Returns @ L.V. Expertise X3

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

The presentation of the entry screen depends on the setup of the selected transaction.

If a single transaction is set up, there is no option to select when entering the function. When multiple transactions are set up, a window displays the list of available transactions. The selection can also be limited by access code. Depending on the chosen transaction, the manual entry of a supplier return is performed on a screen composed of a header and a section where you enter the products to return.

Entry screen

Presentation

Return lines can be:

Created from a receipt.
Automatically initialized from the receipt lines selected in the selection window. Manually entered. In this case, you need to manually specify the relevant receipt and line numbers.

Direct
In this case, you need to manually enter the required information.

Stock data

When creating a return line, you can use the stock information set up against the entry transaction to specify the characteristics of the product to issue, if they are known and unique (e.g. a single lot number). Once the line has been entered and the stock has been determined by the system, you can no longer access the stock information for the return line. To modify the stock lines to be issued, use the Stock issues action available on the return line.

The stock is determined when all the characteristics identifying the stock line have been entered on the return line. If an ambiguity exists or if a stock characteristic is missing, then the stock is not determined and the stock detail window opens automatically at the end of the line.

When the product to be returned does not have specific stock characteristics except units and status, the detailed allocation algorithm (based on the business allocation rule and restricted by the issue rule) is systematically triggered at the end of the line to determine the stock to be issued according to the unit and status. If the status is entered on the return line, it is used as an exclusive filter. If no stock line is found in this status, the detail window automatically opens to let the user determine the stock to be issued.

When there are multiple pieces of information for a single characteristic (for example several lots or serial numbers), you should not enter anything when creating a return line, but rather via the Stock issues detail window, which automatically opens once line entry is complete, or which is available from the Actions icon on the delivery line. If a stock characteristic is entered on the return line, it will be used as an exclusive filter in the stock issue detail screen (this is the case for the status, license plate number, lot numbers and serial numbers).

Depending on the return transaction used, different operating modes are possible. A movement code can be associated with the return transactions on the condition that a specific movement code has been defined for the transactions of type Receipt return at the level of the stock issue rules for the product category. A specific transaction code is used to define the different issue rules for certain transactions, namely for the authorized statuses and sub-statuses and for the management of expired lots (the locations described by the issue rule are only used by the automatic proposition function available in the detail stock issue function if the business allocation rule uses the concept of locations).

Thus in the case of a direct return, all the stock lines corresponding to the issue rules can potentially be the object of a return.

When the return originates from a receipt and the receipt line has been selected by the picking list, the default returned quantity is equal to the total received quantity and the stock lines are automatically selected considering the stock characteristics entered on the receipt line (Unit, Coefficient between the unit and stock unit, Location, Container, Status and Additional identifiers). If the product is managed with serial numbers or with lot numbers (and sub-lots), the previous criteria will not be used. In fact, for this type of product, the stock lines will be proposed for the return if they are at another location or have another status (complying with the issue rule) because they are identified by their major characteristic.

Certain stock lines cannot be automatically selected if they infringe the issue rule defined for the supplier return (authorized sub-statuses and lot expiry) or if the stock characteristics are different from the original receipt. In this case, the user must manually choose the stock line(s) to be issued.

On completing the entry of a return line, several cases are possible: By default, they are represented by the following color codes, determined by Presentation styles.

The product on the return line is displayed in red (AWARNHIGH code).
The stock lines to be issued have not been completely determined. You may access the return line stock information or the detail of the lines to be issued using the Stock issues function from the Actions icon. Whilst a line is in this situation, it is impossible to create or save the return.
The product on the return line is displayed in blue (AWARNLOW code).
The lines of stock to be issued have not been completely determined, but the balance has been saved as a shortage (this is only possible for products with authorized negative stock). You cannot access the return line stock information directly: you need to use the detail window to modify the stock to be issued.
The product on the return line is displayed in black.
The stock to be issued has been determined correctly. You cannot access the return line stock information directly: you need to use the detail window to modify the stock to be issued.

If for a return line a stock sub-detail exists (several stock lines selected), the presence of this sub-detail is represented by the $ sign in the column(s) characterizing the stock with a sub-detail (for instance, a $ in the lot column means that several lot numbers are associated with the return line).

When the return is created or saved, the selected stock lines will be allocated in detail for the return. The identified shortages will lead to the generation of allocations with shortages with any stock information if they have been entered in the stock detail screen (Lot number, etc.).

Fields

The following fields are present on this tab :

Block number 1

Return site (field PNHFCY)

The site code is initialized by default to the storage site code associated with the connected user. Click the selection window from the Actions icon to select a site from the user’s list of authorized sites.
There is no restriction on the sites, namely to authorize the return of the products that are not managed in stock at sites that do not have a warehouse role. This can be the case for instance for miscellaneous supplies.
At this stage, the Receipts selection panel is dynamically initialized making it possible to choose the receipts or receipt lines to be processed. You can add filters in the return header or in the Picking criteria window to restrict the list of suggested receipts.

Return date (field RTNDAT)

The return date is initialized by default to the current date. This date is then considered to be the transaction date for the stock transactions generated during return confirmation.
A check will be carried out with respect to the period file in order to ensure that the transactions can be carried out on this date (Stock closure concept).
In addition, it is possible to enter a return date that is later than the current date in order to prepare a return in advance.
This return cannot be validated while the return date is later than the current date.

Intersites (field BETFCY)

The information in this field cannot be modified. It indicates if the return is inter-company or inter-site.

A supplier return is systematically considered as inter-site or inter-company if the supplier is identified as a site. The difference depends on whether the supplier site belongs to the same legal company as the return site. If the sites belong to different legal companies, the return is inter-company. If not, it is inter-site.

If the return is inter-company, the inter-site check box is also activated. This is also the case for all purchase documents.

