Exchanging products

An exchange transaction contains a line for the returned product and a line for the replacement product. Any return reason that is set up as a warranty exchange automatically generates both line items for the order.

The returned items do not have to be exchanged for the same product, unless it is a warranty exchange. Dual line item transactions for warranty exchanges automatically set cost, price, and discount as follows:

  • Costs that are zeroed out include the line cost, product surcharge cost, and core charge.
  • The line price is zeroed out.
  • The discount that is zeroed out includes the line discount, and no calculation of whole order or special discounts is performed.

If the replacement product is not immediately available, it can be back ordered. The returned product can be invoiced and the back order can be filled without affecting the customer’s account. The warranty exchange line items are ignored during Sales Manager updates to prevent sales analysis discrepancies that occur when return and replacement processing occurs in different accounting periods.

When you exchange or replace serial- or lot-controlled products, you must allocate control numbers for both the returned product and the replacement product.

  1. Select Sales > Entry > Order.
  2. Specify Counter Sale or Stock Order in the Order Type field.
  3. Complete the remaining fields on the Initiate page, and then click Next.
  4. In Advanced Line Entry mode, specify the product to return and the quantity.
  5. Select the Return option, and then click Returns.
  6. Specify an exchange or warranty exchange reason in the Return Reason field.
  7. Specify the invoice number and the line number of the returned product.

    Alternatively, click Find Invoice to view orders that contain the product. Select the invoice, and then click Submit.

    After you specify the invoice and line number, the invoice date and customer purchase order are automatically displayed.

  8. Specify the Restock Charge, Tax Group, and Warranty Tag #, if required.
  9. Select the Usage option to include the return in usage calculations.
  10. To return the product to the vendor, select the Tie to PO option to tie the order to a purchase order.
  11. Specify a purchase order number, or click Sourcing to create a new purchase order.
  12. If a reason in not already displayed in the Return field, specify a reason.
  13. If the return reason allows for a partial unavailable return type, specify the quantity that is unavailable.
  14. Click Submit.
  15. Click Add to add the line to the order.
    If you added a warranty return line, another line is automatically added to the order for the same (positive) quantity and a zero price/cost.
  16. If you entered an exchange line, enter a line for the product the customer is receiving.
  17. Finish the order.
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