How do I deal with sale or return parts?

Summary

If you choose to hold parts on a a Sale or Return basis this article offers a guide to how to stock the items, return any unsold items and report your sales to the supplier of the goods so they can issue you with a purchase invoice.

More Information

These instructions assume you have the Order Processing module.

Step 1 - Create the Parts on your system

You will need to create any items which don't already exist on your system. You should also mark the Sale or Return items using an Analysis Code to make it easier to produce reports for the Sale or Return items only e.g. S - SOR Items.

Go to " Stock Control\Counter Operations Add or Edit Stock Items".

• Follow these instructions to search for an item to avoid creating duplicate stock records.
• Follow this article to create a new item.
• Follow these instructions to attach an analysis code to the items. If a suitable code does not already exist you will need to create it at this point.

Step 2 - Create a Purchase Order

Go to " Purchase Order Processing Add/Edit/Process Purch. Orders".

• Follow this article to create your Purchase Order.
  • Make sure the cost price you enter is the price you have agreed to purchase them at.
• Follow this article to book the items into stock.
  • Do not post a purchase invoice or mark them as Invoice Received at this stage.

The items will now be in stock and ready for sale.

Step 3 - Report on Sales

At the end of each Financial Month or at a date agreed with the supplier, you should produce a stock sales report for the Sale or Return items.

Go to " Stock Control\Counter Operations Stock Reports History Reports".

• Select 'Stock Sales Summary'
• Select 'Screen' or 'Print' from the "Print/display" drop down menu.
• Enter the "Date" range for the report
• Enter the Supplier's account code in the Template:DataPromt field or search for their account code.
• If you have given your Sale or Return items an analysis code click the [Analysis range] tab and enter the code in the relevant slot.
• Click [Start] to produce the report.

You should let your supplier know your sales quantities. They can then send a Purchase Invoice for your accounts department to process and match against the Purchase Order.

Step 4 - Process any Returns to the Supplier

If you return any unsold items you will need to go back to the purchase order to un-receive them.

Go to " Purchase Order Processing Add/Edit/Process Purch. Orders".

• Enter the Supplier Account Code, or search for the Supplier.
• Select the Order to process.
• Press <F7> to go to the Order Items.

Returning whole quantities

• If you are returning the whole quantity simply press <T> to tag the items to be returned.
• Select [Unreceive] to book the items back out of stock.
• Click [Remove] to take the 'Tagged' items off the Purchase Order.

Returning partial quantities

• Press <T> to tag the item.
• Select [Unreceive] to book the item out of stock.