Purchases - Purchase Returns

Purchases - Purchase Returns

INTRODUCTION

When doing purchases there are many times that a company needs to return goods and in Agility Professional this can be done. Agility works on different stock types:
R = Purchase Returns - When goods are being returned
S = Standard Stock - When goods are received into stock
By doing this this enables the company to see how much S - stock they have as when a Purchase Return is done the stock is moved from S to R.

Debit Notes are linked to Purchase Returns for price and quantity variances.

When the Purchase Return in done when the supplier comes to collect
these they will need to be despatched from the system which we will discuss later.

CREATING A RETURNS NOTE

The Purchase Return Note is very similar to the Purchase Order. If you can raise a Purchase Order you will find the process for raising a Purchase Return very intuitive. Where the process is identical we will refer to the Purchase Orders.

An example of A return could be received some damage items.
The process is to receive these items into stock, Goods Inwards, GIN, and then do a return in the following way.

The initial screen has a header section the same as Purchase Orders:

  1. User Id: Enter your User ID to start processing. 
  2. Supplier: Enter the supplier to whom you are returning goods. The account name and contact details will be displayed
  3. Return Date: Automatically set to the current date but can be changed
  4. Pay To: If you purchase from this supplier through a buying group, the supplier that runs the buying group will appear here as any credit notes will be sent to you by that supplier
  5. Contacts: Use this button to change the contact details: see Purchase Orders Purchases - Purchase Orders

ADD ITEM

Click this button to add an item to the Purchase Return


Stock Code: Enter the stock code of the item to be returned.
You can use the actual stock code, a barcode or the supplier’s stock code. Alternatively use the look up button.
If the item being returned is not a stock item in your system tab out the field and you will be prompted to confirm if you are returning a non-stock item. Click on Yes and enter the description.
(If you decide not to book items into stock that are to be returned you must use the non-stock option to return them: Agility recommend that all stock received is booked in and any to be returned then processed through a Purchase Return to maintain a full audit trail)

If you enter a valid Stock Code the system will populate the following fields
  1. Description: System held description for the stock code
  2. Supplier Reference: Supplier’s stock code for this item
  3. Case Type: The default case type you buy this item from the supplier in
  4. Department: Default department for the stock code
  5. Cost Centre: Default cost centre for this stock code
  6. Cost: Cost of this item for the default case type


PURCHASE HISTORY

For stock items a the Purchase History grid will be displayed in the bottom half of the screen. This is a list of all stock in the system including
  1. Original Purchase Order Number: If set to zero then this stock was added to the stock file by another process i.e stock take or increment stock
  2. Quantity still in stock (by case type)
  3. The delivery note number
  4. Date stock booked in
  5. Default Case Type
  6. Cost paid for the stock
  7. Batch Number for batch tracked items

Select the line that represents the stock you are returning. The full quantity remaining will be used to populate the quantity field and cost field at the top of the screen. The grid will become invisible once you have selected the appropriate line. The description will also be updated with the deliver note number to allow the supplier to associate it in their software system.



  1.  Change Case to Single: Often although purchasing by the case you may only be returning a single item. Picking part of a case would require entry of number to many decimal places. It is easier to switch in this case to view stock in singles by clicking on this button. The second line in the above example where Qty Rem is set to 0.166666 of a case of six which equates to a single item.

  1. Add Item: Click on this button to add the item to the Purchase Return. The item will appear on the main screen and the item screen will clear to allow entry of the next item.
  2. Delete Line: Use this button on the main screen if you want to delete a line from a purchase return
  3. History: This displays the history of the Purchase Return. See the Purchase Ordering chapter para 41 for a more detailed description.
  4.    Notes: Press this button to display existing notes and to add new notes. . See the Purchase Ordering chapter para 43 for a more detailed description.
  5. Save as Final: A purchase return cannot be saved as draft. This is because when it is saved the system automatically transfers the stock from Standard Stock (S) to Returning Stock (R). This immediately prevents sale of this stock. 

However you can add other items to this return later via the Despatch Purchase Returns screen.
Closing a Return or PO


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