To perform this type of supplier returns, you first need to assign roles to each set up site:

The supplier linked to the return must be defined as a sales site on the Management section of the Supplier record: click the inter-site check box and assign a sales site to this supplier. It is advised for readability reasons to associate a supplier code to the site code).
The return site must be entered as the receipt site with a delivery address of a customer identified as the purchase site.

An inter-site or inter-company return will follow the standard process, but if the return if for an inter-site supplier (site of the same company), it cannot be subject to a credit memo.

The validation of such a return, in addition to the actual issue of the stocks (reduction in the physical stock) and the creation of the issue transactions in the stock journal, updates the stock totals In transfer (for the site carrying out the return) and In transit for the site expecting the return. These totals will be decreased once the receipt of the return will have taken place.

When a return of this type is confirmed, it can become the object of a customer return at the shipment site at the origin of the receipt being the object of the supplier return. A direct supplier return can be subject to a customer return and saved on the site, which is determined as follows (in order of priority):

Usual shipment site belonging to the same company as the supplier, from the list of shipment addresses considered as the receipt site for the return site.
Site identified for the supplier, if this site is used for storing.
First storage site in alphabetic order for the sites of the company identified by the supplier.

During a customer return for an inter-site or inter-company supplier return, the stock information will be automatically taken from the supplier return (lot, sub-lot, serial number).

Intercompany (field BETCPY)

Return type (field PNHTYP)

Return no. (field PNHNUM)

Return number that allows the return to be identified in a unique way. This number is generated automatically upon each creation according to the sequence number counter setup associated with this type of document.

Buyer (field BUY)

This is the code of the buyer responsible for the return. When the filter by buyer is active (see the BUYFLT parameter), the return can only involve the products managed by this buyer.

Supplier (field BPSNUM)

This is the supplier involved in the return.
When this information is entered, the selection list concerning the receipts can be restricted to those concerning this supplier.
This means a supplier identified as a return site can be of the inter-site or inter-company type depending on the site carrying out the return.
From this field, you can:

Click the Actions icon to select a supplier from the list of active suppliers;
Access, based on your user authorizations, the Supplier record and create a supplier (if necessary).

field BPSNAM

Warehouse (field WRHE)

The presence of this box is subject to the activity code WRH.
Movement warehouse, suggested by default for all the document lines.
It must be entered if it is defined as mandatory at the level of the entry transaction.
It is loaded in priority with the warehouse defined for the user. If it fails to be set up at user lever, it is initialized with the warehouse defined, by default, at site level for this type of movement.

Project (field PJTH)

Use this field to enter a project code.
The management of this code depends on the value of the CTLOPPCOD - Mandatory project control parameter (TC chapter - MIS group).

When the value is No, it may be a code selected freely.
When its value is Yes, an existence check is systematically applies to the entered project code.
You can use the Selection icon to display the list of available project codes.

The management rules of this field are based on the PJTSNGDOC - One project by document- parameter (TC chapter, MIS group).

When this parameter is set to Yes, the management of multiple projects is prohibited.
The project code is always the same on the document header and on the lines.
The project code entered on the header is used to filter the receipts suggested in the picking list. If no project code is entered, it is automatically loaded with the project code of the first selected receipt.
If you modify the document header project code, this code is automatically used on all the lines.
When this parameter is set to No, the management of multiple projects is authorized.
In direct creation, the project code you enter on the document header is used to initialize the project code of the document lines and can be modified.

If you modify the header project code, a dialog box opens and suggests to transfer this code to the lines of the document, according to the following options:

Yes: the project code is transferred to all lines.
Yes if same value: the project code is only transferred to the lines associated to the former project code.
No: the project code is not transferred to the lines.

When an analytical dimension type is used in the Project management tracking, any modification of the project code on the document header leads to the reinitialization of the dimension code of this dimension type, based on the Default dimensions setup. If the project code is used onto the lines, the dimension code of impacted lines is also reset.

Address

Address (field BPAADD)

Address to which the product(s) must be returned.

From the Actions icon, you may:

Select a supplier address
View and potentially modify the supplier address.
Enter additional information such as the invoicing supplier, the delivery mode, the carrier, the forwarding agent, the gross weight, the net weight, the volume and any specific internal observations for the return.

Authorization number (field AUZNUM)

The authorization number given by the supplier must be entered in this field. The entry of this field depends on the value given to the PURRMA parameter.

Grid Lines

Product (field ITMREF)

This information is compulsory. This is the product code for which a return is to be entered. It is automatically loaded if a receipt line has been selected. From this field, you can:

Select a product.
Access the product record, based on your user authorizations, and create a product (if necessary).

Description (field ITMDES)

This is the description translated into the supplier's language. This description will be transmitted along with any modification onto the supplier credit memo if the return line requires a supplier credit memo. When the return arises from a receipt, the translated description will be inherited from the receipt line.
This description will be printed on the supplier return note. The product record can be accessed from this field using a tunnel.

Standard description (field ITMDES1)

This is the description entered in the product record. This description will be transmitted along with any modification onto the supplier credit memo if the return line requires a supplier credit memo.
When the return arises from a receipt, the standard description will be inherited from the receipt line. The product record can be accessed from this field using a tunnel.

Product type (field ITMKND)

You cannot enter the product type:

When picking receipts, the product type is derived from this document: Standard, Serviceor Subcontracting.
In direct return, you cannot select the Sub-contracting product type. The product must be of the Standard or Service type.

The presence of this field depends on the entry transaction used.

Receipt no. (field PTHNUM)

This field displays the number of the receipt to which the return applies.
If you are creating a supplier return related to an original receipt, enter the target receipt number in this field without using the receipt selection window.
Use the Actions icon to select a receipt line amongst a list restricted to the supplier, the product previously entered and receipt lines which have not been fully returned if the return transaction has placed the product code before the receipt number entry. If the product code has been set up by transaction, after the entry of the receipt number, the selection window displays all the supplier receipts which have not been fully returned. When a receipt line is selected, the line number is also loaded.
The receipt number is not mandatory if the PNHDIR - Direct supplier return parameter (ACH chapter, RET group) authorizes the entry of direct supplier returns.

