Accounts Receivable > Sales Returns > Create Sales Return > Create Sales Return without Invoice #

The Line Items page allows you to enter and review the line items entered for this sales return transaction.

Note: You cannot use this function to record the return of serialized, lot-controlled and/or kit inventory items; rather, use the Create Sales Return with Invoice # function for that purpose.

To enter line items and other relevant information in the Line Items tab of the Create Sales Return without Invoice # function, perform the following steps:

1.Select any of the options available on how to enter line items in the Line Items grid:

oEnter line items one line at a time

a. Activate a new line in the Line Items grid by clicking the Append row to end button.

b. Enter the inventory item number in the Item # field. You may also click the Lookup button to show the Key Search window where you can select the inventory item. Once a valid item # is entered in this field, the item's related information are displayed in the corresponding fields in the grid. The Key Search window will only display the inventory items that are stored in the warehouse indicated in the Information page.

c. For subsequent line item entries, you may click the Append row to end button to activate a line in the grid or click the Insert row before current button to insert a blank line above the currently selected line item.

To delete a line item in the grid, select the line item that you want to delete; then, click the Delete button in the grid toolbar. .

oUse barcode scanner

If you have the Inventory Control module, have activated the Use Barcode Scanner feature in IC Module Setup, you can use a barcode scanner to enter line items. A Barcode field is displayed in the Line Items page and you can scan the SKU or UPC barcode IDs to enter line items in the grid. If the Update Same Line Item for Barcode Scanning checkbox is marked in IC Module Setup, scanning the same barcode ID multiple times updates the same line item record in the grid; otherwise, a new line item record is added in the grid each time the same barcode ID is scanned.

oUse Paste from Excel

You may paste line items to the grid from a Microsoft Excel spreadsheet or from any import source that is copied to the Windows clipboard. To use this feature, right-click anywhere on the Line Items grid to display a pop-up menu; then, select the option, "Paste from Excel." The line items data to be copied must be arranged in the same order as the columns in the Line Items grid to which you want to paste the data, must include all columns even if these are blanks, and must not include a header row.

Notes:

•If you enter an inventory item that does not have an inventory item record, the system will display a message box asking you whether the item is a non-stock item. Click the Yes button to confirm; otherwise, select the No button.

•You can change the default warehouse for inventory line items that you want to subsequently add in the grid by amending the value in the Warehouse field in the Information tab.

•The Item # field is replaced with Customer Item # field label if the Use Customer Item # option is activated in the customer record. Customer Inventory items are set up in the Customer Inventory Maintenance function.

2.In the Bin field, review and accept or amend the default bin code. The bin entered in this field is where you want the returned items to be physically stored. Alternatively, you may click the List box button to select a bin from. The default bin is the bin set up as a receiving bin and assigned with the lowest sequence number based on the sequence of bins defined in the Bins grid in the Warehouse record. In the event that you want the item returned to be stored to several bins, this field will be inaccessible and will display "Multiple."

3.In the Return Quantity field, enter the number of shipped units of the line item(s) for which you will record the return. You must enter a negative value in this field. If you are recording the return of multiple units to be stored in several bins, click the Show () button beside the Item # field to display the item Details nested tab. In the Bins tab, specify in the Return Quantity field the number of units to be returned and stored to each bin.

4.Review or amend the values in the following fields:

oDescription

This field is editable if the Allow Overwrite Description option is activated in the inventory item record. This field displays the description of the line item and the default description comes from the inventory item record. Accept or amend the default item description displayed in this field. If you entered a non-stock item, you must enter the non-stock item's description in this field.

oSpecification

If you have the Inventory Specification module activated and the inventory item you entered has specifications set up, the Specification field is enabled. The Specification field automatically displays the item's specifications listing where you can select the specification code that you want to use in this invoice. You must enter a specification code in this field to successfully save the invoice. For information on how to set up item specifications, refer to the Set Up Item Specifications section.

oWarehouse

This field displays the warehouse to where the returned line item will be stored. The default value comes from the Warehouse field in the Information page. You may accept or amend the default warehouse by entering another warehouse code in this field.

oSerial/Kit/Lot #

This field is enabled only if the item selected is a serialized item, lot-controlled item or prebuilt kit item set to use kit #. The selected item's corresponding serial, kit or lot number is displayed in this field.

oU of M

Accept or amend the default item unit of measurement displayed in this field. The default value comes from the item's Inventory Maintenance record.

oUnit Cost

If the item is a stock item, this field shows the average per unit cost of the item in the warehouse selected. The average cost is taken from the inventory record. If the item is a non-stock item, enter the item's unit cost in this field.

