Performing vendor returns

Vendor returns are performed when an item has been rejected for any reason. Vendor returns may mean that you are physically returning items, that you are requesting a chargeback. Use this section for physical returns.

Other kinds of returns exist in other applications, such as Order Entry and Requisitions. In Order Entry, you can return items from a customer sales order; for example, if a customer received incorrect or damaged items and wants to return them. In Requisitions, you can return inventory items that you requested to expense.

Procedure flow: Performing vendor returns

To perform vendor returns

  1. Access Vendor Return (PO31.1).
  2. Add the vendor return.
  3. Enter vendor return line information on the Line tab. Consider these option:
    To Then
    Add items, quantities returned, and units of measure Select information in the Item Detail, Quantity, and UOM fields.
    View purchase order line information

    Select the PO Data tab.

    The PO Data tab is on the Line tab.
    View account information for an item

    Select the Accounts tab.

    Click the Asset Detail button to identify asset detail records bring returned. You must do this before releasing the return (if the return is created from a purchase order and asset detail exists).

    The Accounts tab is on the Line tab.

    If the return was created from an original PO with multiple distributions on a PO line, click the button to change the Distributions. The distributions must match the return line or equal 100%.
    Type or select a comment code for the line

    Select the Comments tab.

    The Comments tab is on the Line tab.
    Type the new item quantity that you want to cancel from the order

    Select the Cancel tab.

    The Cancel tab is on the Line tab.
    Type the Intrastat Classification Nomenclature (ICN) codes, supplementary quantity and weight

    Select the Intrastat tab.

    The Intrastat tab is on the Line tab.
    Type the user analysis value

    Select the User Analysis tab.

    The User Analysis tab is on the Line tab.
  4. Authorize the vendor return on the Authorize tab. Consider these options:
    To Then
    Define terms for a vendor return Specify information pertaining to negotiation of the return with the vendor.
    Replace an item with no charge

    In the Vendor Claim Type field, select No Charge.

    In the Replacement Date field, select the date you want to receive the replacement shipment.
    Credit an item

    In the Vendor Claim Type field, select Credit Memo.

    Other fields are Original Freight Credit, Return to Vendor Freight Credit, and RMA Number.
  5. To add specific shipping information to the vendor return, such as carrier number, shipping date, or bill of lading, use the Shipment tab.

    You can select whether to return items to inventory when a return line is cancelled.

  6. Select the Change form action.
  7. To request an item replacement, access PO Receiving (PO30.1) to add receiving information for the item replacement.
  8. Close the vendor return using Close Purchase Order Header (PO190).

Related reports and inquiries

To Run
Inquire on vendor returns Vendor Return Inquiry (PO81.1)
Run a report on the returns status Return Status Report (PO231)
Run a returns analysis report Returns Analysis (PO274)
Related topics