Line (field PTDLIN)

This is the receipt line number.

A return line only involves one receipt line: it is therefore mandatory to enter this line number if a receipt number has been entered. Use the Actions icon to select one of the chosen receipt lines. This selection can be restricted to the entered product code if the return transaction has placed the product code before the receipt line number entry.
Once the receipt line is entered, certain fields will be automatically initialized according to the information entered at the level of the receipt line. You can still modify some of the fields and/or enter additional information.
The receipt line number is not mandatory if the PNHDIR - Direct supplier return (ACH chapter, RET group) parameter authorizes the entry of direct supplier returns and no receipt number has been entered.

Supplier packing slip no. (field BPSNDE)

This information cannot be accessed. It will be loaded when the return arises from a receipt and the supplier delivery note number has been specified for this receipt.

Return reason (field RTNREN)

Click the Actions icon to select a reason for the supplier return.

SEEREFERTTO See Miscellaneous table 7 (common with Sales).
This information is used to get statistics on the returns to suppliers.

Unit (field UOM)

In the case of a return created from a receipt, the default return unit is the unit entered in the receipt.
In the case of a direct return, the suggested unit is the purchase unit of the supplier or the purchase unit if the Product-supplier record has not been defined. Click the Actions icon to change the suggested return unit.
The list of proposed units regroups the stock unit, the product packing units, the product purchase unit and the different units defined for the supplier.

Quantity (field QTYUOM)

This is the quantity to be returned, expressed in return units.

PUR (field PUU)

This is the purchase unit defined for the supplier. This information cannot be accessed.

STK conversion (field UOMSTUCOE)

This is the conversion factor between the return unit and the stock unit. This information can only be accessed for packing units provided the parameters authorize it. It cannot be accessed for the other units:

product purchase unit,
purchase unit defined for the supplier,
packing unit of the supplier.

SEEREFERTTO Refer to the packing unit table in the 'Units' tab of the product record.

STK (field STU)

It is the stock unit of the product entered.

STK quantity (field QTYSTU)

This quantity corresponds to the quantity in stock units after conversion of the returned quantity in return units to which the conversion factor between the return unit and the stock unit has been applied.
It is not possible to modify the return quantity in STK except for the units where the factor can be modified. In this case the returned quantity in return unit will be readjusted.

Warehouse (field WRH)

The presence of this field is subject to the WRH activity code.
It defaults to the value of the warehouse specified in the header.

This field can be modified if it is defined as available for entry at the level of the entry transaction.
When this field is entered, it is used as a filter for stock detail line selection and cannot be modified.
When this field is not entered, the warehouse defined by default for this type of movement in the product-site record is used as the selection filter.
It cannot be modified when the entry transaction is set up as single-warehouse managed. The header warehouse is then mandatory and the warehouse cannot be entered either on the document lines or on the stock detail lines.
To manage multiple warehouses on the lines, the entry must be set up at the entry transaction level. The selection of a single product line distributed over multiple warehouses is available by clicking Enter detailed quantities from the Actions icon.
If a single product line is distributed over multiple warehouses, the corresponding fields display the '$' character.

SEEINFO The warehouse entered on the line has priority over the warehouse entered in the header.

License plate number (field LPNNUM)

This field is subject to the LPN - License plate no. management activity code.
It refers to the license plate number of the container impacted by the issue.

Status (field STA)

This field indicates the product status (A, Q, R).

SEEINFO When the status changes from A to Q, the stock keeps the same location (no stock movement to be controlled).

In manual return line creation, or when the stock to issue is not determined, you can enter a status for the stock to issue, regardless of the product used. Click the Actions icon to select the defined status. The list of suggested status is restricted by the stock management rule for authorized sub-status, for the Supplier return transaction type defined for the product category.

Location (field LOC)

In manual return line creation, or when the stock to issue is not determined, you can enter an existing location on the site where the return is performed, provided that I the product is managed by location on this site. Click the Actions icon to display the locations selection window.

Supplier lot (field BPSLOT)

The supplier lot number can be entered for information purposes in the receipt transactions, and displayed in the stock issue transactions.

It is recorded in the stock file and corresponds to the internal lot number. This ensures that the origin of goods can be tracked.

Lot (field LOT)

This field indicates the lot linked to the stock movement.

In manual return line creation, or when the stock to issue is not determined, you can enter an existing lot number on the site where the return is performed, provided that the product is lot managed. Click the Actions icon to display the selection window of the lot number. You can also enter a lot number that does not exist in the stock, if necessary. A message informs you that the lot does not exist. This allows you to save a lot number that has not been entered yet, even though the goods are physically available. This operating mode can only be used if the product has negative stocks authorized.

Sublot (field SLO)

Sub-lot concerned by the stock transaction.

In manual return line creation or when the stock to issue is not determined, you can enter an existing lot number and sub-lot number on the site where the return is performed, provided that the product is lot and sub-lot managed. There is no selection window from this field. To select a lot and sub-lot, use the selection window available from the Lot field. When the lot is selected, the sub-lot is immediately initialized. You can also enter a new Sub-lot number if required. This is signaled by an information message. Same comments as for the lot number in this context.

Starting serial number (field SERNUM)

This is the product serial number.

In manual return line creation, or when the stock to issue is not determined, you can enter an existing serial number on the site where the return is performed, provided that the product is managed by serial number on receipt/issue (or on issue only with a customer return). Click the Actions icon to display the selection window of the serial number.

Ending serial number (field SERNUMF)

This is the serial number of the product.

