Return from supplier

Use this to record that an item has been returned from a supplier. This could be a repaired or replacement item. You only use this when you're getting an item back from a supplier. If the supplier is giving you a credit note or refund, create a Purchase Return for the item.

If the supplier is charging you for the repair, you'll need to record this separately.

Sending items for repair has two stages:

  1. Record the item as returned to the supplier.

    This moves item to a Returns warehouse. This is controlled by Sage 200, so you can't access it, but you can see which items have been moved there using the Stock Status Enquiry or Stock Status report. These items can't be written off, sold or transferred.

    Open: Stock Control > Enter Transactions > Issues > Return to Supplier

  2. Record the item as returned from supplier.

    You do this when you get the repaired item back or get a replacement. Here you move the item back to its original warehouse. You can only do this for items that have already been recorded as sent to this supplier for repair.

    Three transactions are created in the Stock History for the movement in and out of the Returns warehouse and back into its usual warehouse.

    Open: Stock Control > Enter Transactions > Returns > Return from Supplier

Note: This activity does not update the Nominal Ledger. Nominal postings are not generated as you own the goods and expect the supplier to replace those you intend to return.

To record the return of a repaired item

Open: Stock Control > Returns > Return from Supplier.

  1. Select the Stock item.

  2. Enter the details on the following tabs:

    1. If you are using more than one location to store your stock, select the location you want to return the stock item to using the list.
    2. Select the supplier the item has been returned from, using the Code drop-down list.
    3. Enter the Quantity of stock returned from the supplier (up to five decimal places).
    4. Accept or amend the movement Date.
    5. Enter References for the movement (optional).

    1. If required, select the Value for the relevant Analysis codes from the drop-down lists.

      Click New value to add a value to this analysis code.

      Note: You must have selected Add New on entry when setting up analysis codes in Accounting System Manager.

    2. Enter text into the Memo box to apply supplementary information about the transaction (optional).

    Use this tab to enquire on warehouse stocking levels.

    1. Select the warehouse you want to enquire on using the list. The stocking levels are displayed.
    2. Click Save or Proceed for batch/serial numbered items.

  3. Record returned batch/serial numbered items, if applicable.

    1. Select the returned batch/serial numbered items by clicking the check box to the left of an item.
    2. Batch only: Enter the returned batch quantity in the New Quantity column, expressed in the item's selling unit.

      3. During this activity other processes can access and secure the displayed batch/serial numbered items. When this occurs the numbered item is displayed red. You will need to select another numbered item from the displayed list.

    3. Click OK.
    Tip:

    When dealing with batch/serial numbered items you can also use:

    • Auto select: The system selects the items for you starting with the first item and continues in 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 details of Receipts or Allocations, such as the item's supplier, goods received details, or allocation details.
    • Refresh: To update the status availability of displayed items when items have been secured by other Sage 200 processes.
    • Attributes: View attributes for the traceable item that have been set on the item's product group.

To record sending the item to the supplier for repair

Open: Stock Control > Issues > Return to Supplier.

  1. Select the Stock item.

  2. Enter the details in the following tabs:

    1. If you are using more than one location to store your stock, select the location where the stock is stored using the Warehouse drop-down list.
    2. Select the supplier to return the item to, using the Code drop-down list.
    3. Enter the Quantity of stock to be issued (up to five decimal places).
    4. Accept or amend the movement Date.
    5. Enter References for the movement (optional).

    1. If required, select the Value for the relevant Analysis codes from the drop-down lists.

      Click New value to add a value to this analysis code.

      Note: You must have selected Add New on entry when setting up analysis codes in Accounting System Manager.

    2. Enter text into the Memo box if you want to supply supplementary information about the transaction (optional).

    Use this tab to enquire on warehouse stocking levels.

    1. Select the warehouse you want to enquire on using the drop-down list. The stocking levels are displayed.
    2. Click Save or Proceed for batch/serial numbered items.

  3. Record batch/serial numbered items to be returned, if applicable.

    1. Select the batch/serial numbered items to be returned by selecting the check box to the left of each item.
    2. Batch only: in the New Quantity column enter the amount to be returned expressed in the item's stock unit.
    3. Click OK to save the information.
    Tip:

    When dealing with batch/serial numbered items you can also use:

    • Auto select: The system selects the items for you starting with the first item and continues in 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 details of Receipts or Allocations, such as the item's supplier, goods received details, or allocation details.
    • Refresh: To update the status availability of displayed items when items have been secured by other Sage 200 processes.
    • Attributes: View attributes for the traceable item that have been set on the item's product group.
See also

Reference

Maintain analysis codes

Maintain analysis codes (Stock Control)

Getting started with traceability