How To: Create a Return not Linked to a Sales Order

Returns are normally created from the original sales order as this creates an audit trail, however, there maybe times when you need to create a manual customer return that is not linked to the original order for example when you have moved from another system which has the original sales order.

  1. Open the Returns screen (show me how).
  2. Press Ctrl+N or click the New item icon is the button bar's NEW button .
  3. Click Yes in the Confirm dialog.
  4. In the Customer Lookup use the filters to locate the customer the return is for, else create a new customer.
  5. Update the Options and Return Details in the top left as required, for example Brand.
  6. Make sure the checkbox to the left of the upper grid is ticked.
  7. Press F3 or click the NEW ITEM button has an icon that shows two sheets of paper (identified by having the top right corner folded down), arranged diagonally on the icon from top left to bottom right to add a new item.
  8. Update the quantities of the goods being returned.
  9. Enter a Return Reason using the F4 look up for each return line.
    Note: Return Reasons must be set up, see How To: Configure Return Reasons.
  10. If required, the default processing type can be changed using the F4 lookup in the Processing Type column.
  11. If the item is to be returned directly to the supplier, select the Set Supplier button and set the supplier.
  12. Items being sent out to the customer are added into the lower grid:
    • If the item is a direct exchange click on the down arrow, click on Yes.
    • If the item is to be exchanged for an alternative item, click on the check box on the left hand side of the lower grid and use F3 to open the Stock LookUp dialog box. Select the exchange items required.
    • Note: if no exchange item is required, leave the lower grid empty.
  13. Check the Move Stock On Process check box if required:
    • If ticked the levels of the stock being returned and any stock being sent out will be adjusted when the Process into Credit/Exchange button is pressed.
    • If not ticked the levels of the stock being returned and any stock being sent out will be adjusted when the return is issued.
  14. Tick the Credit Original Delivery checkbox if the original delivery charge is to be credited to customer.
  15. Tick the Charge Delivery on Exchange checkbox if the customer is being charged for the items being sent out to them.
  16. Tick the Copy Extended Descriptions checkbox if you want the extended descriptions to be copied over to the new credit note.
  17. Check the invoice address is correct by moving to the Invoicing tab.
  18. Check the delivery address is correct by moving to the Delivery tab.
  19. Add Notes, if required, in the Notes tab.
  20. Press Ctrl+S or click the disk icon is the button bar's SAVE button to save the Sales Return


  • Please refer to the notes on returns and refunds for further information about using Refunds.
  • To preserve the original sell price and discounts for direct exchanges the sales order items must be moved from the upper grid to the lower grid using the direct exchange button the MOVE ROW DOWN button shows a green arrow pointing downwards. .

See Also

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