Goods Returned: Creating and Editing Transactions

💡These tutorials explain how to create, edit and update Goods Returned transactions.

Information on Copying Transactions#

Some of the tutorials that involve copying transactions may differ from what is available to you.

• Copying transactions are governed by the Copy Rules created for the Transaction Types.
• These rules determine:
  • Which transactions can be copied
  • The Status of the transaction before and after it is copied.
  • If you must confirm the copy instruction.
  • If the new transaction is opened.
• Some of the features can be edited when copying a transaction (e.g. checking or unchecking the checkbox next to opening a new transaction).

How to Update Multiple Goods Returned Transactions#

1. Display a list of Goods Returned transactions.
2. Click Action (button) > Batch Update.
3. Select an option from the Batch-Update dropdown list and fill in the required information:

   Option	Description
   Status	Select a Status from the dropdown list of statuses.
   Reference	Enter a Reference in the provided block.
   Category	Select a Category from the dropdown list of categories.
   Entity	Select an Entity from the dropdown list of entities.

4. Click Update (button).

How to Update Multiple Goods Returned Items#

1. Display a list of Goods Returned Items.
2. Click the items to change (use Ctrl + left-click to select multiple items).
3. Click Actions (button) > Batch Update.
4. Select an option from the Batch Update dropdown list and fill in the required information:

   Option	Description
   Assign to	Select a User from the dropdown list of users.
   Credit	Select a Ledger Account to credit (e.g. Stock on Hand).
   Debit	Select a Ledger Account to debit (e.g. Cost of Sales).
   Department	Select a Department from the dropdown list of departments.
   Due Date	Select a due date and time from the adjacent calendar and time chooser.
   Lead Days	Enter the number of lead days in the adjacent block.
   Qty	Enter the Quantity of goods returned in the adjacent block.
   SM No.	Enter the Service Manager ticket number in the adjacent block.
   Start Date	Select a start date and time from the adjacent calendar and time chooser.
   Status	Select a Status from the dropdown list of statuses to change the items' statuses.
   Unit Cost	Enter a Unit Cost in the provided block.
   Unit Price and /Qty	Enter a Unit Price in the first block and the quantity included in the unit price in the second block.
   VAT	Select a Default VAT Type in the first block, whether the price Includes (Inc) or Excludes (Exc) VAT in the second block, or both.

5. Click Update (button).

How to Create a Goods Returned Transaction from Scratch#

1. Navigate to  Goods Returned.
2. Click New (button).
3. Complete the header information as follows:
   1. Date = Select a Date from the calendar dropdown list (defaults to today).
   2. Reference = Enter a Reference.
   3. Note = Enter a Note.
   4. Category = Select a Category from the dropdown list of categories (if applicable).
4. Fill in the item section by selecting option1, 2, 3 or 4:
   1. Select this option to manually add items one at a time:
      1. Select a Category in the block next to Add (Popup) that displays Search.
      2. Select an Item in the dropdown list next to the Category.
      3. Enter the Quantity in the Qty block.
      4. Click Add (button).
      5. Edit or enter the Unit Price.
      6. Edit or enter an Adjustment: Enter a negative percentage to reduce the price (discount) or a positive percentage to increase the price (surcharge).
   2. Click Add (Popup) (button) > Copy Items from Sales Orders: Select this option to copy items from a linked Sales Order.
   3. Click Add (Popup) (button) > Copy Items from Work Order: Select this option to copy items from a linked Work Order.
   4. Click Add (Popup) (button) and select Items to display a list of items.
      1. Click View (button) to generate a list.
      2. Click the item(s) to add and click Add (button).
5. Repeat Step 4 to add more items, or right-click an item and select Copy Item (edit the copied line as needed).
   • Note: To remove an item, right-click the item and select Delete Item.
6. Click Save (button).

How to Create a Goods Returned Transaction from a Goods Issued Transaction#

1. Edit or create a Goods Issued transaction.
2. Click Save (button).
3. Click Actions (button) > Copy to Goods Returned.
4. On the popup accept or edit the Status changes to the Goods Issued transaction:
   1. Header = Select a different Status from the dropdown list or click the no-editing button (pencil with a line through it) to leave the Status unchanged.
   2. Items = Select a different Status from the dropdown list or click the no-editing button (pencil with a line through it) to leave the Status unchanged.
5. Unselect (click) any items you do not want to copy.
6. Adjust the quantities to reflect the Goods Returned: overtype the numbers in the Qty column.
7. Click Copy (button).
   • Note: The Goods Returned transaction is created. It is opened if the Open new Transaction checkbox has a checkmark in it (bottom left corner).

