Purchase Return Note form - Line Actions

  1. To carry out one of the following actions for the current Purchase Return Line only, select it from Action > Line within the Purchase Return Note form.
  2. Specify this information:
    Delete Line

    Deletes the current line from the current Purchase Return Note. A warning message is displayed so you can confirm this action before it is carried out.

    You cannot delete lines where an inventory update has been made against them.

    When a ledger posting has been made against the line the system deletes the line on the PRN and reverses previous ledger postings.

    Insert Line
    Inserts a new line on the current Purchase Return Note.
    Hold and Release Line
    Hold prevents further processing from being carried out until the Release option is selected. If the line is generated, or copied, the line is automatically placed on Hold. Manually entered lines may also be placed automatically on Hold if defined in the Purchase Type. Releasing a line for a goods item triggers the Allocations action.
    Confirm Line
    Confirms the line and changes the details in the Confirmation Date, Confirmation Period and Confirmed By fields. This stage is defined in the Purchase Type and is mandatory for Purchase Return Notes. When confirmed, the inventory is issued. If you try to exit or raise a new order without confirming the lines, a message is displayed.
    Copy Line
    Copies the selected line and inserts the copy onto a new order line.
    Characteristics

    Characteristics can be attached to an item and used to more clearly define the item. For example, a shirt may have a characteristic of color; the colors available may be green and blue.

    If you are using an existing order or invoice, any characteristics defined on the original line are copied to the return note line.

    If the item is set up with characteristics in the Item Master, you may need to specify characteristics on the Purchase Return Note. For example, that four green shirts and six blue shirts were returned. This must be entered as two lines on the Purchase Return Note.

    Split Analysis

    A maximum of ten analysis codes may have been set up for your system so they can be selected against a Purchase Order line. This option displays the Purchase Order Line Entry Split Analysis form which enables you to split the values of a line against different analysis codes.

    If you are using an existing order or invoice, any analysis defined on the original line is copied to the return note line. You can amend these details for the return note as required.

    Cancel Quantity
    This enables you to cancel part of the total quantity of a line and to specify a reason code against it. For example, the returned quantity is less than originally dispatched. This option displays the Purchase Order Line Entry Cancel Quantity form. All fields on this form are automatically populated from the current Purchase Order Line apart from the following:
    • Cancel Quantity

      The amount of the total quantity to be cancelled from the order line.

    • Reason Code

      The reason for the cancellation.

    Note: 
    1. You must use the Cancel Quantity option if you want to change the returned quantity and you are using Split Analysis.
    2. When reversing postings and the posting period on Purchase Types (PTS) is set to current period, the reversal is posted to the current period.
    3. When using Cancel Quantity, the cancel is performed even if the transaction date/period that the transaction was raised in are closed.
    4. When reversing postings and raising new, replacement postings, the operators current date/period are used in the ledger postings, regardless of whether the original date/period is open or closed. For example: PO Jan 2005 - Quantity 10 - 100 -> Commitment posting 100 in Jan 2005 PO May 2005 - Cancel quantity 2 -> In May reverse quantity 10 and insert quantity 8 Commitment posting of 80 in May 2005
    5. The date/period information for the original transaction will not be the same as it was when the order was raised.
    6. You must ensure that the cancel quantity closes off the line completely, that is the cancel quantity plus accepted quantity equals the total order quantity exactly. This ensures there are no subsequent postings that might be sourced from the original order period.
    7. Do not change the Order Period after it is automatically set to the current period during the reversal.
    Landed Costs
    This action is not relevant to Purchase Return Notes.
    Best Price
    This action is not relevant to Purchase Return Notes.
    Temporary Address
    Enables you to create a temporary address if required for the line.
    Inventory Inquiry
    Displays the Inventory Balance Inquiry form which enables you to find out the inventory balance of an item.
    Approve Line
    Used to approve an order if Approvals are in use.
    Embed Std Para on Line
    This option displays the Standard Text Language Variants form. This form enables you to attach a paragraph to the line to be printed.
    If you are using an existing order or invoice line any standard text will be copied onto the return note line.
    Print Line
    To use this function a Document Format must be associated with the current stage of the Purchase Order.
  3. Save your changes.
Parent topic: The Purchase Return Note form (PRN)