Different ways of creating a purchase return note
Purchase Return Note lines can either be manually entered or generated using either the or actions.
When generating lines, the following occurs:
- The original purchase order or invoice on which the items were received is identified.
- The original line is copied
back to the Purchase Return Note line. Note: The entire line is copied back including all value labels, characteristics, analysis splits, and so on.
- During Advanced Generate, if a supplier code is not supplied, all suppliers with orders or invoices are displayed. It is therefore possible to raise a return note for an order or invoice against the wrong supplier.
- Generate Debit Lines returns one line for every purchase order line detail. For example, one line for every batch and one line for every serial number received against that line.
- Advanced Generate returns one line for every receipt that has been raised for that purchase order line. For example, a batch that has been received over three receipts, then three lines are returned. This is different to Generate Debit Lines.
- The system creates a link
between the original order or invoice and the generated return note lines in a
separate table. This information is displayed on the purchase return form and
may be reported on if required.
Note: Manually entered items do not create this link.
- Lines that are not required, for example, serial numbers that are not being returned, but have been generated need to be deleted after generation.
- The system copies back the line quantities as negative quantities.
- The system searches to see if there have been any previous returns linked to this original order or invoice. If so, the system calculates the quantity available to be returned and uses this calculated value as the return note line quantity.
- Generate Debit Lines can be used when the original purchase order or purchase invoice reference is known. Advanced Generate uses the control desk filter identified on the Purchase Type to search for the original purchase order or invoice line if say only the serial number or batch number are known.