How To: Configure Return Reasons
Table Of Contents
Return reasons help Khaos Control determine how returned items should be processed and where stock should be moved when a return is received.
They also provide useful information for reporting and returns analysis.
Each return reason is linked to a default Processing Type, which tells the system what action to take. For example:
| Return Reason | Default Processing Type |
|---|---|
| Lost in Transit | Stock Missing |
| Goods Damaged | Quarantine |
| Customer Changed Mind | Return to Stock |
The processing type can be changed when processing an individual customer return if a different action is required.
Note: Khaos Control includes a number of standard return reasons and processing types. You can create additional return reasons to suit your business requirements, but processing types are fixed within the system and cannot be edited or added to.
Create a New Return Reason
- Open the System Data screen (show me how).
- Double-click [ Sales Order Processing | Return Reasons ].
- Press Alt + E or click Edit to enter edit mode.
- Press F3 or click Add to create a new return reason.
- In the Return Reason column, enter a description of the reason, for example:
- Customer Cancelled
- Incorrect Pick
- Goods Damaged
- Lost in Transit
- In the Processing Type column, press F4 and select the default action that should be applied when this return reason is used.
Processing Types Explained
The following processing types are available:
| Processing Type | Description |
|---|---|
| Return to Stock | Returns the item to available stock, ready for resale. |
| Return to Supplier | Places the item into the Returns Bin and allows a supplier return to be created. |
| Quarantine | Moves the item into quarantine for inspection before a decision is made to return it to stock, return it to the supplier or write it off. |
| Stock Missing | Does not adjust stock levels. Typically used where stock has been lost and no physical item is being returned. |
| Return to Stock / Place in Primary Pick | Available when using Warehouse Location Control. Returns the item to stock and places it into the primary picking location. |
Note: Although a default processing type is linked to each return reason, it can be changed when processing an individual customer return if required.
Set the Default Return Reason
You can configure a return reason to be selected automatically when creating customer returns.
- Tick the Default checkbox against the required return reason.
Important: Only one return reason should be marked as the default. If multiple defaults are selected, Khaos Control uses the first one it finds.
Configure the Default EPOS Return Reason
If you use EPOS, you can define a separate default return reason.
- Tick the EPOS checkbox against the required return reason.
Important: Only one EPOS default should be selected. If multiple records are marked as the EPOS default, Khaos Control uses the first one it finds.
Hide Unused Return Reasons
If a return reason is no longer required, you can remove it from selection lists without deleting it.
- Tick the Hide checkbox against the return reason.
Hidden return reasons will no longer appear in return reason drop-down lists but remain available for historical records and reporting.
Save Your Changes
- Repeat the process for any additional return reasons you need to create.
- Press Ctrl + S or click Save to save your changes.
Example Return Reason Setup
| Return Reason | Processing Type |
|---|---|
| Customer Cancelled | Return to Stock |
| Incorrect Pick | Return to Stock |
| Goods Damaged | Quarantine |
| Lost in Transit | Stock Missing |
| Supplier Fault | Return to Supplier |
Additional Information
- Return reasons help standardise the way returns are processed across your business.
- Processing types determine how stock is handled when a return is received.
- New return reasons can be created at any time.
- Processing types are hard-coded within Khaos Control and cannot be modified.
- Hidden return reasons remain available on historical documents and reports.
- Return reason information can be used to analyse trends and identify common causes of returns.