Enter purchase returns

Sometimes you need to return stock items to a supplier that you don't want replaced and you should enter a purchase return for these.

Note: If you do want items replaced or repaired, record the return using the Record Stock Return to Supplier for Repair option in Stock Control > Enter Transactions > Issues > Return to Supplier.

Purchase returns can have one of three statuses: Live, On hold or Completed. A new purchase return is Live once you save the details. If the return has been fully despatched and the credit has been received and matched to the return, its status would be Completed. If it's put on hold for any reason, its status will be On hold.

You must create each purchase return from scratch.

What's in a purchase return?

A purchase return is similar to a purchase order in what it contains. Returns are created using supplier details and the goods and services supplied to you.

Information you need to enter for a return.

• The supplier account.

• The items or lines being returned.

  You can add the following types of lines:

  • Standard item: These are for your stock items.

  • Free text items: Use these for one-off items with a value, which aren't in your stock items.

  • Additional charges: These are used to add costs, such as delivery or insurance. You can add these as one-off charge or create a record for charges you use regularly.

    Add these to a return if additional charges were included on the order and they are to be refunded.

  • Comment lines: These simply add information. You can choose whether they're printed on your documents.

• For stock items, the warehouse where the stock is to be stored.
• For foreign suppliers, the exchange rate to be used.

Entering returns for foreign currency suppliers

When you are entering returns for foreign currency suppliers, the exchange rate set on the Currencies and exchange rates screen is displayed on the Return Details tab. This exchange rate is used to calculate the price of any items you add to the return, because prices are stored in base currency. You must check and change the exchange rate, if required, before adding items to the return, otherwise the default exchange rate will be used.

Note: The exchange rate used to post the credit note values to your nominal accounts is set when you print the credit note for the supplier.

When you add items to the return, the VAT is set on each line. This means you can use different VAT rates for different items. When you buy products and services from suppliers in other countries, the VAT rate needs to reflect this. Sage 200 will always use the VAT rate set on the supplier's account when the supplier's Country Code is set to anything other than GB. When the foreign currency supplier is selected on a return, the VAT Rate on the supplier account overrides the VAT rate on a stock item.

Amending purchase returns

What you can amend depends on how complete the order is. You can't amend a return if its status is Completed.

You can amend the supplier on a return, if you haven't yet added the items to the return. You can add items to the return as long as it is not completed. You can amend standard item lines on the return as long as the return isn't fully despatched or part credited. You can delete standard lines if they haven't been despatched or credited, in full or in part. You can amend free text item lines as long as they are not marked as fully credited.

Amending purchase return status

From time to time you may need to suspend a purchase return until a query is answered or a problem solved. You can put returns on and off hold or cancel a return.

You can't amend the status of a purchase return that is Completed.

What do you want to do?