Create, amend or view a sales return

Find this screen

Open: Sales Orders > Returns > New Sales Return

Open: Sales Orders > Returns > Amend Sales Return

Open: Sales Orders > Enquiries > View Sales Return

How to

Create a new sales return

Creating a sales return is similar to entering a sales order.

You can create a new sales return from scratch, or create a return based on a sales order. To create a return from an order, see Copy a sales return from an order.

Open: Sales Orders > Returns > New Sales Return

1. Select the customer:

   • You can't select a customer who is currently on hold, as the return can't be processed.

   Note: If customer alerts have been set up for this customer account and document type, they'll be displayed before you continue. To view the alert messages again, select the View Alerts button next to the customer account. See Customer alerts.

2. Enter the Return Details.

   • Document date: Amend the return date, if necessary.

   • Return priority: Enter the priority code, where A has the highest priority and Z the lowest.

     The priority code is used to display returns by their priority, so you can see which returns are most urgent.

     The priority is taken from the customer account Trading tab and can be changed here.

   • Return taken by: This shows the person who has taken the return and is responsible for it.

     The return taker name is automatically filled in with your user name, if you have chosen to Use the user's logon name as the document taker in the Invoice and Order Settings - Invoice and Order Entry tab (in the Sage 200 desktop).

   • Customer order number: This can be a reference that the customer gives you, such as their name, or their own order number.

3. Enter more details about the return on the following tabs:

   • Return Details.

     Use this to add goods, services, additional charges or comments to the return.

     You can also view the total value of the return, and view and change the exchange rate (if applicable).

     See Enter the sales return details.

   • Return from Address.

     Select the return from address and enter contact details.

     These are taken from the customer's account, but you can change these details for each return.

     See Enter the sales return address details.

   • Credit Details.

     Enter the VAT details, early settlement discounts and return discounts.

     These are taken from the customer's account, but you can change these details for each return.

     See Enter the credit details (sales return).

   • Analysis Codes.

     Use this to enter analysis codes for the whole return.

     Tip: To apply analysis codes for individual lines in the return, select the Return Details tab, then select More actions > Analysis Codes on the item line.

     See Enter analysis codes (sales return).

   • Memo.

     Use this to enter comments about the return, such as reminders about issues that should be taken into consideration.

     See Enter memos (sales return).

4. Once you've finished entering the details, select Save.

5. You will be asked to confirm the return whenever you save the return.

   • Enter the Customer order number, if you haven't already entered this in the return details.

     This can be a reference that the customer gives you, such as their name, or their own order number.

   • Select Save to confirm the return.

   See Confirm the sales return.

Copy a sales return from an order

You can create a new return by copying an existing order, and then amending the new return as required.

• The new return will not copy the original order number, payment details, user name, and dates.

• All stock item types are copied: stock items, free text items, additional charges, comments.

  • If the order contains Inactive stock items, these items are not copied.

  • If the order contains stock items that are set to be fulfilled from the supplier (From Supplier Via Stock), these items are returned to stock as normal.

  • If the order contains stock items that are set to be fulfilled Direct to customer, these items are not copied to the return.

• You can choose to copy prices and discounts. All discounts are copied, including unit discounts, order discounts and settlement discounts.

  If you copy the prices and discounts, the items retain their original selling price, so the customer will receive a credit for the same amount as the order.

• The exchange rate is copied if the return used a foreign currency.

Note: To copy a sales return from an order, you must have access to amend a return.

Open: Sales Orders > Returns > New Sales Return

1. Select Create Return from Order.

2. Select the customer account that you want to create the new return for.

   Note: You can't select a customer that is on hold.

3. To copy all prices and discounts from the order, select Copy sales order prices and discounts.

   Don't select this if you want to use prices and discounts from the Price Book.

   Note: You can't select this if the new customer uses a different currency to the customer on the original order.

4. Select the order that you want to copy.

5. Select Copy to copy the order details to the new return.

   Continue to amend the new return as required.

Amend a sales return

You can amend your sales returns depending on the Order status / Document status of the return, and your User Permissions (in the Sage 200 desktop).

• You can amend Live sales returns.

• You can't amend sales returns that are Completed.

To amend a sales return:

Open: Sales Orders > Returns > Amend Sales Return

Tip: You can also find and amend a sales return from the Sales Order List.

1. To select the return:

   • If you know the return number, enter or select the Return number.

   • To view a list of your returns that you can search and filter, select Find Return.