When a serial number has been entered in the previous column and the quantity to be returned is greater than 1, the serial number end range is automatically calculated by adding the quantity (in stock unit) to the previous number. The stock to be determined matches all the serial numbers within this range. When the quantity to be delivered is a single stock unit, this number is equal to the start serial number.
Specific case: once the stock has been determined, if a '$' sign is displayed in one of the two columns, this means that the chosen serial numbers are not in a row.

Identifier 1 (field PALNUM)

Use this field to enter additional information, if necessary.

Identifier 2 (field CTRNUM)

This field indicates the first recorded identifier.

Movement description (field MVTDES)

Enter a free description that will be registered in all the stock transactions associated with the delivery line.
This description is also accessible from the stock issue detail window. If it has been modified by this function, it will be automatically recovered and registered on the shipment line in this field.

Category (field LINCAT)

This information is used to categorize the line: 'Normal' or 'For sub-contract'

Reinstatement (field ORDFLG)

This field is used to identify whether the returned goods must be re-integrated with the order.
It is only accessible when the receipt at the origin of the return came from an order (it is not accessible during a direct return or when the return arises from a direct receipt).
This field can take the following values:

'No': the return quantity will not be re-submitted to order,
'Yes same line': the return quantity will be transferred to the order line that generated the stock receipt. The purchase order will then pass to the partially delivered status, and will be re-submitted for picking to initialize a stock receipt line (to the level of the quantity previously returned).
'Yes other line': The return quantity will be transferred to the order that generated the stock receipt. An additional line will then be created in the order,
'Yes other order': A new purchase order will be automatically generated on validation of the return to the level of the quantity of the elements returned to the supplier.

Certain restrictions exist:

If the receipt is associated with a delivery request, the only values possible are 'No' and 'Yes other line'.
If the receipt is associated with an order that no longer exists, the only possible values are 'No' and 'Yes other order'.

SEEINFO When reintegrating the quantity returned with the option "other line" (order or delivery request lines), the requirement date taken into account is the current date (receipt date planned for the orders or delivery date required for the delivery requests).

Gen. credit memo (field AVOFLG)

This field is used to define whether the return is likely to generate a credit memo.
When the returned goods are already invoiced, this field is initialized to 'Yes' (in the case of a return for an invoiced receipt). The credit memo will then be constructed from the return.
When the returned goods are not yet invoiced, this field is initialized by default to 'No'. Therefore, in principal, no supplier credit memo is expected, but an invoice taking into account the returned quantities or even replacement parts shipped by the supplier.
The purchase invoice lines, pre-loaded from the receipts that have been the object of a return, will be decreased up to the level of the returned elements.
It is however possible to force this field to 'Yes'. In this case, the purchase invoice lines must be pre-loaded from the order (in order for all the ordered quantities to be submitted). It is then possible to create a credit memo from the return lines.

PO site (field POHFCY)

When the return arises from a receipt, the order site will be equal to the order site in the receipt line.
In the case of a direct return, the order site will be determined in the following manner by carrying out successive searches on the following points:

for the inter-site / inter-company returns, the search is made in the customer shipment addresses where the receipt site is the return site. Then the purchase site corresponding to the shipment address customer is selected,
if the return site is a purchase site, the order site will be equal to the return site,
the purchase site for the user will be used if it is entered,
the first purchase site in alphabetic order will be selected among the purchase sites belonging to the same company as the return site.

SEEINFO This information cannot be accessed irrespective of the transaction used.

Order no. (field POHNUM)

When the return stems from a receipt the order number from which the receipt line stems is displayed.

Line (field POPLIN)

This is the purchase order line.

For an open order, the purchase order line corresponds to the product line.

Project (field PJT)

Use this field to enter a project code.
The management of this code depends on the value of the CTLOPPCOD - Mandatory project control parameter (TC chapter - MIS group).

When the value is No, it may be a code selected freely.
When its value is Yes, an existence check is systematically applies to the entered project code.
You can use the Selection icon to display the list of available project codes.

The management rules of this field are based on the PJTSNGDOC - One project by document- parameter (TC chapter, MIS group).

When this parameter is set to Yes, the management of multiple projects is prohibited.
The project code is always the same on the document header and on the lines.
The project code entered on the header is used to filter the receipts suggested in the picking list. If no project code is entered, it is automatically loaded with the project code of the first selected receipt.
If you modify the document header project code, this code is automatically used on all the lines.
When this parameter is set to No, the management of multiple projects is authorized.
In direct creation, the project code you enter on the document header is used to initialize the project code of the document lines and can be modified.

If you modify the header project code, a dialog box opens and suggests to transfer this code to the lines of the document, according to the following options:

Yes: the project code is transferred to all lines.
Yes if same value: the project code is only transferred to the lines associated to the former project code.
No: the project code is not transferred to the lines.

Gross price (field GROPRI)

This field is used to determine the unit price of the product. This price is expressed in the return unit. When the principal information for the line necessary for the determination of a price list is entered, a price list search process is automatically carried out.
The objective of this search is to recover:

the gross price as well as the associated reason,
The charges and discounts in percentages or in amounts to be applied to the line level as well as the associated reasons.

If the price list search does not yield any relevant result, the PURPRICE - default price list standard cost parameter (ACH chapter, PRI group) is set to 'Yes' for the return site company, the standard cost will be used to value the gross price (if it has been defined for the product). When the entered price is null, a message is displayed requesting confirmation from the user. From this field, click the Actions icon to:

view the price lists,
view the reasons associated with the gross price as well as the different discounts and charges fields,
view the list of the last ten order prices,
re-initialize the price by requesting a new price list search to update the prices and discounts,
have available a detailed explanation describing how the net price is obtained from the gross price and the different discounts and charges.

