Field descriptions: Purchase return

This page describes the fields for the Purchase return page. The fields are listed in alphabetical order.

Field Description
Number The number can be added manually when you create a purchase return, if not, it is generated automatically. Once generated it cannot be modified.
Status

The purchase return status. This status changes automatically according to the life cycle of the purchase return:

  • Draft when created.
  • Tax calculation failed when the automated tax calculation results in an error.
  • Pending approval when the purchase return has been sent for approval. This status is possible only if the Return items to supplier checkbox is selected.
  • Rejected when the purchase return has been rejected. This status is possible only if the Return items to supplier checkbox is selected.
  • Approved when the purchase return has been approved. This status is possible only if the Return items to supplier checkbox is selected.

  • Closed when the purchase return is in one of the following situations:

    • The submission for approval has been rejected by the supplier.
    • The purchase return has been posted.
    • The purchase return has been closed manually.
  • Posting in progress when the financial system you are integrating with is waiting to respond.
  • Error when you do not select the correct dimensions, for example a supplier does not exist on the financial system you are integrating with. It could also be because either Sage Distribution and Manufacturing Operations or the financial system you are integrating with is having technical issues.
  • Returned when all the selected items have been returned to the supplier.
Field Description
Number The purchase return number is generated automatically when you create a purchase return. It cannot be modified. Numbers are managed in the Sequence number page.
Return request date By default, today's date. You can change it but only to an earlier date.
Return site The selected return site.
Supplier The selected supplier for the return. Its primary address displays in the Information tab as the return to address.

Indicator Bar

Field Description
Number of items The total number of items.
Total excluding VAT The total excluding VAT amount. It is automatically calculated, based on the lines you select from the purchase receipts. You cannot change it.
Total including VAT The total including VAT amount. It is automatically calculated, based on the lines you select from the purchase receipts. You cannot change it.

Lines tab

Field Description
Gross price

The gross price is populated from the purchase receipt line. You cannot change it.

 
Item name

The name of the item to return.
Net price The net price is calculated automatically. You cannot change it.
Origin Purchase returns can only be created from purchase receipts. This field always displays the Purchase receipt value.
Quantity in purchase unit The returned quantity in purchase unit. It defaults to the received quantity. You can change it when the purchase return status is Draft. This quantity must be less than the received quantity.
Return reason The reason for returning the item. This information is required. The list of reasons is defined in the Reason code page.
Status

The purchase return line status. This status changes automatically and can be:

  • Draft when created.
  • Pending when the purchase return is sent for approval.
  • In progress when the purchase return is approved but has not been shipped or closed yet.

  • Closed when the purchase return is in one of the following situations:

    • The submission for approval has been rejected by the supplier.
    • The purchase return has been shipped.
    • The purchase return has been closed manually.
Total excluding VAT The total excluding VAT amount. It is automatically calculated, based on the lines you select from the purchase receipts. You cannot change it.

Information tab

Field Description
Exchange rate The exchange rate between the currency of the transaction and the currency of the return site. It only displays when the return site and transaction currencies are different. You cannot change it. Creating a purchase return is not possible if an exchange rate is not defined. Exchange rates are managed in the Currency page.
Return-to address

The supplier's primary address is the return to address. It cannot be changed.
Return items to supplier checkbox Indicates that the items must be returned to the supplier. You can only allocate the stock and ship the purchase return when the checkbox is selected.
Shipping status

The status of the purchase return related to the shipment. This status changes automatically and can be:

  • Not shipped when the purchase return has not yet been posted.
  • Shipped when the purchase return has been posted and its status is Closed.

This status displays only if the Return items to supplier checkbox is selected.
Transaction currency

The transaction currency defaults to the selected supplier's currency. You can change it.

Supplier tab

Field Description
Supplier reference

The supplier's reference. It can be for example, the supplier's approval reference. You can enter the supplier's reference only if the purchase return status field is Draft or Pending, that means before approving the return.

Totals tab

Field Description
Excluding VAT

The total excluding VAT amount. It is automatically calculated, based on the lines you select from the purchase receipts. You cannot change it.
Excluding VAT in company currency The total excluding VAT amount in company currency. It is automatically calculated, based on the lines you select from the purchase receipts. You cannot change it.

Notes tab

Field Description
Add notes to the supplier document Activates the attachment of notes to your external documents. If it’s switched on, notes will be attached to any external documents that are sent to the supplier.
Repeat all the line notes on new documents.

