Shipping Items to a Vendor

Use the Vendor Shipping form to ship items to a vendor. You may need to ship an item if a service partner or a customer has returned a defective part that needs to be shipped back to the vendor for replacement or credit.

Follow these steps to ship a line:

  1. On the Vendor Shipping form, select the vendor to whom you are returning the item.
  2. Turn off Filter-in-Place to populate the grid.
  3. To ship a line, select the grid line that you want to ship.
  4. Click Ship Line. A message is displayed stating that the vendor shipment will be performed. Click OK.
  5. To ship a batch, select all the grid lines to include in the batch.
  6. Click Ship Batch. A message is displayed stating that the vendor shipment will be performed. Click OK.
  7. After shipping, the line or lines are removed from the grid.
  8. Close the form.

Use these fields and buttons on the Vendor Shipping form to filter the grid, set parameters, and open related forms:

  • Ship Date: The date a line shipped is displayed.
  • Show Shipped Transactions: Select this check box to display previously shipped items in the grid.
  • Show Unshipped Transactions: Select this check box to display items that are to be shipped in the grid.
  • Single PO: Select this check box to assign all selected grid lines to the same purchase order.

    Once selected, the Batch PO Number field is enabled. If left blank, a new purchase order is created with a new PO line for each vendor shipping record. If a PO number is specified, the new lines are added to that purchase order.

  • Shipment Number: To track shipments, specify the shipment number and turn off Filter-in-Place.
  • Impact Inventory: Select this check box for a grid line to update the quantity on hand values and create the proper journal entries for the reduction of inventory.

    These journal transactions are created:

    • Credit: Inventory account associated with the returned item.
    • Debit: If the shipment is associated with an SRO, the COGS account from the SRO.

      If the shipment is not associated with an SRO, then use the inventory adjustment account.

    An A/P voucher is created for the credit amount.

    This distribution is created:

    • Debit: Account payable for the amount of the credit.
    • Credit: If shipment is associated with an SRO, the COGS account from the SRO.

      If the shipment is not associated with an SRO, then use the inventory adjustment account.

  • Return Type: Select the type of vendor return taking place:
    • Vendor Return for Credit
    • Vendor Return for Exchange

    When Vendor Return for Exchange is selected, a purchase order line of planned status is created for the anticipated receipt.

  • Return Under Warranty: Select this check box to use default values from the warranty credit and fee settings of the item master for the Return Credit field.

    Clear this check box to use default values from the non-warranty credit and fee settings of the item master for the Return Fee field.

  • Vendor RMA: Specify the vendor RMA number to be assigned to the purchase order line that is created upon shipping returns for exchange. This number can be used in the tracking of exchanged materials.
  • Alternate Address: If the item should be returned to a different location than the address of the vendor, select the alternate address.
  • Reference: Specify whether the grid line is referencing Inventory or a SRO. Selecting SRO enables the Ref Num, Ref Line and Ref Release fields, which are then used to record the service order number, service order line number, and service order operation number.
  • Un-Ship All: Click this button to stop shipment on all the grid lines currently selected.
  • Un-Ship Line: Click this button to stop the shipment.
  • Serials: Click this button to open the modal Serials form, where you can view or generate serial numbers for the associated item.
  • Select From Inventory: Click this button to open the Vendor Shipping Inventory Selection form, filtered for the current Vendor number, Vendor RMA, and Return Type. Use this form to quickly create Vendor Shipments for materials currently in inventory.
  • Generate Pack Slip: Click this button to open the Vendor Packing Slip Generation form.
  • Outstanding Vendor Returns: Click this button to open the Outstanding Vendor Returns Report.
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