When the return arises from a receipt, the gross price and the discounts are initialized by the prices and discounts of the receipt line and they are not accessible. This information will be used during the creation of a supplier credit memo to value said credit memo.

field DISCRGVAL1

The different discount and charge fields that appear at the level of each return line are determined via the structure code associated with the supplier in their record.
The values contained in these fields come from the price list search and can be modified if the associated reason allows it (or if the reason value given to the UPDPRIPUR parameter allows it).
The Actions icon is used to view all the reasons associated with the price and discounts and to modify, if necessary, the reasons assigned to each of the columns.

Net price (field NETPRI)

This is the unit net price for the return line calculated from the gross price affected by any discounts and charges. This information cannot be accessed.

Line amount - tax (field LINAMT)

This is the net ex-tax unit price multiplied by the return quantity.
SEEINFO This information cannot be accessed.

Currency (field NETCUR)

When the return arises from a receipt line, the currency code is initialized to the receipt line currency.
When it is a direct return line, the currency code is initialized to the supplier currency.
SEEINFO This information cannot be accessed. The prices for the return line are expressed in this currency.

field LINACC1

The presence of this field depends on the entry transaction used.
It is the account that will be used in the credit memo if the return line is the object of a credit memo. This account is loaded by default based on the account on the receipt line at the origin of the return line or by the account determined by the PORD automatic journal in the case of a direct supplier return.
If the account is not entered, the analytical nature will not be initialized and will not be available.

From the Actions icon, you may:

Select an account from the list of authorized accounts.
The charts of accounts that can be accessed depend on the account core model associated to the company of the movement.

Access the accounts table if the your authorizations allow it.

Purchase type (field LINPURTYP)

The presence of this information depends on the transaction setup.
The different product types are: Purchases, Fixed assets and Services. When the return line has been created from a receipt line, the purchase type of the receipt line is used.
In the case of a direct return, the purchase type is initialized based on the tax posting associated with the defined general account.
If the return line is subject to a credit memo, the purchase type will be displayed on the credit memo line.

field CCE1

When entering a return line, analytical dimensions are initialized based on the setup of the Default dimensions (PND code).
If the return line arises from a receipt line, the dimension types are then loaded by the analytical dimensions present on the receipt line. If analytical dimension types are not specified in the source document, an attempt to initialize these analytical dimension types is made according to the Default dimension code. During the check of the purchase credit memos arising from a return line, the analytical dimensions entered in the return line will be transferred to the credit memo line.
When an analytical dimension type is used for the Project management tracking, then any modification of the project code made at header level will be redistributed to the lines; if the modification applies to a document line, then the dimension code of the dimension type will be reset. This reinitialization is compliant with the Default dimensions setup.

Transaction group (field TRSFAM)

Movement group, initialized by the movement group of the transaction being used.
This statistical information is recorded in the stock journal when saving the receipt/disposal movements. This movement group comes from the miscellaneous table number 9. The value given in the transaction setup corresponds to a default value that can/cannot be visualized and/or modified according to the transaction setup (entered, displayed, hidden field).

This is statistical information that will be picked up by the stock transactions associated with the return line. This value is fixed if the original document does not reference a movement group. Otherwise, the movement group of the document at the origin of the quality control is suggested in priority.
This information is controlled by miscellaneous table number 9 and can be initialized by the return transaction being used.
From the Actions icon, you may:

Select a movement group from the list.
Access the movement group table according to the authorizations of the user.

Tax 1 (field VAT1)

This field is used to enter a first tax code to apply to the returned product.
The tax codes (VAT, additional tax and/or special tax, provincial tax) can be modified at the return line if the transaction allows this.
You can only enter tax codes which are consistent with the legislation and with the company group of the site.
SEEREFERTTO The general principles linked to the multi-legislation setup are detailed here.
They are normally initialized according to the tax determination rules that most often stem from crossing the supplier tax rule with the tax levels of the entered product. If the return line has a receipt line as its origin, the tax codes will then be inherited from the receipt line.
Upon transforming a return line into a credit memo line, the tax codes entered on the return line are transferred to this document.
Click the Actions icon to select a tax code for each tax level.

Tax 2 (field VAT2)

This field is used to enter a second tax code to apply to the line. This concerns additional or special taxes.

Tax 3 (field VAT3)

This field is used to enter a third tax code to apply to the line. This concerns additional or special taxes.

Receipt tax (field TAXRCP)

This field is used to indicate the receipt tax to apply to the product.
This tax stems from the tax determination parameters or is entered manually.
SEEINFO Theactivity code linked to the provincial taxes must be activated beforehand.

Issue tax (field TAXISS)

This field is used to indicate the issue tax to apply to the product.
This tax stems from the tax determination parameters or is entered manually.
SEEINFO Theactivity code linked to the provincial taxes must be activated beforehand.

Other tax 1 (field TAXOTH1)

This field is used to indicate an additional tax to apply to the product.
This tax stems from the tax determination parameters or is entered manually.
SEEINFO Theactivity code linked to the provincial taxes must be activated beforehand.

Other tax 2 (field TAXOTH2)

Weight unit (field WEU)

The weight unit is the one of the product record. You can modify it (the weight, on the product record, is expressed with respect to the stock unit).
From the Actions menu, you can:

select another weight unit from the list of weight units,
access the units table depending on your user authorizations.

Unit weight (field UNTWEI)

Unit weight of the return unit. By default, this value is initialized based on the weight of the product record, expressed in stock unit and converted into the return line unit. You can modify this weight if needed.

For each line created or modified, the total gross weight and the total net weight of the return are modified depending on the weight of each line.

Intras. incr. (field EECINCRAT)

This is the increase coefficient used in the Customs document file. This coefficient, applied to the fiscal value of the product line is used to obtain the statistical value.
The presence of this field depends on the activation of the Customs document file management (Activity code DEB).
This information is initialized by the increase coefficient entered in the original receipt line in the case of a return arising from a receipt. In the case of a direct return, it is initialized by the increase coefficient in the Product-Supplier record if it is entered, otherwise by the increase coefficient in the Supplier record.

