How To: Create a Customer Return which has Batch Controlled Items
Table Of Contents
Use this process to create a Return from the original Sales Order when the item being returned requires a batch code. Creating the Return from the original Sales Order maintains the audit trail between the sale and the Return.
Before you start
Warehouse Batches are not enabled by default.
Contact Development if you are interested in enabling this functionality.
Note: Additional costs apply if Warehouse Batches are enabled.
Return Reasons must also be configured before creating the Return. See How To: Configure Return Reasons.
Discounts on Returns and Exchanges
Discounts from the original Sales Order, displayed in the Disc £ (N) or Disc £ (G) columns, are carried across to the Return.
If items are added to the Exchange Note, Khaos Control proportions the discount value across those items.
Note: For a direct exchange, use the direct exchange button to move the original item from the upper grid to the lower grid. This preserves the original selling price and discounts.
Create the Return
- Open the Sales Order screen. See How To: Open a Sales Order screen.
- Find and open the Sales Order containing the item or items being returned.
- Select the item lines you want to return.
- Click the Return button.
- When asked whether you want to create a Return for the selected items, click Yes. The Returns screen opens with the selected items in the upper grid.
- Update the quantities being returned.
- Use the F4 lookup to select a Return Reason for each return line.
- If required, use the F4 lookup in the Processing Type column to change the default Processing Type.
- If an item is being returned directly to the supplier, click Set Supplier and select the appropriate supplier.
Select the batch code
For each item that requires a batch code:
- Select the Batch (Ent) column and press Enter.
- In the Batch Selection dialog, double-click the batch code for the item being returned.
Add any exchange items
Items being sent back out to the customer are added to the lower grid.
- Direct exchange: Click the down arrow, then click Yes when prompted.
- Alternative item: Tick the checkbox to the left of the lower grid and press F3 to open the Stock LookUp dialog. Select the required exchange item.
- No exchange: Leave the lower grid empty.
Important: For a direct exchange, use the direct exchange button to move the original item from the upper grid to the lower grid. This preserves the original selling price and discounts.
Choose when to adjust stock
Set Move Stock On Process as required:
- Ticked: Stock levels for the returned goods and any goods being sent out are adjusted when you select Process into Credit/Exchange.
- Unticked: Stock levels for the returned goods and any goods being sent out are adjusted when the Return is issued.
Complete the Return
- Tick Credit Original Delivery if the customer's original delivery charge should be credited.
- Tick Charge Delivery on Exchange if the customer should be charged delivery for the exchange items being sent to them.
- Tick Copy Extended Descriptions if you want the extended descriptions copied to the new Credit Note.
- Open the Invoicing tab and check that the invoice address is correct.
- Open the Delivery tab and check that the delivery address is correct.
- Add any relevant information to the Notes tab.
- Press Ctrl+S or click Save to save the Sales Return.
Additional information
For more information about processing refunds, see Returns and refunds.