How To: Returning an Item to a Supplier (RS)

Overview

This tutorial explains how to return an item to a supplier.

Special Notes

  • ‘RS’ transactions should be entered on a Non-POS terminal so that the Vendor Cost, instead of the Selling Price, automatically prompts in the Price fields.
  • Whether the vendor sends you replacement merchandise or reimburses you for the amount, the initial Return to Supplier process is the same.
  • If you receive a replacement item, you will need to enter another RS transaction (described in the ‘Receiving a Replacement Item from a Supplier’ tutorial).
  • If you do not receive replacement merchandise, you will need to either:
    • Enter a ‘CR’ Invoice in A/P if the vendor is issuing a credit for the merchandise
    • Enter a Cash Receipt in A/R if the vendor sent you a check for the item(s)

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: You receive a damaged piece of merchandise from one of your vendors and need to return it to them.

Click image to enlarge.

  1. Select RS–Return to Supplier from the Type of Sale drop-down menu.

  1. Enter your Employee ID in the Salesperson #1 field.

  1. In the A/R Account # field, enter the account number of the supplier you are sending the damaged item(s) to. If you do not know the account number, use the search button to the right of the field.
    NOTE: A vendor’s Return to Supplier A/R account is their A/P account number with the letter ‘R’ added to the beginning. For example, if the A/P account for Jones Distributors is ‘JONES,’ then their Return to Supplier account would be ‘RJONES.’

Click image to enlarge.

  1. The system moves you to the Item Number field of the Detail tab. Enter the item number of the merchandise you are sending back to the vendor.

  1. The item information appears. In the Qty field, enter the quantity being returned to the supplier as a positive number.

  1. Make any necessary modifications to the transaction (P/U Loc, Serial Number etc.) and click Accept.

  1. Repeat steps 4-6 until all items are added to the transaction.

Click image to enlarge.

  1. If the vendor gave you a Return Authorization number, enter it in PO Number field on the Instruction tab.

  1. When you are finished, click the Done button.

Click image to enlarge.

  1. The Tender Entry box appears. With an RS transaction, the only option for payment is A/R Charge.
    NOTE: Even if you will be receiving replacement merchandise for the item you are sending back, you still need to charge the supplier at this point. When the replacement merchandise arrives, you will run a negative RS transaction to credit the supplier.

  1. Enter the Terms of Payment and any discounts in the appropriate fields.

  1. Click Accept and the payment appears on the right side of the window.

  1. When you are finished, click Done.

  1. Depending on 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
Tags: