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If you are creating a return for the first time, you MUST read Customising Return Settings to set up your system prior to creating the return. |
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If you decide to grant the return, there are two steps: firstly, issue a Return Authorization to the customer, and second, credit the customer's account once you receive the goods.
There are 2 ways to issue an RA, either through finding : Through the customer's original order OR creating a brand new return which is not linked to an order. Depending on your situation you would select the appropriate choice.
Step-by-step guide
Step 1 - Issuing Return Authorisation to Customer
1. Click on the menu arrow, and click on Sales
2. If you're returning through NEW RETURN follow this stepOn the sales screen, :
Enter the Sales module. Select the red NEW RETURN button in the top right corner locate the button New Return and click it
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If you're returning through a customer order follow this step:
Find Open the original sales order and open it up. At the bottom of the screen there will be a button called Create Return. Select this.Sales Order.
Select the red CREATE RETURN button at the bottom right of the screen.
There is a checkbox to automatically load the SO QTY into the return. If this is the case In most cases, you can check this and then click Create RA.
You have the opportunity to delete specific items you don’t want included in the return once the RA is created.
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3. The Return screen will open. The Customer drop down box located on the upper left of the screen is a mandatory field.
Select the customer that is requesting to return an item or items. Complete the other fields as required.
4. Depending on what option you selected on step 2,
If you created a BRAND NEW RETURN, open Product Search on the opposite screen. Return screen should be open on one side, and the Product Search Screen on the other.
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Search for the styles you wish to return, and then click and drag the relevant style or styles onto the Return Screen.
Enter the Quantity you wish to return in the white box underneath the relevant size.
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If you created a return through a customer sales order then all your details should appear automatically. You can adjust the qty and style details as you need.
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6. Click the Generate RA button (stands for Return Authorisation). This will will generate a Return Authorisation ID for the system, so there is a record of you granting this the return.
It will also produce a document that you can keep and/or give to the customer as a record of the transaction.
The customer can reference this number when the goods are returned, and you can enter this number into the system, view the return details and easily apply credit to the customer's account. See step below for more information.
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Step 2 - Crediting the Customer's account upon arrival of item(s)
Once you receive the items from the customer, you will want to generate a credit note for them.
1. Open the Sales screen
2. To search for a return, go to Type drop down, select Return and click search. This will retrieve all return authorisations. If you want to narrow the search, enter information in another search field such as Customer then click Search.
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4. Now that it is open, you will notice a tab called Credit Note click on that.
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5. You can then click Auto Fill with RA QTY to automatically pull the RA QTY
Otherwise if the qty is slightly different you can manually override the qty by clicking into it and entering the qty that you want.
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Alternatively, if every item needs to be auto-filled, select RA QTY and that should automatically populate the RA QTY.
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If you need to add an extra item on the credit note, you can click ADD EXTRA and fill in the price.
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7. The credit note should automatically appear which you can then save, print or email out to your customer.
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