Supplier Return Note

SUPPLIER RETURN NOTE

Feature Overview

is a type of Document used by businesses to record the return of goods to suppliers for reasons such as defects, incorrect deliveries, surplus quantities, failure to meet required quality standards, or other agreements.

Returning goods to suppliers is an unplanned occurrence; however, to ensure the quality of goods delivered to consumers, the store must still perform this operation and process return data with the highest level of accuracy. However, this process always carries a high risk of loss; therefore, it is essential to implement a strict and optimized goods management procedure.

Navigation path to the feature:

INVENTORY -> SUPPLIER RETURN NOTE.

Figure 1: Supplier Return Note list screen.

Step 1: Overview of data fields on the screen

Where the search information is “Filter”

1. Search by Document number.
2. Order creation date: From date -> To date
3. Order Status:
   1. Save Draft: Document information is only saved as a draft; inventory data has not yet been issued.
   2. Approve: Inventory data has been 'Approved' and processed for issuance. Goods are returned to the supplier.

Information on the data columns in the document list screen:

1. No.: Automatically incremented serial number.
2. Document Code: The document code will be automatically generated according to the configuration set in the document numbering rules.
3. Supplier Code: Information is retrieved from the supplier details and is a mandatory field.
4. Supplier Name: Information is retrieved from the supplier details and is a mandatory entry.
5. Document Date: The date the Document is created.
6. Warehouse Dispatch Date: The date the goods are dispatched from the warehouse.
7. Warehouse-Branch: The warehouse from which goods are returned to the supplier.
8. Total Goods Amount: Total goods amount excluding tax.
9. Total Goods Amount (VAT): Total goods amount including tax. 
10. Order Status: 2 statuses
    1. Save Draft.
    2. Approve Order.
11. Warehouse Status: 2 statuses
    1. Not yet dispatched from warehouse.
    2. Dispatched from warehouse.
12. Note: Details of the return note information
13. Action: View/Edit/Delete.

1. View: Loads the document detail popup; all information is disabled.
2. Edit: Permitted for 'Save Draft' documents; editing is not allowed for 'Approved' documents.
3. Delete: Permitted for 'Save Draft' documents; deletion is not allowed for 'Approved' documents.

14. Creator: User login performing the document creation.
15. Note: Add supplementary information for the order.

Functions outside the Document screen:

Create new: Declare a new supplier return Document.

Approve: Approve the Document -> Goods will be issued from the designated warehouse, and inventory will be reduced.

Print: Print the supplier return Document; multiple Documents can be viewed simultaneously.

Export to Excel: Export the list of supplier return Documents (raw data).

Step 2: Overview of data fields on the new Document creation screen

1. Supplier information: mandatory field
2. Address: Data will be retrieved based on supplier information.
3. Address 2: Data will be retrieved based on supplier information.
4. Contact Phone Number: Data will be retrieved based on supplier information.
5. Mobile: Data will be retrieved based on supplier information.
6. Document Date: The date the document is created. 
7. Expiration Date: The delivery deadline, which is the period for delivery as agreed between the purchaser and the supplier.
8. Note: Information related to the Document.
9. Purchasing staff: The employee responsible for communication with the supplier.
10. Delivery note number: The delivery note number between the buyer and the supplier.
11. VAT (Use VAT on order): When selecting tax by order, all products will be taxed collectively based on the selected tax type.
12. Document creator: The user who logs into the system to create the return note.
13. Document creation time: The time the return note is created.
14. Document Type: Supplier Return Note
15. Order Status: There are 3 order statuses.
    1. Create New: Initiated when a new document entry is created.
    2. Save Draft: Action performed when the Enduser selects “Save” in the system during note creation.
    3. Approve: Indicates that the goods on the order have been dispatched from the warehouse and inventory has been reduced.

1. Detailed Information: “Goods Information”
   1. No.: Sequential number, automatically increments with each item line.
   2. Item Code: SKU (Stock Keeping Unit) is a unique identifier for each item or item line in the warehouse, enabling more effective inventory management.
   3. Item Name: Displays the name of the item.
   4. Original Document Quantity: Retrieves the quantity from the original Document, generated from the purchase order transaction.
   5. Stock Quantity: The system displays the current inventory quantity for the relevant branch.
   6. Return Quantity: The quantity to be returned to the supplier.
   7. Unit of Measure: Displays the storage unit of the item as defined in the Goods & Materials section.
   8. Unit Price: Displays the unit price of the item upon warehouse receipt.
   9. Amount: Displays the total value of goods before tax and expenses = (Unit of Measure * Unit Price).
   10. VAT Amount: displays the total value of goods before tax and costs, plus tax.
   11. Batch Number: The Batch Number (Batch Number/Lot Number) is an identifier assigned to a specific batch of goods during production, warehousing, or distribution. This code enables traceability, inventory management, and product quality control.
   12. Expiration Date: The Expiration Date (EXP) is the final date on which the product is guaranteed to maintain its quality, efficacy, and safety for use. After this date, the manufacturer is no longer responsible for the product's quality.

Thus, we have completed the operational instructions for the Supplier Return Note. Thank you for reading the guide from Team Ordersys. We look forward to seeing you in future instructional materials.