It is important to use a Dispatch return when goods are brought back instead of modifying the original Dispatch, for the following reasons:
- You have accurate historical information about the date and means of the delivery and return of goods
- The system can ensure that the goods are returned into the warehouse at the same cost as when they left
- You can invoice a Dispatch return as a credit against the original invoice
A Dispatch return can only be performed for some or all of the items on exactly one Dispatch, and is referenced throughout the system by its Dispatch Return # .
The following also holds for Dispatch returns:
- A Dispatch return is performed for some or all of the Items for exactly one Dispatch
- A Dispatch return is performed only for the Warehouse that is referenced on the original Dispatch
- You cannot return more Items for a Dispatch return line than were delivered on the original Dispatch
- You can return fewer Items for a Dispatch return line than the full quantity originally dispatched
- You can create as many Dispatch returns as you like for a single Dispatch, but the total quantity of goods being returned for any one line across all Dispatch returns cannot exceed the total quantity that was originally dispatched for that line.
- A Dispatch return cannot be performed where the Dispatch return Date is not within the Extended financial year or where the date is before the Journal lock date
- For each line containing a stock item, a Stock transaction is created that increases both the Quantity Committed and the Quantity in Stock for the warehouse by the quantity specified.
- For each, a Journal transaction is created that Debits the Cost of Sales account (increases its value) and Credits the Stock account specified in the Dispatch line details (decreases its value) by the total cost of the Dispatch line. The total cost of a Dispatch return line is equal to the negative quantity multiplied by the original dispatched cost of the item: this produces a negative value.
- You can create as many Dispatch returns as you like for a single Dispatch
- A Dispatch return is invoiced in the same way as a normal Dispatch using a Sales invoice
- Pop up notifications available for Customers and Items
Module: Accounts receivable
Category: Dispatch return
Activation: Main > Accounts receivable > Dispatch return
Special actions available for users with Administrator permissions:
- The User name representing the user who created the Dispatch return can be changed to any other user
- A Dispatch return cannot be given a date that is outside the range of the Extended financial year
- A Dispatch return cannot be deleted if its date is outside the range of the Extended financial year or before the Journal lock date
- A Dispatch return cannot be deleted if it is referenced by any of the following:
This number uniquely identifies a Dispatch return. The Return # is automatically generated by the system after the first update of the Dispatch return and cannot be changed for the life of the dispatch.
If a Dispatch return is deleted, its Return # will never be used again for another Dispatch or Dispatch return.
Because a Dispatch return is essentially a Dispatch, the same sequence of identifiers is used for them. This means that you may see missing numbers in the sequence Dispatch numbers that relate to Dispatch returns and vice versa.
This field indicates whether a dispatch return has been either partly or fully invoiced. It will only appear after a dispatch return has been at least partly invoiced.
Clicking on this field will cause a list of all Invoices for the dispatch return to appear. Once this list is visible, clicking on an entry in the list will take you to the appropriate Sales invoice.
This is the Dispatch # for which the Dispatch return is being performed. Only the goods that were originally delivered on a Dispatch can be returned on a Dispatch return. Once a Dispatch number has been selected, when you leave the field the original Sales Order # and the Customer name is filled in and all available lines for the selected Dispatch are displayed in the Dispatch return lines area. To display a list of all valid Dispatch numbers, click on the button or press the QuickList Hot Key.
This is the Customer that relates to the selected Dispatch and can only be changed by selecting a different customer on the Sales order before any Dispatches or Dispatch returns have been created for the order.
Entering a customer will cause any Dispatch pop-up notifications for that customer to be displayed.
This is the number of units of items that have already been returned for the Dispatch line. When viewing the form in Idle mode, this quantity includes the quantity returned on the current Dispatch return. Otherwise (if you’re in Add mode or Edit mode), this quantity does not include the quantity from the current Dispatch return.
When customers return goods to you that have already been dispatched through the Dispatch process, then there are two methods available to process the return. The method you choose is important and will depend on the reasons for the return and whether or not the customer expects those goods back again
Use a Dispatch Return when:
- The wrong Item code was used
- They are returning something they don’t want
The items will not be put on backorder again and the items will no longer be committed
Use a Dispatch but enter negative quantities to reverse the flow of product
- They sent the goods back to be replaced because:
- They were faulty or not as specified, but the item code you used was correct
- They do not want them at this time, but want them at a later time (it could be goods or services that were “delivered”)
- You want to (and should!) retain the original dispatch record for audit and historical purposes
These items will be placed on backorder again, will be re-committed and all customer sales order reports will show that the goods still need to be delivered to the customer