Activates the attachment of repeated notes to your documents. If it’s switched on, there are two options:

  • The purchase invoice line notes are repeated on the credit note at header level if you select Create credit note on a purchase invoice that has been posted.
  • Or the notes from a purchase return are repeated on the credit note at header level if you create a credit note directly and select Add lines from return.
Repeat the document notes on new documents.

Activates the attachment of repeated notes to your documents. If it’s switched on, there are two options:

  • The purchase invoice line notes are repeated on the corresponding credit note lines if you select Create credit note on a purchase invoice that has been posted
  • Or the notes from a purchase return are repeated on the corresponding credit note lines if you create a credit note directly and select Add lines from return.

 

 

Detailed stock allocation window

This window displays when you select Allocate stock from the More actions icon for the line. This action is available only when landed cost items have been added to the invoice.

Field Description
Item The item to return.
Remaining quantity The remaining quantity that can be returned from the purchase receipt line.
Required quantity The required quantity from the purchase return.
Selected quantity The returned quantity from the purchase receipt line.
Stock site The site at which the stock is located.
Stock unit The stock unit of the selected item. You cannot modify this information. It is defined in the Item page.

Line Panel

The fields below display when you select Open Line panel.

Information panel

Field Description
Allocation status

The status of the purchase return related to the stock allocation. This status changes automatically and can be:

  • Not managed when the items are not managed in stock.

  • Not allocated in one of the following situations:

    • The items are managed in stock but you don't need to return them to the supplier.
    • The items are managed in stock and the Return items to supplier checkbox is selected but the purchase return lines have not yet been allocated.
  • Partially allocated when at least one but not all purchase return lines have been allocated.
  • Allocated when all the lines have been completely allocated.

This status only displays if the Return items to supplier checkbox is selected.
Approval status

The approval status changes automatically and can be:

  • Draft when the purchase return is created.
  • Pending approval when the purchase return is submitted for approval.
  • Approved when the purchase return is approved by the supplier.
  • Rejected when the purchase return is rejected by the supplier.
Item description A description of the item.
Item name The name of the item to return.
Origin Purchase returns can only be created from purchase receipts. This field always displays the Purchase receipt value.
Purchase unit The purchase unit of the item from the purchase receipt line. You cannot change it.
Quantity in purchase unit The returned quantity in purchase unit. It defaults to the received quantity. You can change it when the purchase return status is Draft. This quantity must be less than the received quantity.
Quantity in stock unit The returned quantity in the stock unit. You cannot modify this information.
Return reason The reason for returning the item. This information is required. The list of reasons is defined in the Reason code page.
Shipping status

The status of the purchase return related to the shipment. This status changes automatically and can be:

  • Not shipped when the purchase return has not yet been posted.
  • Shipped when the purchase return has been posted and its status is Closed.

This status displays only if the Return items to supplier checkbox is selected.
Stock unit The stock unit of the selected item. You cannot modify this information. It is defined in the Item page.
Stock unit conversion factor The conversion rate from purchase unit to stock unit. You cannot modify this information. It is defined in the Item page.

Price tab

Field Description
Charge The charge percentage applied to the gross price to calculate the net price. It is populated from the purchase receipt line. You cannot change it.
Discount The discount percentage applied to the gross price to calculate the net price. It is populated from the purchase receipt line. You cannot change it.
Gross price The gross price is populated from the purchase receipt line. You cannot change it.
Net price The net price is calculated automatically. You cannot change it.
Price origin

The origin of the price displays automatically:

  • Supplier price list when the Gross price field from the corresponding purchase receipt line was populated from the supplier prices.
  • Manual when the Gross price field from the corresponding purchase receipt line was manually entered or updated.
Total excluding VAT

The total excluding VAT amount. It is automatically calculated, based on the lines you select from the purchase receipts. You cannot change it.
Total excluding VAT company currency The total excluding VAT amount in company currency. It is automatically calculated, based on the lines you select from the purchase receipts. You cannot change it.

Origin tab

Field Description
Quantity in purchase unit

The returned quantity in purchase unit. It defaults to the received quantity. You can change it when the purchase return status is Draft. This quantity must be less than the received quantity.
Quantity remaining The remaining quantity that can be returned from the purchase receipt line.
Receipt number The number of the purchase receipt that you are selecting lines to return from.
Receipt status The status of the purchase receipt that you are selecting lines to return from.

Line notes tab

Field Description
Add notes to the supplier document If it’s switched on, notes will be attached to any external documents that are sent to the supplier.