How to Edit a Goods Returned Transaction#

1. Navigate to Goods Returned.
2. Click Menu (button) > Transactions or click Menu (button) > Items.
3. Apply any of the Filters.
4. Click View (button).
5. Double-click a Transaction or Item that has a Status of Pending or Active to open it (or right-click and select Open Transaction).
6. Make any changes.
7. Click Save (button).
   • Note: To edit a transaction with the Status of Complete, open the transaction and change the Status to Active.

How to Add an Attachment or Link to a Goods Returned Transaction#

1. Create or edit a Goods Returned transaction.
2. Click Actions (button) > Add Attachment/Link.
3. Enter a Description in the block below Description.
4. Select a Type from the dropdown list below Type.
5. Paste a URL in the block or click menu (...) to browse the file on your local or cloud server.
6. Select the Item to link to from the dropdown list below Transaction Item.
7. Click Save (button).
8. Click Close (button).

How to Update a Linked Goods Returned Transaction#

1. Create or edit a Goods Returned transaction.
2. Click Actions (button) > Update Transaction and select an option:

   Option	Description
   Update Transaction from Setups	If any information (e.g. the unit price) was changed on the item's setup, it is applied to the transaction.
   Add all items from IGI xxx (appears once a 'From' Transaction is set)	Includes any items that were not selected at the time the Goods Returned transaction was created (where xxx is the Goods Issued Number).
   Update items from IGI xxx (appears once a 'From' Transaction is set)	Updates the Goods Returned transaction with any changes made to the copied items on the Goods Issued transaction (where xxx is the Goods Issued Number).
   Update the 'From' Transaction	Select a different Goods Issued transaction as the source document (enter the number of the document). Once it is set, the Add all items and Update items options appear above it.
   Link Transaction to an SM	Links the transaction to a Service Manager Ticket.
   Reset Transaction Flow	Unlinks the current transaction from the rest of the linked transactions.

How to Reorder the Line Items by Group#

1. Create or edit a Goods Returned transaction with multiple line items.
2. Use the Field Chooser (*) to display the group and subgroup columns if they do not appear.
3. Enter a group and subgroup (optional) name for each item.
4. Click Actions (button) > Order Items by Group.
   • Note: You can manually reorder line items by right-clicking the line and selecting Move Up or Move Down.

How to Update Multiple Items on a Goods Returned Transaction#

1. Create or edit a Goods Returned transaction with multiple line items.
2. Select the Items you want to change.
3. Click Actions (button) > Batch Update.
4. Select an option from the Batch Update dropdown list and fill in the required information:

   Option	Description
   Status	Select a Status from the dropdown list of statuses to change the Item's Statuses.
   Adj %	Enter a % to change the Adjustment percentage.
   Qty	Enter the Quantity of goods returned.
   VAT	Select a Default VAT Type in the first block, whether the price Includes (Inc) or Excludes (Exc) VAT in the second block, or both.
   Group	Enter a name for the Group.
   Subgroup	Enter a name for the subgroup.
   Resolve	Select a Resolve option from the dropdown list.
   Check in	Select a Date and Time to set a check-in or click Delete to delete the Check-in Date and Time.
   Check out	Select a Date and Time to set a check-out or click Delete to delete the Check-out Date and Time.
   Debit	Select a Ledger Account to Debit (e.g. Stock on Hand).
   Credit	Select a Ledger Account to Credit (e.g. Cost of Sales).
   Location	Select a Location from the dropdown list of locations.
   Department	Select a Department from the dropdown list of departments.
   Unit Price	Enter a Unit Price in the block.
   Start Date	Set a Start Date by selecting a Date from the popup calendar in the first block and adjusting the Time in the second block.
   Due Date	Set a Due Date by selecting a Date from the popup calendar in the first block and adjusting the Time in the second block.
   Lead Days	Type the number of lead days in the adjacent block.
   SM No.	Select a Service Manager ticket number from the dropdown list.

5. Click Update (button).