How To: Receiving a Replacement Item from a Supplier (RS)

Overview

This tutorial explains how to receive a replacement item for merchandise sent back 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.

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 couple of weeks ago, you sent a defective piece of merchandise back to the supplier. Today, the replacement merchandise arrived at your store and you need to credit the supplier for the cost of the item.

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  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. If you don’t know the account number, use the search button to the right of the field.
    NOTE: Even though you are receiving merchandise with this transaction, you need to credit the supplier’s returns account to balance what they were charged when you sent the damaged item back to them.
    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 replacement merchandise.

  1. In the Quantity field, enter the quantity received as a negative number (since you are crediting the supplier).

  1. Verify that the price is the same as the price on the original RS transaction (the Vendor Cost could have changed since the time you entered the first RS transaction).

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

  1. Repeat steps 4-7 until all replacement items are added to the transaction.

  1. When you are finished adding items to the transaction, click the Done button.

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  1. The Tender Entry box appears. A/R Charge is the only available option in the Payment Type field.

  1. Accept or modify the pre-prompted amount.

  1. It is not necessary to fill out the Terms and Discount fields for this transaction because this is a credit, not a charge to their account.

  1. In the Reference # field, enter the Order Number from the original RS transaction (on which the item was sent back to the supplier).

  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
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