Supplier returns

If goods go back to a supplier – defective, wrongly delivered, over-delivered or with an expired best-before date – you create a supplier return for it. You'll find them under Purchasing → Supplier returns. A supplier return opens as a window just like purchase orders and orders; there you announce it to the supplier, book the shipment and record a credit note or replacement.

#The list

By default you see the returns of the Last 30 days. You can filter by Period, Status (including "Open (not closed)") and Supplier.

Hidden and available via the column selection: Warehouse, Valuation (avg. cost), Difference (credit note minus expected value), Source and Created by. If the credit note is below the expected value, the row is highlighted.

Right-click: Open, Return slip (PDF) and Delete (drafts only – otherwise cancel).

#Status

#Create a supplier return

There are several ways:

• Freely: New supplier return under Purchasing → Supplier returns.
• From a purchase order: in the purchase order window Supplier return… (for partially delivered and delivered purchase orders). Supplier, warehouse and lines with landed cost are prefilled; if a quantity exceeds the delivered quantity, allverto points this out.
• From the supplier: in the supplier window Create supplier return. The Supplier returns tab shows all returns of this supplier.
• From customer returns: customer return lines with the decision "To supplier" – see below.
• From stock: under Warehouse → Check best-before dates select batches → Send back to supplier…. A draft is created per supplier; lines without a known supplier are skipped.
• From a clarification case in goods receipt with the result "Return to supplier", see Clarification cases.

#Step by step

1. Click New supplier return.
2. Choose the Supplier and, under Send back from warehouse, the warehouse. Drop-shipping and fulfilment warehouses cannot be selected; WMS warehouses are marked "WMS – warehouse app".
3. Enter the Supplier's RMA number if already known.
4. For each line, enter item, quantity, bin or batch, reason and landed cost. Use Add line to add more.
5. Optional: a Note – it appears on the return slip.
6. Click Create. The return opens in the window as a Draft.

#Lines

• Bin / batch: you can choose from the item's stock in the selected warehouse with quantity and best-before date. Automatic means: in the standard warehouse the warehouse itself, in the WMS warehouse the bin that the warehouse app scans when picking.
• Reason: Damaged / transport damage, Defective, Wrong delivery, Over-delivery, Best-before date expired, Blocked batch / recall, Quality defect, Customer complaint or Other – plus an optional note, e.g. "box dented".
• Landed cost: leaving it empty takes over the item's current average purchase price (avg. cost).
• Serial number: optional.

#From customer returns to the supplier

If you decide "To supplier" for an inspected customer return, the goods are parked in the returns warehouse until a supplier return sends them back – see Returns.

1. Under Purchasing → Supplier returns, click From customer returns… (or under Sales → Returns, click Send back to supplier (…)…).
2. allverto groups the open lines per supplier – first the supplier of the batch, then the preferred supplier, then the one from the last goods receipt. You can change the supplier of a group and deselect individual lines.
3. Click Create supplier return (or Create … supplier returns). A draft is created per supplier.

#Workflow in the window

The window shows Header, Lines and Note, and on the right Values (quantity, goods value, valuation at avg. cost, credit note and difference), Result, Reference (source, purchase order, goods receipt, customer returns, our customer number with the supplier) and the History. You apply changes with Save (Ctrl+S) or discard them with Discard.

1. Announce: Announced to supplier… saves the RMA number and sets the status to Announced. Use Change RMA… to correct it.
2. Return slip: Return slip opens the PDF. By email sends it to the supplier; subject and text come from the "Supplier return" email template.
3. Ship:
   • Standard warehouse: Book as shipped books the goods out of the warehouse with the reason "Supplier return". You can enter the Tracking number of the return shipment in the header.
   • WMS warehouse: only the warehouse app books the shipment. The window shows the notice "WMS warehouse: in the warehouse app 'Pick supplier return'" – see Supplier returns in the warehouse app.
4. Record the result:
   • Record credit note… with Net amount (prefilled with the expected goods value), Document number and Date. The credit note is recorded on the return; the Difference column shows whether the supplier credited less.
   • Or Replacement delivery expected…: creates a purchase order without price with the supplier for the returned items (optionally with a delivery date). Goods receipt expects it like any purchase order, without affecting the average cost. When the goods arrive, choose Replacement received.
   • Or Rejected… with the supplier's reason. If a return that has already been shipped is rejected and the goods come back, book them back in via a goods receipt.
5. Close: after credit note, replacement or rejection, Close completes the return.

Before shipping you can Cancel an announced return; assigned customer return lines are then released again. You delete drafts with Delete.

#Permissions

Anyone with the View purchasing, suppliers and purchase orders permission may view them. Creating, changing, announcing and recording results requires Create purchase orders. Book as shipped in the ERP additionally requires Post stock movements. From customer returns… only appears with the View returns permission.