Confirm returned goods as despatched

Find this screen

Open: Purchase Orders > Processing > Confirm Despatch.

Open: Purchase Orders > Processing > Amend Despatch.

How to

Confirm despatch of goods

Open: Purchase Orders > Processing > Confirm Despatch.

Confirming goods as returned can be carried out by several people at the same time provided they are not recording goods for return to the same supplier.

  1. Select the supplier account.
  2. Enter the supplier's Reference.
  3. Accept or amend the displayed Date.
  4. Enter a Narrative (optional).
  5. To search for an item in the list, select Find and select View Return to display the return details.
  6. To filter the list to show outstanding items from a specific location, select the Warehouse (Despatching Warehouse).

  7. Select the items to confirm as despatched.

    • Enter the quantity returned (expressed in the buying unit for the item) as the Qty Despatched.
    • To despatch the item from a different location, select the Warehouse and Bin locations.
  8. To confirm despatch, click Save.

Amend goods despatched

There are a number of options you can use to search for the goods you are interested in. You can search by return number, supplier reference, internal reference or by supplier account.

Open: Purchase Orders > Processing > Amend Despatch.

  1. Search for the item you are interested in using the Select items to amend options.

  2. Select the item from the displayed list.

    Note: To view full details of the purchase return click View Return.

  3. Enter the revised amount in the Qty Despatched column, expressed in the buying unit for the item.

  4. Click Save.

Useful info

About confirming returned goods as despatched

You must record the despatch of goods to your supplier that have been recorded for a purchase return. You only confirm despatch of standard stock and miscellaneous type items. You don't confirm record despatch of free text items or service/labour items.

You can record goods as despatched when the purchase returns are on hold. These returns are displayed indicating their current status. You can also record goods as returned even if the supplier account is on hold. A warning is displayed but you can continue.

The goods to be despatched are matched to the purchase return and the quantity to be returned is recorded. To do this, select the supplier. The items recorded in the purchase return that are pending despatch are displayed for the supplier. The despatch quantity you enter may prompt warnings to be displayed. This will occur if:

  • The despatch quantity exceeds the outstanding quantity to be returned. This is not allowed and you must reduce the despatch quantity to complete the activity.

  • The despatch quantity will cause the stock level for the item to become negative.

Despatching returned goods using multiple locations

If you are using multiple locations, you can view items pending despatch for a supplier at all warehouses or for a specific warehouse.

Goods are usually despatched from the item location specified on the purchase return. However, this can be changed to another location used to store the item. A check between the location selected for despatch and that on the return is made when the despatch is saved. If a difference is found, a warning is displayed but you can continue.

Outcomes of recording returned goods as despatched

About amending goods despatched

You can amend goods despatched to change the quantity of goods previously recorded as despatched to your supplier. This is only possible provided a credit has not been recorded for the goods, as credited goods are not displayed for amendment.

The quantity can be either increased or decreased. However, an increase in quantity cannot exceed the outstanding amount pending despatch for the purchase return.

Amending goods returned results in:

  • A change in stock levels.

  • A movement history stored, provided your system is set to store this information.

See also

Process purchase returns