Destination country (field ORICRY)

This is the destination country for the goods. This information is used namely in the INTRASTAT file (Exchange of goods declaration).
It is initialized based on the country code of the supplier to whom the goods are returned.
From this field, click the Actions icon to:

Select another country code from the list of countries;
Access the country table depending on your user authorizations.

Status

Invoiced (field INVFLG)

This field specifies if the return lines subject to a credit memo have been taken into account:
No

No lines awaiting a credit memo have been invoiced.

Totally

All lines have been invoiced.
Specificity: if no return line is awaiting a credit memo, the return is considered as totally invoiced.

Partially

Some of the lines are invoiced.

Posted (field PSTFLG)

This field indicates whether a credit memo to receive has been generated.

Printed (field PRNFLG)

If the return note has been printed, the return is considered as printed.
SEEINFO You can only print the return note once the return has been validated.

Validated (field CFMFLG)

The return is validated has soon as you click Validate. Stock transactions are performed during the return note validation. The stock totals are updated and the stocks journal contains a log of the different transactions carried out.
The valuation of the return movements is made at the value of the original receipt (possibly adjusted) if the return is carried out from a receipt or at the stock value defined by the valuation method in the Product-site record if the return is a direct return (a withdrawal value can be used in this case if the valuation method allows a zero value stock return).

Action icon

Stock by site

Jump to Order

Jump to Receipt

Text

Stock Issues

Click this action to open the window dedicated to the detailed selection of stock lines to be issued for the product and the quantity entered on the return line.

This action is available for any product managed in stock provided that the return has not been validated.
SEEREFERTTO The functioning of this selection is described in the Stock issues documentation.

Customer Returns

Issue modification

Price Explanation

Purchase journal traceability

Click this action to access the Purchase journal traceability inquiry function.

Ret line situation display

Gen. credit memo

Click this action to modify the Pending credit memo field for validated return lines that have not been subject to a credit memo yet.

Reports

By default, the following reports are associated with this function :

BONPRERET : Return pick tickets

BONRET2 : Fixd footer return notes

PRETURNE : Purchase returns list

PRETURNL : Detail purchase return list

This can be changed using a different setup.

This setup is performed at the Customization level of the current object, by associating a report code or a print code to it.
It is possible to further specify this setup:

By specifying a given report at transaction entry level. If this report matches a print code, the list of reports associated with this print code is also submitted.
The report entered at transaction entry level and the reports associated with the print code are automatically submitted in creation mode only.
At a more detailed level, by associating a print template with the BP. This template mentions the report to be used in priority for the printing of each document, as well as the expected number of copies.
If the number of copies is not specified, or if there is no print template associated with the BP, the number of copies defined for the Destinationprinter is chosen. If the number of copies is not specified for the destination printer, then a single copy is printed by default.

Add. info.
Post

Specific Buttons

The following fields are included on the window opened through this button :

Block number 1

Bill-by supplier (field BPSINV)

Initialized by default with the invoicing supplier code entered in the header. This supplier may be another supplier taken from the supplier table but both suppliers must have the same price list structure.

field BPAINV

Field used to indicate an invoicing address code for the invoicing supplier.
The address code is necessarily linked to an address set up in the tab 'Address' of the current record.
Upon invoice entry, the address code of the invoicing BP is initialized with this code.

Pay-to (field BPRPAY)

Paid BP: This field contains the number of the supplier to whom the invoice is paid. It is initialized by default with the number of the paid supplier to be found in the supplier record or, in the case of a non-assigned field, with the invoicing supplier previously entered.

field BPAPAY

Field used to indicate a payment address code for the paid supplier.
The address code is necessarily linked to an address set up in the tab "Address" of the paid BP record.
Upon invoice and payment entry, the address code of the paid BP is initialized with this code.

Delivery mode (field MDL)

Code checked in the Delivery modes table, and used to define the information related to the transport and delivery.

Carrier (field BPTNUM)

This field indicates the code that identifies the Carrier liable for the transportation of the goods.

Gross weight (field TOTGROWEI)

Gross weight

field WEU

The weight unit.

Net weight (field TOTNETWEI)

Net weight

Volume (field TOTVOL)

Volume

field VOU

Code of the unit in which the package volume is given.
This unit has already been defined in the Units table.

Notes

field REM

Comments.

Transport

Registration (field LICPLATER)

License plate of the vehicle carrying goods.

Trailer license plate (field TRLLICPLAT)

Enter the trailer license plate.

Departure date (field DPEDATR)

Displays the departure date for this delivery or return.

Departure time (field ETDR)

Delivery departure time.

Arrival date (field ARVDATR)

Displays the arrival date for this delivery or return.

Arrival time (field ETAR)

Delivery arrival time.

Manual document

Manual document (field MANDOCR)

If the web service is down, the transportation note must be communicated using a paper document including the paper document number and the internal system number. This communication must be done directly in the AT portal.

This field must contain a slash character (/) separating the sequential number specific to the series (on the left) and the sequential number itself (on the right). This is needed for all transportation notes for manual documents.

Communication

AT code (field ATDTCODR)

This field displays the AT code for the Transportation note returned by the tax authority.

This field populates automatically when you communicate using the web service.

If you communicated the transport using a manual document, you need to enter the code from the tax authority manually.

Bill of lading

BOL number (field BOLNUM)

This field displays the bill of lading number for this delivery.

Trailer/Seal number (field TRAILER)

This field displays the trailer or seal number from the bill of lading.

SCAC code (field SCAC)

This field displays the SCAC code (Standard Carrier Alpha Code) from the bill of lading. This field is only available if the 'KUS - Localization USA' activity code and the USABOL - Bill of Lading parameter (LOC chapter, USA group) are set to "Yes".

The SCAC code is a unique code used to identify transportation companies.

PRO number (field PRONUM)

This field displays the PRO number from the bill of lading. This field is only available if the 'KUS - Localization USA' activity code and the USABOL - Bill of Lading parameter (LOC chapter, USA group) are set to "Yes".

The PRO number is a tracking number. It is used by some carriers to track the progress of each shipment.

Click this action to access the various sets of information related to the shipment of the supplier return. The information accessible by this function includes:

The invoicing supplier.
Specify the supplier for whom a credit memo is expected if the return must be subject to a credit memo. By default this is the invoicing supplier associated with the supplier concerned by the return.
Click the Selection icon to pick another supplier if necessary.
You can also click the Go to icon to access the supplier table if your user authorizations allow it.
The Paid supplier.
Specify the supplier for whom a credit memo is expected if the return must be subject to a credit memo. By default this is the paid BP associated to the supplier concerned by the return.
Click the Selection icon to pick another BP if necessary.
You can also click the Go to icon to access the BP table if your user authorizations allow it.
The delivery method.
It is initialized to the delivery method of the supplier concerned by the return.
Click the Selection icon to pick another delivery method. You can also click the Go to icon to access the delivery methods table if your user authorizations allow it.
The carrier in charge of the return.
It is initialized to the carrier of the supplier concerned by the return.
Click the Selection icon to pick another carrier.
You can also click the Go to icon to access the carriers table if your user authorizations allow it.
The weight unit.
The weight units is initialized to the first weight unit found in the return lines.
Click the Selection icon to select another weight unit. You can also click the Go to icon to access the weight units table, if your user authorizations allow it.
If you modify the weight unit, you need to manually convert the gross and net weight into this new unit.
The gross weight and net weight.
These values are expressed in a weight unit previously described. This information will be loaded with the different weights found in the different return lines. All the weights in the different lines will be converted into the weight unit. You can modify net and gross weights manually and add the weight related to the packaging, (etc.). If the return lines need to be adjusted accordingly, the modifications applied manually are considered.
Volume and volume unit.
You need to enter both pieces of information. They concern the global volume of the returned goods.
Notes.
Use this internal text field to enter comments related to the return.
Carrier information.
These fields provide information on transport, such as the truck's license number, the date and time of arrival and departure, the bill of lading number, the trailer/seal number, as well as the SCAC code or the progressive (PRO) number, otherwise.

Click this action to validate the return.

Text Menu
Address menu
Options menu
Journals traceability
Bill of Lading
Communication / Sending

Menu Bar

Text Menu

Header Text

Click this action to enter a return header text. This text will be printed on the return note.
Based on parameter PURTEXRTN - Return text tracking (ACH chapter, TEX group), the return header text can be initialized by the return text entered on the supplier record.

During the transformation of a document, this text is never propagated to the other documents.

Footer text

Click this action to enter a return footer text. This text will be printed on the return note.
Based on parameter PURTEXRTN - Return text tracking (ACH chapter, TEX group), the return footer text can be initialized by the return text entered on the supplier record.

During the transformation of a document, this text is never propagated to the other documents.

Address menu

Delivery address

Click this action to:

access the detailed address of the supplier where the goods will be returned,
modify this address,
select another address amongst the list of addresses of the supplier for the printing of the return note.

Options menu

Picking criteria

Click this action to enter the selection criteria used to refine the search of supplier receipts to be returned. The criteria that can be used are as follows:

Supplier code. Selection wildcards can be used (*, ?).
Order number at the origin of the receipt.
Supplier packing slip number. Selection wildcards can be used (*, ?).
Selection wildcards can be used (*, ?) for the product reference.
Receipt number.

Once the criteria are confirmed, the list of receipts is automatically restricted.

Customs information

Fields

The following fields are included in this window :

Transport

Incoterm (field EECICT)

The Incoterm codes, set by the International Chamber of Commerce, seek to standardize the terms the most used in the international commerce by defining the respective responsibilities of the seller and the buyer agreed upon on establishement of the sales contract by a unique word similarly understood throughout the world.

The Incoterm code, controlled in Incoterm table is used in the INTRASTAT file (Exchange of goods declaration). It can also be used to define the price lists.

Incoterm town (field ICTCTY)

It is the city associated to some types of incoterm. For example: FOB Le Havre. A selection window is used to choose a city listed in the system. It is however possible to enter a city that is not listed.

Freight agent (field FFWNUM)

The forwarding agent field is used to identify a BP appointed by the sender or the recipient to ensure transport continuity when the goods need to undergo several successive transports. The forwarding agent is controlled in the Carriers table.

The forwarding agent and their address are used in the Intrastat file to declare the flows of goods between the forwarding agent’s address and the sender’s address, or between the forwarding agent’s address and the recipient’s address.

For example, this situation applies to the shipment of goods abroad, since customs formalities are performed by a forwarding agent in another EU country. An Intrastat declaration needs to be submitted for the transfer of goods to this other EU country.

Forwarding agent address (field FFWADD)

This is the address code of the forwarding agent. It is initialized with the default address of the BP corresponding to the forwarding agent. This address is used to determine whether submitting an Intrastat document is necessary for this flow.

Intrastat information

EU VAT no. (field EECNUM)

This is the VAT identification number of the BP.

This European VAT number must be entered on all the invoices destined to or coming from the European Union. This number starts with two letters identifying the business partner country followed by a number depending on the country.

In France the number is comprised of FR, then 2 numbers identifying the tax office of the place where the company conducts its activities, followed by the Company tax ID no.(SIREN) of the company.

This information must necessarily be entered if the Company Registration number is set up as being mandatory for the country of the company.

Intrastat transp. location (field EECLOC)

A transport location must be specified in the EU exchange declaration. It is combined with the Incoterm code in order to determine the delivery conditions referring to the sales contract terms that specify the respective obligations of the buyer and seller.

This information is not used in the French declaration.

Intrastat transport mode (field EECTRN)

The transport method by which the goods are presumed to leave their national territory on shipment (export) or to have arrived in on receipt (import). This information is used in the Customs document file.

Physical flow

Transaction nature (field EECNAT)

This is the economic information on the performed transaction. The nature of the transaction is used in the Intrastat.
This information is initialized using the physical flows where it can be modified. This information can also be accessed from some financial flows (sales invoices and credit memos).
The transaction nature is initialized according to the setup of the correspondence table for the Movement rules and natures. This table is used to associate an EU rule and an EU transaction nature to each flow type. This setup can be adjusted by rule, country and group of companies.

Statistical rule (field EECSCH)

The EU or statistical rules are used to specify the nature of the EU transaction from a tax or statistical point of view. The EU rule is used in the Intrastat.
This information is initialized using the physical flows where it can be modified. This information can also be accessed from some financial flows (sales invoices and credit memos).
The initialization of the nature of the transaction is carried out according to the parameters of the comparison table for the Movement rules and natures, which is used to associate an EU rule and an EEU transaction nature to each type of flow. This setup can be adjusted by rule, country and group of companies.

This window contains the customs information and the information necessary to the creation of the Customs Document File. They come from the receipt or they are initialized from the information entered on the recordSupplier record when this is a direct receipt.

Incoterm negotiated as well as the Incoterm city, when needed.
When the goods transit via a forwarding agent, code and address of the forwarding agent responsible for the export and located in the European Union: information also used for the Customs Document File concerning the transportation of the goods to their export location.

The EU Information used only for the Intrastat is liable to the Intrastat activity code (DEB):

EEC identification number of the customer (or EU tax number), EEC transport location - information combined to the Incoterm code to determine the sales contract delivery conditions - and EEC transport method.

Information linked with the Physical flows: EU rule andTransaction nature, subject to activity code DEB, too, come from the setup carried out at Movement rules and natures function level.

This information can be modified up as long as the return is not confirmed.

Header analytical dimensions:

Click this action to access the analytical dimensions of the return header. When entering a return line, analytical dimensions are initialized based on the setup of the Default dimensions (PNH code).

Returns inquiry

Click this action to access the inquiry of supplier returns.

Transaction

Click this action to view the return entry transaction used.

Journals traceability

Click this action to access the Document traceability inquiry function. This function is used to view and browse through the hierarchy of journals at the origin or coming from the document.

Bill of Lading

Click this action to displays the bill of lading linked to this document. You can go to this function regardless of the document status.

In order to delete a delivery attached to a bill of lading, this attached bill of lading must be deleted or removed from the Content section. When deleting a bill of lading, the others deliveries included in that bill can be impacted:

If you attempt to delete a return attached to a bill of lading, an error message including the bill of lading number will be displayed.
If you modify a document attached to a bill of lading, a warning will be displayed indicating that the delivery is attached to a bill of lading.

You cannot delete a bill of lading from the Return management function once the return has been validated. You must exit the Return management function and delete the bill of lading in the Bill of lading function.

Communication / Sending

Presentation

Click this action to send the individual transportation note.

Use the Transport doc communication function to mass communicate transportation notes.

Fields

The following fields are present on this tab :

Additional info

Departure date (field DPEDAT)

Displays the departure date for this delivery or return.

Departure time (field ETD)

Displays the arrival date for this delivery or return.

Arrival date (field ARVDAT)

Delivery departure time.

Arrival time (field ETA)

Delivery arrival time.

Registration (field LICPLATE)

License plate of the vehicle carrying goods.

Trailer license plate (field TRLLICPLAT)

Enter the trailer license plate.

Manual document

Manual document (field MANDOC)

Communication

AT code (field ATDTCOD)

This field displays the AT code for the Transportation note returned by the tax authority.

This field populates automatically when you communicate using the web service.

If you communicated the transport using a manual document, you need to enter the code from the tax authority manually.

Generic messages

Local menus

In addition to the generic error messages, the following messages can appear during the entry :

No sequence number is assigned to this document

This message is displayed when the assignment of the sequence number counters for the Purchasing module has not been completed. To correct this problem, check if the required sequence numbers exist (if this is not the case, they should be created), then assign them to the different documents using the appropriate function.

XXX Problem when retrieving the sequence number counter

This message is displayed in creation mode when the reading of the specified sequence number counter is invalid and the system has been unable to get a sequence number.

Indefinite period or processing prohibited on this date

This message is displayed when checking the return date if the date falls within a period during which updates are prohibited, or if the period is not defined.

The quantity to be returned exceeds the maximum authorized: xxx

During creation as with line modification, a maximum return quantity (xxx) is calculated. The maximum quantity is equal, for a return linked to a receipt, to the receipt quantity minus the quantity already returned for a product managed in stock and to the disputed quantity minus the quantity already returned for a product not managed in stock (see the Return from status 'A' parameter, ACH chapter, RET group).

When the supplier return is a direct return, the maximum quantity that can be returned is the quantity in stock determined by the issue rule defined in the product category (quantity in stock in the authorized major status groups). It is possible to have different issue rules for supplier returns; in that case, the issue rule identified by the movement code specified in the return transaction is used.

This message is displayed if the entered quantity exceeds this authorized maximum.

Product not managed by the buyer

This message is displayed after the entry of a product if the filter by buyer is active (see BUYFLT parameter, ACH chapter, AUZ group) and the product is not managed by the buyer entered in the return header.

Record that already exists

This message is displayed if the document number is assigned manually and the entered number already exists.

Record does not exist

This message is displayed after checking the information associated to a table when the entered value does not exist (site, buyer, supplier...).

You have already selected this receipt line

This message is displayed after entering a receipt line when the line already exists in the grid.

A non validated return already exists for this receipt line

This message is displayed if a non-validated return exists for the same receipt line.

Tables used

SEEREFERTTO Refer to documentation Implementation