Inventory Restaurants: Recording a Supplier Return

Overview

One of the core functions of the system is Stock Control. As such, it is important that the all Stock Movement is recorded correctly. The process of returning goods to the Suppliers is known as a ‘Supplier Return'.

This article describes the process of recording a Supplier Return. 
 

Creating a Supplier Return
 

• In the Stock Management tab, select All Options and then Supplier Return 

Fig.1 - Supplier Return Link

 
Supplier Return Page

This page displays any pending Supplier Transfers. If a Supplier Return was created and needs to be updated, it can be selected from this screen. 
 

 

Fig.2 - Pending Supplier Returns

In the 'Create Supplier Return' section, populate the following fields:
 

• Select the Site which the Supplier Return is relevant to 
• Select the Return Date
  • By default, the system shows the current date on the calendar as the effective date. If this is incorrect, amend accordingly 

If physical stock is being returned to the Supplier, it is very important that this is the correct date of assumed pick up as it will affect the Stock Period.

If the return is to claim for goods that were delivered and invoiced correctly, but were broken upon delivery and the Supplier took them away at that time, then choose the date of the delivery.

Please Note: The date cannot be in a past or closed stock period, as the system will not allow it to be approved. 
 

• Select the Supplier 
• Enter Comments if relevant, e.g. why the goods are being returned 

 

Fig.3 - Fields for Creating a New Supplier Return

Hover over the blue icon next to each field to view Tool Tips, which give a brief description of the purpose of each field.
 

Fig.4 - Tool Tips

 

• Populate the fields and select the Next >> icon

 

 

Fig.5 - Create Supplier Returns Filled In

 

 

Fig.6 - Next >> Button

Initial Entry Page
 

• Input the required Quantities and select the correct Order Size (pack size) 
• Select from the Reason drop-down menu 
• Select Next 

Please Note: Selecting Save will save the information entered on the current page, but the system will remain on the initial entry page.
 

Fig.7 - Initial Entry

 
Supplier Return Details Page

Fig.8 shows the Supplier Return that was created earlier.
 

 

Fig.8 - Pending Supplier Return

 

• Enter a Supplier Return reference in the Supplier Return Ref # field
• If required, the Return Date can also be changed 
• To search for an approved Supplier Return, go to the Stock Management tab > Approved tab > select ‘Delivery’ from the ‘Transaction Type’ drop-down box > Input a Date Range > Search

 

 

Fig.9 - Supplier Return Header

 

• Go to Appendix > Supplier Return Buttons
• If all the information in the Transaction details is correct, select Accept All Unchanged Lines 

The functionality of the three icons in the ‘Actions’ column is explained in the 'Editing a Supplier Return' section.
 

 

Fig.10 - Supplier Return Details

 Fig.11 shows the Supplier Return details.
 

• Select Approve

 

 

Fig.11 - Supplier Details After Approving All Lines

Fig.12 above shows the approved Supplier Return.

Once approved, the goods are removed from Stock.
 

Fig.12 - Approved Supplier Return

Editing a Supplier Return

A Supplier Return may require editing if an error has been made when creating the Return or if there is a dispute with the Supplier about the goods being returned.
 
Action Icons

There are three icons per line in the ‘Actions’ column of a pending Supplier Return:
 

• Tick - Confirms that the information on that line is correct
• Notepad - Allows the quantity and reason to be amended
• Cross - Rejects the line which means that a zero is automatically entered in the Quantity text box
• Back - If any of the icons above are selected, the Rollback icon will appear. Select the Rollback icon to revert to the original values 

 

 

Fig.13 - Action Icons

Editing a Line

It is possible to edit a line on a Supplier Return.
 

• Select the Notepad icon 
• Update the Quantities and Reason 
• Select Save or Approve 

 

Fig.14 - Editing a Line

Rejecting a Line

It is possible to reject lines on a pending Supplier Return.
 

• Select the Cross icon to reject the line
• Enter a Reason for Change
• Select Save or Approve 

Please Note: It is not possible to remove a line after it has been added to Supplier Return. Use this option to zero the quantity to ensure it has no effect on the calculation of Stock Holdings.
 

 

Fig.15 - Rejecting a Line

Adding a Line

It is possible to add lines to a pending Supplier Return.
 

• Select Add New Line
• Enter the name of the Product or the Buyer’s Code if known 

 

Fig.16 - Adding a New Line

 

• Select the Product to be added, enter the Quantity and Reason
• Select Save or Approve 

 

 

Fig.17 - New Line Added