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Credit Requests

  1. Select + Add from the (Returns)Credit Requests homepage.

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  1. Fill out all required fields as indicated by an asterisk*

  2. View field definitions below for more information. Fill out as needed.

  3. Request Number will be automatically assigned.

  4. Create Date will autofill at save.

  5. Return Policy, Max Return Time, Return Comment, all default in based on Supplier information. (

To view, go to Suppliers > select edit on the Supplier you wish to view, go to the Parameters tab within the Supplier, scroll down to Return Information

  1. Will be blank if nothing is entered for the Supplier)

  2. Include invoice information? checkbox defaults to checked. When deselected, “+Add Products(s) from invoices” button changes to “+Add

Products

  1. Products” and an “Update Order Decisions?” checkbox appears.

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    If Update Order Decisions? checkbox is checked, a Term dropdown appears. Select Term.

+

Field

Definition

Field

Definition

Supplier*

Select

Supplier from dropdown

RMA Number

Enter Return Material Authorization (RMA) Number from

Supplier

Type

Select

from dropdown

: Return or DiscrepancyPostage

Request Number*

Automatically populates upon “Add”

If there is postage, enter it here.

Return Policy

Defaults based on Supplier. (In Suppliers > parameters > return policy)

Status*

Defaults to Proposed status, select from dropdown. in the date of when you sent the permission request or when you received permission. Optional field.

Type

Select from dropdown: Return or Discrepancy

Max Return Time

Defaults based on Supplier. (In Suppliers > parameters > max days)

Permission Date

Enter

Request Number*

Automatically populates upon “Add”

Return Comment

Defaults based on Supplier. (In Suppliers > parameters > return comment)

Create Date

Auto populates upon “Save”

Status*

Proposed: Is being worked on and not sent.
Open:Is being sent to supplier and is awaiting credit.
Closed: Has been resolved and is complete

Include invoice information?

Select or Deselect. When deselected, checkbox “Update Order Decisions?” appears.

Permission Date

Enter in the date of when you sent the permission request or when you received permission. Optional field.

Update Order Decisions?

Select if desired. When selected, Term drop down appears

Create Date

Auto populates upon “Save”

Term*

Select Term from dropdown.

RMA Number

Enter Return Material Authorization (RMA) Number from Supplier if required.

Add Product(s) from Invoices

If “Include invoice information?” box is checked,

Select to add products to Credit Request

Postage

If you are requesting credit for postage, enter it here.

Remove

When product is selected, use to remove it

Add Product(s) from Invoices

button will be available.

  1. If “Include invoice information?” box is

not

  1. checked, +Add Product(s) from Invoices button will be available

. Scroll down to view instructions in “Add Product(s)

  1. .

  2. In the popup modal Add Product(s) from Invoices you will be under the first tab, Step 1: Invoices.

You can Search by the criteria given in search bar, select a Supplier from the dropdown, or use the Invoice Date field to search for the desired Invoice(s).Use the checkbox on left of the Invoice to select desired Invoices


  1. Select the desired Invoice.

  2. Go to Step 2 : Line Items tab.

  3. Select the Reason

for the return in the dropdown menu

  1. . *You will be able to change this on the line item level in the Add Credit Request screen.

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  1. Show Items With <=0 Stock On Hand will includeproducts whose SOH is 0 or less. The default is for this box to be unchecked so only products whose SOH is greater than 0 are displayed.

  2. Line items default to all checked. Review information and deselect as needed.

  3. Select OK.

  4. You are now able to change

your Cost or

  1. the Return Reason on the line item as needed.

  2. Enter Return QTY for each item.

As you do this, you will see your “Credit Total:” update.
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  2. If needed, you are able to remove a line item by either:

    1. Selecting the checkbox on the left of the item and selecting Remove.

    2. Selecting the Trashcan button on the right of the line item.

  3. Save.

  4. Upon save, 2 buttons appear: Invoices and Export PDF at the top of now the “Edit Credit Request” screen.

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  5. Invoices

will allow you to select which Invoice to look at and take you to that invoice in Edit Invoice screen

  1. shows how many invoices are attached to this Credit Request. If selected it will take you to the selected Invoice.

