Add goods and services returned (free text items)

Free text items are ones not already defined. Therefore you must enter all of the information for these yourself. The default nominal code and analysis codes are displayed. You can amend these if you have appropriate settings.

Negative item lines are often used to indicate a discount or to make it easier for businesses to process the offer or acceptance of part exchange goods.

You can only enter a negative unit price on a Full Order Free text item line. You enter a negative value in the Unit price:£ box. You cannot enter a discount amount or a discount percentage for items with a negative price. You also cannot enter Document Comments.

The Confirmation required prior to crediting list displays the Confirmation not required option. This confirms to the system that it is unnecessary to despatch any items for this item line.

Before you try to save the order, check that the Goods and VAT values on the order are not negative. If the total goods or total VAT values are negative the order will not save. If this is case, please check the following:

  • The VAT code for an order line may create a negative VAT value. You should check that the VAT codes used for each stock item match the negative value on the free text item line.

    For example, a 0-Exempt VAT code, may create a negative VAT value even though the unit price for the goods seems correct.

  • A discount has been applied to the goods line, reducing the net value so it does not bring the total of goods value above or equal to the negative item line.

If the total goods or total VAT value is still negative, you must amend your order lines by adding stock or additional charge lines, amending VAT codes or changing any item line discounts, until the goods total and VAT totals for the order are zero or a positive.

To add goods services returned (free text items)

Open: Sales Order Processing > Sales Returns > Enter New Sales Return | Return Details.

  1. Click Add items.
  2. Select Free text item.
  3. Item line description Enter descriptive text for the line.
    Quantity Enter the quantity for the return.
    Selling price unit Specify the selling price unit.
    Unit price

    Enter the unit price for the line.

    Note: 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 discount amount.
    Unit cost Enter the unit cost (in the currency of the return).

    Unit discount %

    Unit discount £

    Enter or amend the discount percentage or amount.

    To change the discounts you must have selected Override prices and discounts in the User permissions.
    VAT rate Accept or amend the displayed VAT rate.

    Confirmation required before Crediting

    Choose when returns for orders containing free text lines are printed.

    Select from the Confirmation required before Crediting drop-down list. You must have selected Override Confirmation method in the User permissions.

    The default confirmation method is set in the SOP settings Processing tab.
  4. Project analysis

    Select the Project Code and select the project item for Revenue postings from the Project analysis tab.

    Note: Project analysis only applies if you have integrated with project accounting. The projects you can choose from are the projects with Allow Revenue selected on their status.

    Nominal analysis

    This shows the default nominal account for Revenue.

    This is used to post the value of the stock. The nominal account is taken from the stock item record.

    If you have selected to Allow the amendment of - Nominal codes in the Invoice and Order Entry tab of SOP Settings, then check the nominal account displayed. Amend the code, if required.
  5. Analysis Codes.

    Click Analysis Codes to view or change the analysis codes.

    Note: To change an analysis code, you must have selected Allow amendment of - Analysis codes in the Invoice and Order Entry tab of SOP Settings.

    Select the required Values from the drop-down lists.

    To add a new value to this analysis code, click New value.

    Note: To add new value to an analysis code, you must have selected Add New on Entry when setting up analysis codes in Accounting System Manager.

  6. Click Save to add the item to the return.

    Note: The return cannot be saved by the system if the goods and the VAT values are negative. If this is the case, you must enter a negative unit price.

See also

Other tasks

Add goods and services returned (standard items)

Add additional charges to the sales return

Add comments to the sales return

Reference

Pricing (sales account)

Invoice and order user permissions

Processing options (SOP settings / Invoice and order settings)

Invoice and order entry (SOP settings / Invoice and order settings)

Maintain analysis codes

Set up Project Accounting to integrate with other modules

Using statuses with your projects