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

Table Of Contents

Returns are normally created from the original Sales Order because this provides a clear audit trail.

However, there may be times when you need to create a Return without linking it to an original order, for example if the original sale was recorded in a previous system.

Create the Return

Open the Returns screen. See How To: Open a Sales Returns screen. You can also open the screen by typing re into the command window, selecting Returns from the window list or using the blue Re menu button.
Press Ctrl+N or click New.
Click Yes in the Confirm dialog.
Use the Customer Lookup filters to find and select the customer. If the customer does not already exist, create a new customer record.
Update the Options and Return Details in the top-left of the screen as required, for example Brand.
Make sure the checkbox to the left of the upper grid is ticked.
Press F3 or click Add to add the item being returned.
Enter the quantity being returned.
Use the F4 lookup to select a Return Reason for each return line.
Note: Return Reasons must be configured before they can be selected. See How To: Configure Return Reasons.
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.

Add any exchange items

Items being sent 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.

Note: For a direct exchange, use the direct exchange button to move the 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 items being sent out are adjusted when you select Process into Credit/Exchange.
Unticked: Stock levels for the returned goods and any items being sent out are adjusted when the Return is issued.

Complete and save the Return

Tick Credit Original Delivery if the customer's original delivery charge should also 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 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 on the Notes tab.
Press Ctrl+S or click Save to save the Sales Return.

Additional information

For more information about refunds, see Returns - refunds.