  2. Export PDF is the

paper

  1. document you will put in the box with the returns

. Will download at bottom of browser, select it to open and then print

  • When everything is entered correctly, you are able to change the Status to Open. Once it is in Open status, the Add Memo button will appear.

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  • Select Add Memo and new memo line will appear.

  • Enter Memo/Check Number and Memo Date

    1. .

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    Add Memo

    1. Image Added

    2. Move into an Open Status when you are ready to ship the return to the Supplier.

    3. Upon status change, an Add Memo button will be available on the bottom right of the header section. (see the next section below)



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    image-20240709-175237.pngImage Added

    Add Memo

    1. When a credit memo is received from the Supplier, select Add Memo.

    2. Fill in information as defined below.

    3. Select

    Memo DetailsIn

    1. Memo Details

    , Add Postage if applicable. New line appears.
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    2. In Memo Details, Select +Add Product(s) to open Add Product(s) window. Select products.

    3. IF everything was approved and you just want to RESOLVE your

    Resolved

    1. Quantities follow these steps for

    the Memo.

  • Enter Memo/Check Number

  • Enter Memo Date

    • Enter in

    1. the Memo

    Amount in full (can be seen as a Credit Total above the invoice column in the Products area)

  • If it is a check, select Is Check.

    • Select, Memo Details. In Memo details, select all items by using checkbox on column heading on the left and select OK

    1. .

    Select

      1. Close

    . (All items will have no information in the editable fields)

      1. the add products window after add.

      2. Select Batch Resolve. This will fill in all amounts and resolve all and move to Closed status.

    2. If everything was NOT approved.

      1. In the Memo Details, enter in the Resolved/Cancelled/Denied QTY as applicable.

      2. Enter Resolved Amount

    (cannot be more than the credit total)

      1. and used Write Off checkbox if applicable.

      2. Change status to Resolved

    .Select Close

      1. .

    2. Credit Request is now in Closed status.

    Enter

    Field

    Definition

    Field

    Definition

    Open

    Posted but not all the credit has been applied.

    Closed

    Posted, all credit has been applied.

    Proposed

    Nothing has been posted or applied.

    Add Memo

  • Add Memo button appears upon Open status. Upon selection, Memo field becomes active. (see example on right)

  • Fill in Memo information. Select checkbox Is Check if applicable. Once entered, the Memo Details button will function and bring up pop up display.

  • In Memo Details, when you select +Add Products, the products on the credit request will be available for add. Select the products desired and press OK.

  • In Memo Details window, it will ask you to enter the Resolved, Cancelled and Denied quantities. These quantities must equal the Returned amount.

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    • Resolved

    Amount, cannot exceed the item cost.

  • IF the Status is Unresolved, checkbox Write Off is available. Select if you are Writing Off the products.
    IF the Status is Resolved, checkbox will be unavailable (but will keep selection) and Memo Details grey out and become unable to be edited other than status. Select Close when done.

  • Select either Batch Resolve to resolve Memo(s), Batch Cancel to cancel Memo(s), or the trashcan button to delete the memo.

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    Field

    Definition

    Field

    Definition

    Resolved

    QTY

    Quantity Resolved by Supplier

    Memo/Check Number

    Memo number or Check number

    Cancelled QTY

    Quantity Cancelled

    Memo Date

    Date

    of creation

    on the supplier’s credit memo

    Denied QTY

    Quantity Denied by Supplier

    Memo Amount

    Amount in $

    Total credit from the supplier’s credit memo

    Resolved Amount

    Resolved Amount in $ (cannot exceed Product Cost)

    Is Check

    Select box if

    it is

    you received a check instead of a credit to your account

    Status: Unresolved

    unresolved and editable

    Leave at unresolved if you are still expecting credit

    Batch Resolve

    Will resolve all current memos on Credit Request

    Status: Resolved

    Puts

    Set as resolved when you have received all credit you are expecting. The credit request will move into a closed status when all line items are resolved.

    Batch Cancel

    Will cancel all current memos on Credit Request

    Write Off

    Checkbox

    Check box if writing off this amount.

    Postage

    Postage amount

    in $

    credited from the supplier’s credit memo

    Status
    colourRed
    titleFirst Published 04/26/2022

    Status
    colourBlue
    titleEdited 0508/1102/20222023

    © 2021 PrismRBS.  All rights reserved.