     Tips for using the list

     • Search for items by typing in the box at the top of a column.

     • Use filters to show items that contain particular text or a range of values.

       • To filter a column, select the filter button in the column heading, or select the filter button from the menu in the column header.
       • If you want to filter by a date, use the filter button from the menu in the column header.
     • Sort the list by selecting the column heading. Select the heading once to sort in ascending order, and select it again to sort in descending order.

   Note: If customer alerts have been set up for this customer account and document type, they'll be displayed before you continue. To view the alert messages again, select the View Alerts button next to the customer account. See Customer alerts.

2. Amend the return details as required.

   Amend account or return detail

   • You can amend the return dates, the return priority, and the customer order number.

   • You can't amend the Customer account.

   • You can't amend the Return number for the return. You can just select a different return.

   • You can't amend the Return status here. If you want to cancel the return or put it on hold, use Amend Sales Return Status. See Amend sales return status (on hold).

   Amend return items

   • You can add, amend and delete items on the return.

   • You can change the quantity of an item that has been part received or credited, as long as it's not less than the quantity that was received or credited.

   • You can't amend items that have been fully received and part credited, or items that have been fully credited.

   • You can't delete items that have been part or fully received, or part or fully credited.

   Amend exchange rate

   You might need to update the exchange rate for a foreign currency customer if the rate has changed since the return was created.

   If you amend the exchange rate, you are prompted to recalculate costs and prices. You can keep the existing prices, or recalculate them using prices specified in the Price Book.

3. Once you've finished amending the return, you can save and confirm the return.

   You'll be asked to confirm the return whenever you Save an amended return.

   See Confirm the sales return.

Cancel a sales return

You can only cancel returns that have not been completed or fully received.

When you cancel a return, this will cancel all items that have not yet been received.

To cancel a sales return, amend the return using Amend Sales Return, then select Cancel Return.

See Cancel a sales return.

View a sales return

To view a sales return:

Open: Sales Orders > Enquiries > View Sales Return

Tip: You can also find and view sales returns from the Sales Order List.

1. To select the return:

   • If you know the return number, enter or select the Return number.

   • To view a list of your returns that you can search and filter, select Find Return.

     Tips for using the list

     • Search for items by typing in the box at the top of a column.

     • Use filters to show items that contain particular text or a range of values.

       • To filter a column, select the filter button in the column heading, or select the filter button from the menu in the column header.
       • If you want to filter by a date, use the filter button from the menu in the column header.
     • Sort the list by selecting the column heading. Select the heading once to sort in ascending order, and select it again to sort in descending order.

   Note: If customer alerts have been set up for this customer account and document type, they'll be displayed before you continue. To view the alert messages again, select the View Alerts button next to the customer account. See Customer alerts.

2. You can view the additional information related to the return.

   • Use the tabs to view details about the return.

   • To view details about items in the return, go to the Return Details tab and select More actions for the item. You can select:

     • More details: View details about the item, such as prices, costs and discounts, and nominal code.

     • Analysis codes: View analysis codes selected for the item.

     • Credit notes: View credit notes that are linked to the item (only for standard item, free text item, additional charge). This does not show credit notes that have been cancelled.

     • Deliveries: View deliveries for the item (only for standard item, free text item).

View credit notes for a return

Open: Sales Orders > Returns > Amend Sales Return

Open: Sales Orders > Enquiries > View Sales Return

• To view all credit notes that are linked to the sales order:

  • Select the Credit Notes tab.

    You can check the credit note number, date, and value.

    This does not show credit notes that have been cancelled.

• To view credit notes linked to an item in the return, go to the Return Details tab, then select More actions > Credit notes for the item.

View deliveries for a return

• To view deliveries that are linked to the sales return:

  • Select the Deliveries tab.

    A summary of the delivery history is displayed for the return.

    • Select Delivered items in the Items column to view more details about the items in the delivery.

• To view deliveries of an item in the return, go to the Return Details tab, then select More actions > Deliveries.

View cancelled return lines

Cancelled return lines are recorded when you delete an item or reduce the quantity of an item in a return.

You can view return lines that are linked to the sales return:

Open: Sales Orders > Returns > Amend Sales Return

Open: Sales Orders > Enquiries > View Sales Return

• Select the Cancelled Return Lines tab.

  You can see the details of the cancelled items for this return, including the name of the person who cancelled the item, and the quantity cancelled.