Processing a Vendor Return

You may have occasion to return an Item or Items back to the Vendor, for example...

Vendor Returns are transactions that show what Items are shipped by you back to the Vendor. You will notice that the Vendor Return form is nearly identical to that of the Receiving Doc. The only difference is the direction of the shipment: with Receiving Docs, Items are shipping from the Vendor to your Location; a Vendor Return merely reverses the process.

You can easily create a new Vendor Return from scratch by choosing New Vendor Return from the Purchasing menu. However, to avoid retyping of critical information, it's wise to create the return from the Receiving Doc information. To do this, perform the following steps:

  1. From the Receiving List screen, double-click the record from whence the return will come. This will bring up that record's Receiving Doc form.

  2. From this form's toolbar, click the Return button.

If created from the Ship Doc, all information from will be brought in to populate the fields. If typing a manual Customer Return, you have to fill the fields in manually. Additionally, if your company makes use of bar code scanners to keep track of Items, you can place your cursor in the following text box...

...and scan the Item (s) in. Typing the name of the Item and then pressing Tab also works.

Be sure to check the Returned checkbox when you actually receive word from the Vendor that your shipment has arrived back at their location.

Once a Vendor Return has been checked as Received, it cannot be edited.

If you do not use QuickBooks with All Orders, be sure to check the NC Only box above. It allows you to close out a Vendor Return without recording it in QuickBooks.

In the above information box, you have the exact same fields as on the Receiving Doc. Don't forget to update these field if, for example, using a different courier for the return. Similarly, you'll want to update the number of packages and/or weight if only returning part of your original order.

To print out the Return Doc, just use the Print toolbar button. You can include this document as a packing list.

If you are also working with QuickBooks, when the Items are actually arrive back at the Vendor location, the Vendor Return needs to be closed out so that quantities can be adjusted within QuickBooks. This is done by creating a Vendor Credit. To create one, just click the Vendor Credit toolbar button:

The invoice for the shipment will then be created from within QuickBooks. If you change your mind and wish to remove the invoice from QB, you have the option of clicking the Undo Vendor Credit button on the toolbar.