Creating a Return
- Leon Lu
Important
If creating a return for the first time, you MUST read Customising Return Settings to set up your system prior to creating the return.
Customers may not always be satisfied with the products that they receive. For example, they may be faulty, the incorrect color or the wrong size. Depending on your return policy, you choose whether to allow the items to be returned.
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.
Step-by-step guide
Step 1 - Issuing Return Authorisation to Customer
1. Click on the menu arrow, and click on Sales
2. On the sales screen, in the top right corner locate the button New Return and click it
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. Open Product Search on the opposite screen. Return screen should be open on one side, and the Product Search Screen on the other.
5. Search for the styles you wish to return, and then click and drag the relevant style or styles onto the Return Screen.
6. Enter the Quantity you wish to return in the white box underneath the relevant size.
7. Fill in the following fields. Including the location for the customer to return the item(s), the warehouse it will be returned to, the reason and sub-reason for the return and any comments. All the drop down lists are configurable in Settings, refer to Customising Return Settings for more details.
Drag as many items onto the return as you wish, when you're ready, proceed to step 8.
8. 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 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.
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.
3. Once you locate the relevant Return, click the + button to open it.
4. Now that it is open, you will notice the Generate Credit Note button at the bottom of the screen, click on it, and a credit note will be generated.
Automatically, as a result of the credit note being generated, the credit amount will be available for the customer in the Accounts screen, specifically the Receive Payments screen. When making a payment against an invoice, the customer can choose to utilise that credit in the transaction or leave it for a later time.
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