Confirm despatch of returned goods
This activity records the despatch of goods to your supplier that have been recorded for a purchase return. This activity is only applicable Stock or Miscellaneous type items. You cannot record services/labour or free text items as despatched.
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.
The warning may vary depending on whether the item is set to allow negative stock levels. If the item is set to allow negative stock, you can continue to complete the activity. If the item is not set to allow negative stock levels, you must reduce the despatch quantity accordingly. Batch/serial numbered items do not allow negative stock in this instance, regardless of the negative stock level setting.
If you want to display the quantity of goods already despatched, select Display outstanding order quantities during goods received entry from the Document Numbering tab of the POP settings.
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.
If you are dealing with a batch/serial numbered item, you must specify which items have been returned. If the batch/serial number has been recorded for an item, you can select the batch/serial number to be returned. If not, the item is selected from those marked unassigned.
It is possible that a batch/serial numbered item that is displayed as available during the activity can be allocated or issued by other Sage 200 processes. As you select items, the system checks if this has occurred, and if so, the item is displayed in red. In this case, you will need to select another numbered item from the displayed list.
- A Goods Received Note (GRN The Goods Received Note (GRN) number is assigned to a record when goods or services are confirmed as received. It is also applied to a record when goods are returned to a supplier during the Confirmed Goods Returned activity.) number is assigned to all items that have been confirmed as returned.
- A decrease in the stock level for each item returned.
- The return line is updated to indicate the item has been returned.
- A stored movement history, provided your system is set to store this information.
To record goods as despatched
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.
Open: Purchase Order Processing > Order Processing > Goods Received/Despatched > Confirm Goods Despatched.
- Select the supplier account.
- Enter the supplier's Reference.
- Accept or amend the displayed Date.
- Enter a Narrative (optional).
- To search for an item in the list, select Find and select View Return to display the return details.
- To filter the list to show outstanding items from a specific location, select the Warehouse (Despatching Warehouse).
-
Select the items to confirm as despatched.
-
Enter the quantity returned (expressed in the buying unit for the item) as the Qty Despatched.
Note: The quantity will be modified if it is not an allowed amount (according to the unit's precision setting).
- To despatch the item from a different location, select the Warehouse and Bin locations.
-
- Batch/serial numbered item: select the batch/serial numbers to be returned from those displayed for the item and then click OK. Click Amend Batch/Serial to display the batch/serial numbered items which can then be amended.
- Auto Select: The system selects the items for you starting with the first item then continuing using the order in which they are displayed until the required quantity is satisfied.
- Find: To search for batch/serial numbered items.
- Show details: To view further information such as the item's supplier and goods in details.
- Refresh: To update the status availability of displayed items when items have been secured by other Sage 200 processes.
- To confirm despatch, click Save.
When dealing with batch/serial numbered items you can also use: