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Return a Part

  • Updated

You may encounter several scenarios when a part needs to be returned. A customer can return a part to the business or you may need to return a part to a supplier.

Return all Parts on Invoice

Return a Part from a Customer

Return a Part to a Supplier

Return all Parts on Invoice

  1. Open the Parts and Service module.
  2. Select (102) New Invoice from the menu tree to the left. This will open a new, blank parts invoice.
  3. Click the Apply Return button at the bottom of the invoice screen. This will open a box to Apply Return.
  4. Enter the original invoice number you are crediting. If you do not have the original invoice number, you can verify the customer entity is selected for the invoice, then add one of the part numbers into the second field.

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  1. Click OK. A Return Item Process window will open for you to select the type of return.

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  • Restock Item(s) - Use this option if you will be adding the part back into inventory, ready to sell again.
  • Return for Replacement - Select this option if you are returning the part from the customer and will provide a replacement part to them.
  • Return for Credit - Choose this option if you are returning the part from the customer and providing a credit for the amount.
  • Return No Credit - Use this option if you are returning the part from the customer but will not be providing a credit.
  • Discard Item(s) - Select this option if you will be discarding the returned item.
  1. Select one of the return options. The system will automatically create a line with the part number(s) as well as auto-populate the negative quantity for you.

Note: If more than 1 of the part was sold and the customer is returning more than one, you will need to adjust the negative quantity accordingly.

  1. Review the ticket.
  2. Click the Cash Out button, if you want to cash out the return.
  3. A box may pop up giving you information about the balance being less than 0, click ok.

From here, process the refund as a normal ticket.

Return a Part from a Customer

  1. Open the Parts and Service module.
  2. Select (102) New Invoice from the menu tree to the left. This will open a new, blank parts invoice.
  • If the item is being returned by a customer, enter their entity information at the top.
  1. Add the part number of the part that is being returned.
  2. Enter a negative 1 for the Sold column (-1).

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  1. Press the tab button or click into a different field.  A Return Item Process window will open for you to select the type of return.

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  • Restock Item(s) - Use this option if you will be adding the part back into inventory, ready to sell again.
  • Return for Replacement - Select this option if you are returning the part from the customer and will provide a replacement part to them.
  • Return for Credit - Choose this option if you are returning the part from the customer and providing a credit for the amount.
  • Return No Credit - Use this option if you are returning the part from the customer but will not be providing a credit.
  • Discard Item(s) - Select this option if you will be discarding the returned item.
  1. Select the Cash Out button in the lower left and complete the return.

Return a Part to a Supplier

Returning a part to a supplier is a different process than using the sales register. Creating a negative receiving ticket will debit the accounts payable for the supplier and credit your inventory account.

  1. Open the Parts & Service module.
  2. Select the (301) New Receiving Ticket from the menu tree.
  3. This will create a blank Receiving ticket. 
  4. Search for the supplier entity in the entity information section at the top of the receiver.

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  1. Enter an Entity Reference Number. This is the Invoice Number used by the supplier to represent this shipment of parts. If the invoice number is not available, you can use the packing slip number.
  2. Enter the amount of each part as a negative in the Qty Receive column of the receiving ticket.
  3. Click the Receive Now button.
  4. You will receive a popup asking “Are sure you would like to receive this entire receiving ticket at this time?” Select Yes on the popup. 
  5. You will receive a popup asking “Do you want to print barcode labels?”. Select No on this popup.
  6. At this point you can now post the receiving ticket to accounting. The Post to Acct button will replace the Receive Now button in the lower right. Click the Post to Acct button.

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