Credit Requests
Select + Add from the (Returns)Credit Requests homepage.
Fill out all required fields as indicated by an asterisk*
View field definitions below for more information. Fill out as needed.
Request Number will be automatically assigned.
Create Date will autofill at save.
Return Policy, Max Return Time, Return Comment, all default in based on Supplier information. (Will be blank if nothing is entered for the Supplier)
Include invoice information? checkbox defaults to checked. When deselected, “+Add Products(s) from invoices” button changes to “+Add Products Products” and an “Update Order Decisions?” checkbox appears.
If Update Order Decisions? checkbox is checked, a Term dropdown appears. Select Term.
Field | Definition | Field | Definition |
|---|---|---|---|
Supplier* | Select Supplier from dropdown |
Return |
Type
Select from dropdown: Return or Discrepancy
Postage
If there is postage, enter it here.
Request Number*
Automatically populates upon “Add”
Policy | Defaults based on Supplier. (In Suppliers > parameters > return policy) |
Status*
Type | Select from dropdown: Return or Discrepancy | Max Return Time | Defaults based on Supplier. (In Suppliers > parameters > max days) |
Permission Date
Request Number* | Automatically populates upon “Add” | Return Comment | Defaults based on Supplier. (In Suppliers > parameters > return comment) |
Create Date
Status* | Proposed: Is being worked on and not sent. | 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 |
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
If “Include invoice information?” box is not checked, +Add Product(s) from Invoices button will be available. Scroll down to view instructions in “Add Product(s).
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
Select the desired Invoice.Go to Step 2 : Line Items tab.
Select the Reason for the return in the dropdown menu. *You will be able to change this on the line item level in the Add Credit Request screen.
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.
Line items default to all checked. Review information and deselect as needed.
Select OK.
You are now able to change your Cost or the Return Reason on the line item as needed.
Enter Return QTY for each item. As you do this, you will see your “Credit Total:” update.
If needed, you are able to remove a line item by either:
Selecting the checkbox on the left of the item and selecting Remove.
Selecting the Trashcan button on the right of the line item.
Save.
Upon save, 2 buttons appear: Invoices and Export PDF at the top of now the “Edit Credit Request” screen.
Invoices will allow you to select which Invoice to look at and take you to that invoice in Edit Invoice screenshows how many invoices are attached to this Credit Request. If selected it will take you to the selected Invoice.
Export PDF is the paper document you will put in the box with the returns. Will download at bottom of browser, select it to open and then print.
Add Memo
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.
Select Add Memo and new memo line will appear.
- Enter Memo/Check Number and Memo Date
Move into an Open Status when you are ready to ship the return to the Supplier.
Upon status change, an Add Memo button will be available on the bottom right of the header section. (see the next section below)
Add Memo
When a credit memo is received from the Supplier, select Add Memo.
Fill in information as defined below.
Select Memo Details
In Memo Details, Add Postage if applicable. New line appears.
In Memo Details, Select +Add Product(s) to open Add Product(s) window. Select products.
IF everything was approved and you just want to RESOLVE your Resolved Quantities follow these steps for the Memo.
Enter Memo/Check Number
Enter Memo DateEnter in 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.
Select Close . (All items will have no information in the editable fields)the add products window after add.
Select Batch Resolve. This will fill in all amounts and resolve all and move to Closed status.
If everything was NOT approved.
In the Memo Details, enter in the Resolved/Cancelled/Denied QTY as applicable.
Enter Resolved Amount
and used Write Off checkbox if applicable.
Change status to Resolved
.
Credit Request is now in Closed status.
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)
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.
Enter 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.
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 |
on the supplier’s credit memo | ||
Denied QTY | Quantity Denied by Supplier | Memo Amount |
Total credit from the supplier’s credit memo | |||
Resolved Amount | Resolved Amount in $ (cannot exceed Product Cost) | Is Check | Select box if |
you received a check instead of a credit to your account |
Status: Unresolved |
Leave at unresolved if you are still expecting credit | Batch Resolve | Will resolve all current memos on Credit Request |
Status: Resolved |
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 |
Check box if writing off this amount. | Postage | Postage amount |
credited from the supplier’s credit memo |
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