Working With Sales Return Orders
by Barbara Plagens for KCP Dynamics
Microsoft Dynamics NAV 2016 Sales Return Orders have some great features that you may not be using. For example, you can return goods to a specific warehouse based on the Return Reason Code and you can create the documents needed to manage various customer service requirements. In this blog and the follow up, we discuss how to implement some of these features in NAV.
You may want to receive returned items to a specific Location to signal to users these items should not be selected on sales orders till after they are inspected. Use the following steps to create a warehouse for receiving returned items:
- From the Navigation Pane, click Departments → Warehouse → Administration → Setup → Locations; the Locations List page displays.
- Click Home → New → New; a blank Location card page displays.
- Complete the General FastTab.
- Code: enter a unique identifier for the warehouse; e.g. Returns or Inspection.
- Name: enter text to more completely describe the warehouse.
- Address, City, State, Zip Code, Country: enter the address information for the warehouse.
The page displays like the screenshot below.
NOTE: Using these steps, you have entered the minimal amount of information required for setting up the new warehouse. This is not truly a separate physical building; it is a virtual location within an existing warehouse. As a company policy, users need to be aware that the items in this new warehouse are returned inventory subject to inspection – and possibly repackaging or rework – before being sold to other customers. When your company uses more advanced warehouse functionality, NAV may be set up to prevent users from having the ability to select the items in the warehouse for order fulfillment.
Return Reasons are assigned to Sales Return Order lines to indicate the reason given by the customer for the return. Use the following steps to setup Return Reasons:
- Enter text in the Search Box to find Return Reasons.
- Select an option for Return Reasons from the list displayed by NAV.
TIP: When entering the search term, you can enter a portion of the text; e.g. a part of each word included in the term. When selecting an item from the list returned by NAV, the options from the right column (Return Reasons) immediately open the page (report, etc.), selecting an item from the left column (Sales & Marketing/Order Processing/Setup) opens the menu that includes the selection in the left column.
- Use the following steps to add reasons for returning purchased or sold items:
- Code: a unique identifier
- Description: text to further identify the Return Reason
- Default Location Code: select the location where items returned by customers are received; the location then automatically populates on Sales Return Order lines when this Return Reason is selected
- Inventory Value Zero: select the checkbox to indicate the returned items are received without any value assigned
- The page displays like the screenshot below.
TIP: Note the View List and Edit List actions in the Manage group on the ribbon. You must select the Edit List action to make changes to the data on the page.
To demonstrate entering and processing a Sales Return Order, I posted a Sales Order using Customer 20000 – Selangorian Ltd. The Sales Order included two lines; the first line for a quantity of one Sarajevo Whiteboard (1984-W), the second for 25 Moscow Swivel Chairs (1980-S).
Mark, the Sell-to Contact at Selangorian called to report that two of the chairs are defective. An agreement is reached with Mark to return the two chairs and send replacements. Internally, Cronus contacted the vendor and after discussion agreed to repair the returned chairs for a credit instead of returning the chairs to the vendor.
Create a Sales Return Order
Use the following steps to create a Sales Return Order:
- In the Search Box, enter text to locate Sales Return Orders.
- Select one of the options for the Sales Return Orders list as shown below; the Sales Return Orders list page displays.
- From the Sales Return Order list page, click Home → New → New; the Sales Return Order page displays.
- Sell-to Customer: enter or use the AssistButton to select the customer – Selangorian.
- Move off the Sell-to Customer field, the Sales Return Order populates with the data from the Customer card. Below is a screenshot of the Sales Return Order with the General FastTab completed.
TIP: Lines on the Sales Return Order may be populated manually. Alternatively, the Copy Document action may be used. One advantage of using Copy Document is that the Sales Credit Memo created from the Sales Return Order is automatically applied to the original (copied) Sales Invoice.
Use the Copy Document action to populate the Lines:
- Click Actions → Functions → Copy Document as shown below.
- In the Copy Sales Document dialog page, use filters to select the document:
1. Document Type: select Posted Invoice
2. Document No.: enter a document number or click the AssistButton to view the Posted Sales Invoices list page.
3. Select the correct Posted Sales Invoice
4. Click OK
5. The Posted Sales Invoices list page closes, the Document No., field is populated in the Copy Sales Document dialog page.
- Sell-to Customer No. and Sell-to Customer Name: display the values for the selected document; use this information to verify the correct document was retrieved when manually populating the Document No. field without viewing a list page.
- Include Header: typically, not selected; select to replace the information entered on the Sales Return Order header with the information from the selected document.
- Recalculate Lines: typically, not selected; select to update the price and cost information for the items on the lines retrieved from the posted document; by not selecting the checkbox, the original cost and price from the posted document are populated on the lines.
- The Copy Sales Document dialog appears like the screenshot below.
- Click OK; the dialog closes, the lines populate on the Sales Return Order.
In our next blog, we continue with processing the Sales Return Order.
Please feel free to contact KCP Dynamics with your questions and check back next week when we share more tips and tricks for Microsoft Dynamics NAV 2016 from KCP Dynamics!