Note: If the inventory item you entered is a non-stock item and the Check Unit Cost checkbox is marked in the AR Module Setup function, the unit cost for non-stock line items will be verified when you try to add another line item or when you try to save the transaction. If the unit cost is zero, a message box will be displayed that the unit cost for the non-stock item is zero and asks if you want to continue.

oUnit Price

This field shows the price of one unit of the inventory item. A unit of an inventory item could be single or a six-pack, etc. You can modify the price if the Allow Overwrite Price option is activated in the inventory item record, or if the line item is a non-stock item. If you enter a price that is less than the average per unit cost, the system will display a warning message informing you of such. In that case, you may amend the value you entered or continue creating the invoice with the new unit price.

Note: Both the Unit Cost and Unit Price fields will display currency codes if you are creating a sales return to a foreign customer. The unit cost is denominated in home currency while the unit price is in foreign currency.

oDiscount %

This field displays the discount percentage rate applied to one unit of the inventory item. The default discount rate comes from the Discount % field in the customer record. For non-stock items, the default rate is always the rate from the Discount field in the Information page of the Sales Return without Invoice # function. For non-discountable special priced items, the default rate is zero (0).

You can modify the discount percentage if the line item is a non-stock item or if the Allow Overwrite Discount option is activated in the inventory item record.

oDiscount

This field displays the discount amount based on the discount rate applied to one unit of the inventory item. Once a valid discount rate is entered in the Discount % field, AccountMate automatically calculates the discount amount by multiplying the discount percentage rate by the line item's extended price.

oTaxable

This option box shows whether the line item is taxable or not. A checkmark signifies that the line item is taxable. The default value comes from the Settings Page of the item's inventory maintenance record. You can overwrite the default value if the Allow Overwrite Tax Status option is enabled in the inventory record.

oTax Code

This field is enabled only if the Taxable checkbox is marked. Accept or amend the sales tax code in this field. The default value comes from the Tax code field in the Payment/Bill/Ship page or from the customer's maintenance record.

oTax Units

This field is enabled only if the line item's Tax Code is assigned at least one Tax Entity that uses the Fixed Amount per Unit option as its Tax Basis. Accept or amend the value displayed in this field.

oTax Amount

This read-only field displays the tax amount based on the settings of the tax code entered in the Tax Code field for the line item.

oWeight

This field displays the item’s shipping weight that AccountMate will apply to the default freight charge. The total freight charge is the sum of the extended weights of the line items on the sales return. The default weight is from the inventory item record. You can overwrite the value in this field if the Allow Overwrite Weight option has been activated in the Settings page of the item's inventory maintenance record. On the other hand, you may leave this field blank if you apply freight charges based on something other than weight.

oRevenue Code

This field displays the revenue code that defines the GL Account IDs to which sales revenue, sales returns, discounts and cost of goods sold values will be recorded. The default revenue code is from the customer, inventory item or salesperson record, depending on your choice in the Track Revenue By area in the General Information page of the SO Module Setup or AR Module Setup function. You can set a different revenue code for each line item, if you have the access right and the Allow Overwrite Revenue Code option has been activated in the Settings page of the item's inventory maintenance record. Accept or amend the default revenue code displayed in this field.

oCommission

This field is enabled if you have set to track commissionable sales based on inventory in the General Information page of the SO Module Setup or AR Module Setup. This field displays the commission code that determines the level of commission that will be credited to the salesperson. The default value is from the Commission field in the inventory item record. You can change the value in this field if the line item is a non-stock item or if you have activated the Allow Overwrite Commission option in the Settings page of the item's inventory maintenance record.

5.In the Freight field, accept or amend the default freight charges for the sales return. You can overwrite the freight value by manually entering the freight charge in the Overwrite Freight field.

6.In the Adjustment field, you may enter an adjustment amount for the sales return. The system adds the amount entered in this field to the after tax total invoice amount.

Line Items Page

Line Items Page

See Also