu.

  1. Accept or modify the amount. The amount differs depending on the situation:

    2. Customer Owes Money
    If the exchange results in the customer owing money, the amount appears as a positive number.

    Refund Money to Customer
    If money is owed to the customer, a negative amount appears in the Amount field.

    Even Exchange
    If this is an even exchange, the Amount field is empty. Click Done to continue with the transaction.

  1. Enter any required information for the payment type.

  1. Click Accept and the payment appears on the right side of the window.
    • For more information on the Tender Entry Box, see the “Entering Payment Information” section.

  1. When you finish entering all payment information, click Done.

  1. If you have the Centralized Delivery application licensed, the Centralized Delivery Scheduler appears. Please refer to your company’s delivery procedures to complete this part of the transaction.

    If Centralized Delivery is not licensed, go to the next step in this procedure.

  1. Depending on your how your Invoice Preferences (02-18-01, Field 8) are set up, one of the following now occurs:
    • The invoice is automatically printed
    • Invoice print is automatically skipped
    • You can choose to print or not print the invoice
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