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Qs2 um en_07_supplier_return_to_debit

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Qs2 um en_07_supplier_return_to_debit

  1. 1. Openbravo QuickStart 2 User Manual Chapter 07 – Supplier Return to Debit v2.0.1 Permission is granted by Openbravo, S.L.U. to Openbravo Business Partners to modify (including adapt, translate and/or extend) and reproduce this work for internal purposes, and reproduce and distribute the original or adapted work to their clients having anactive subscription to the Openbravo Professional Edition, provided such clients are under obligations of confidentiality towards the Openbravo Business Partner and may not redistribute the work to third parties. All other rights are reserved Introduction ....................................................................................... 1 Abstract Business Process .................................................................. 2 Roles Involved .................................................................................... 2 Configuration ...................................................................................... 2 Storage Bins ...................................................................................... 2 Step-by-Step....................................................................................... 3 Return Product ................................................................................... 3 Authorization and Recording of Return ................................................ 3 Moving Items into a Temporary Location............................................. 5 Sending Back the Goods ................................................................... 5 Request Vendor Debit ......................................................................... 6 Accept Debit ...................................................................................... 6 Payment Management ........................................................................ 9 Accounting .......................................................................................... 0 Configuration ..................................................................................... 9 Posting of the Purchase Invoice ............................................................ 9 Allow Negative = Y ......................................................................... 10 Allow Negative = N ......................................................................... 10IntroductionThis workflow manages the return of goods you have purchased back to the vendor andrequest of debit: • sending back the merchandise • requesting debit from the vendor
  2. 2. Abstract Business ProcessThe abstract supplier return to debit process is defined by the following diagram:The following sub-processes form it: • Return a product • Request Vendor Debit • Accept DebitRoles InvolvedThe following roles are involved with this process: • Finance - this role authorizes debits of returns • Material Management - send back the items in questionsConfigurationFor this process to be used effectively, we recommend creating a separate storage bin forholding received items that need to be returned.Storage BinsPlease see Wall to Wall Accuracy Count chapter for more information on how to setupwarehouses and storage bins. We recommend creating an additional one for items to bereturned to the vendor:
  3. 3. Step-by-StepReturn ProductReturning a product in Openbravo ERP requires three steps: 1. Authorization and recording of return using a Purchase Order with negative quantities 2. Moving items into a temporary location inside the warehouse using Goods Movement 3. Recording the actual sending of the goods using the Goods Receipt with negative quantitiesAuthorization and Recording of ReturnThe Finance role should be used.To record and/or issue authorization for the return of materials, use the ProcurementManagement || Transactions || Purchase Order window, creating a new one andentering details of the vendor and the specific return:
  4. 4. Fields to note: • Description - enter the reason for return of the merchandise to the vendor • Order Reference - order vendors order or invoice number here for later reference • Business Partner - select the vendorThen, there are a few options available in order to select the products that are beingreturned: • manual entry inside [Lines] - add product by product and the corresponding negative quantities • Copy from Order button - using this button you can directly enter an order number (in this case, this would probably be the original order number that was used to order the goods in the first place) and this process will automatically copy all products from that order into the current one being used as a return. In this case, a manual correction is required making all quantities negative inside [Lines]Note: Make sure negative quantities are used for all products being returned and listedinside [Lines] !
  5. 5. Moving Items into a Temporary LocationThe Material Management role should be used.If a temporary storage location for returning items is used (as described in theConfiguration section of this chapter) use the Warehouse Management ||Transactions || Goods Movement document to move items to be returned into thattemporary location. This way, they are clearly separated from the rest and can await theirshipment back to the vendor there.For more information on the Goods Movement document please see the Wall to WallAccuracy Physical Count chapter of the user manual.For example:Sending Back the GoodsThe Material Management role should be used.To record the sending back of goods and have the inventory updated, use theProcurement Management || Transactions || Goods Receipt document, again withnegative quantities. For more information on how to enter this document, see the Procureto Pay chapter of the user manual.An even easier way of generating the Goods Receipt document is to use the ProcurementManagement || Transactions || Pending Goods Receipt form, finding the return and
  6. 6. processing it directly there:Request Vendor DebitThis process is not directly supported by the Openbravo ERP. The options offered are: 1. Request vendor debit through an external document (word document, phone call, etc) 2. Use the Purchase Order generated above to be sent to the vendor in order to request the debit from the vendor. If this flow is used we advise the use of Description fields in [Header] and [Lines] to enter additional information to describe the reason of returning merchandise.Accept DebitThe Finance role should be used.In order to register the vendor debit the Purchase Invoice document must be used. Tocreate it two options are available: • Automatically using the Generate Invoice from Receipt button inside the Goods Receipt window • Entering a header of the Purchase Invoice manually and then using the Create Lines From button found inside of itThe first method is easier and will be shown here. For more information on the second one,please see the regular purchase workflow found inside the Procure to Pay chapter of theuser manual.Use the Procurement Management || Transactions || Goods Receipt window and findthe receipt that was created previously to record the shipment back to the vendor. See theGenerate Invoice from Receipt button:
  7. 7. Click the button and confirm the dialog:Note that you can also change the price list here used for the pricing of the returnedmerchandise to be debited. After confirming the dialog, the success message should beshown, indicating the number of the invoice that has been generated:Navigate to the Procurement Management || Transactions || Purchase Invoice andfind the invoice that has been generated. Make any corrections necessary and complete itsince it will be left in Draft status otherwise:
  8. 8. Notice the payment plan that has been generated by the Purchase Invoice inside the[Payment Plan]:This payment plan will be outstanding, indicating that the vendor now owes you money.
  9. 9. Payment ManagementThe new outstanding payment can be managed in several ways. Depending on the statusand the amount of the original invoice, a few scenarios are possible: 1. The original invoice has already been paid: in this case, no additional action is required. The new outstanding debt by your vendor can be collected using a negative Make Payment document or can be deducted from next payment to the vendor including this last invoice as part of the details to be paid. 2. The original invoice has not been paid yet: within this case, both invoices can be added in next Make Payment document so that the debt is settled as part of the payment details.AccountingConfigurationThe Company Admin role should be used.Apart from the regular configuration of accounting for business partner and products, thereis another setting that affects the posting of negative amounts. Navigate to the FinancialManagement || Accounting || Setup || Accounting Schema and select the schemaused. Find the Allow Negative checkbox:If this is NOT CHECKED, negative amounts will be posted as positive but will switch thecredit/debit side. If this box IS CHECKED, then negative amounts will be posted as negativeto their originally configured credit/debit side.Posting of the Purchase InvoiceThe Finance role should be used.
  10. 10. Allow Negative = YWhen the purchase invoice is posted with the Allow Negative setting of the accountingschema switched ON, the posting to the general ledger is done this way:Allow Negative = NWhen the purchase invoice is posted with the Allow Negative setting of the accountingschema switched OFF, the posting to the general ledger is done this way:

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