Add goods and services to the sales return (free text items)

Add free text items

Open: Sales Order Processing > Sales Returns > New Sales Return

Open: Sales Order Processing > Sales Returns > Amend Sales Return

Go to the Return Details tab.
Add a line to the return and select Free text as the Type.

Note: If you can't select a free text item, that's because it hasn't been set as allowed on the Invoice and Order Entry tab in SOP settings (in the Sage 200 desktop).
Enter a Description for the item.
Enter the basic details, such as the quantity and unit price.
To enter more details for the free text item, select More actions > More details.

Free text item

Enter a Item description for the free text item.

Items values

Quantity: Enter the quantity of the item for the return.

Note: The quantity will be modified if it is not an allowed amount (according to the unit's precision setting).
Selling price unit: The units that the item is sold by, such as a box, crate or bottle.

Specify the Selling price unit for the free text item.
Unit price: Enter the Unit price for the free text item.

You can enter a negative unit selling price here if you require. If you enter a negative value, you cannot enter a Unit discount percentage or a Unit discount value.

Note: You cannot save the return if either the Gross total value or VAT total value are negative. If you can't save the return, you must amend the items on the return until the Gross goods and VAT totals are zero or positive.
Unit Cost: Enter the Unit cost (in the currency of the return) for the free text item. This is used to calculate the profit level for the item.
Unit discount %, Unit discount: Enter or amend the discounts for the item.

Note: To change the discounts, you must have Override prices and discounts on invoices and order lines set in your User Permissions (in the Sage 200 desktop).

The unit discount can be applied from the customer account (set by the Line discount in the customer account Pricing tab).

For information on how prices and discounts are calculated for the item and customer account, see Discount options.

Item totals

The appropriate VAT rate for the customer is displayed.

Check and amend the displayed VAT rate if required.

For foreign currency customers (where the customer's Country Code is set to a foreign country), Sage 200 will default to using the VAT rate set on the customer's account, and this will override the default VAT rate of stock item.

Confirmation required before crediting

Use Confirmation required before crediting to choose when returns containing free text items are included on credit notes.

If you want to confirm receipt of free text items at the same time as confirming stock items as received, select Confirm with Goods Despatched/Received.

This means these item lines must be recorded as received using Confirm Goods Received (SOP) in the Sage 200 desktop, before the credit note can be printed.

Using this prevents credit notes being sent to customers before the services are received.
If you want to confirm receipt of free text items separately to stock items, select Confirm as Service/Free Text.

This means these item lines must be recorded as received using Confirm Service/Free Text Items for Credit (SOP) in the Sage 200 desktop.

You will still use Confirm Goods Received for standard stock items.
If you want to be able to credit free text items straight away, select Confirmation not required.

Note: You can only change this receipt setting for items if you have Override default confirmation method on order lines set in your User Permissions (in the Sage 200 desktop).

The default confirmation method is set in the SOP settings - Processing tab (in the Sage 200 desktop).

Note: You don't confirm receipt of free text items with a negative unit price. The Confirmation required before crediting option for the item will show Confirmation not required.

Nominal code

This is the Revenue nominal account used to post the value of the item.

The default nominal account is taken from the customer account.

Check the Revenue nominal account displayed, and select a different account if required.

Note: You can only amend the nominal account if you have selected to Allow amendment of - Nominal codes in the Invoice and Order Entry tab of SOP settings in the Sage 200 desktop.

Useful info

About free text items

Free text items are items that are not set up as individual stock items, and are not Invoice and order items. You can use free text items for anything that requires a value on the return.

Enter a negative price

Negative price return lines are often used to process a discount or the part exchange of goods.

You can only enter a negative Unit price on a Free text item line for a sales order or sales return. You can't enter negative price items for quotations.

If you enter a negative Unit price for an item, you won't be able to enter a discount amount or percentage.

Check that the Gross goods total and VAT total for the return are not negative, as you will not be able to save the return. If you can't save the return, you must amend the items on the return until the Gross goods and VAT totals are zero or positive. For example, you may need to add items to the return, or adjust the VAT rates or discounts on items.

You don't confirm receipt of items with a negative unit price. The Confirmation required before crediting option for the item will show Confirmation not required.