Sometimes, for whatever reason, you may need to return purchase order items to the vendor. PayGo makes it easy to track your vendor returns from start to finish.
To return items to the vendor, access your central Purchase Orders screen and click the New Return to Vendor button at the top of the screen. This will take you to the Return to Vendor screen.
Across the top of the screen, you will see several buttons, as well as the Purchase Order ID number in the upper right corner. The Purchase Order ID number is automatically generated.
All Items: This button will bring you to the Inventory Items screen, where you can see all inventory items you have in stock from the vendor you wish to return items to.
Find Inventory: This button will bring you to the Inventory Search screen.
Print: This button will print out the Return to Vendor invoice.
Post: This button will post the items as returned to vendor.
Below the buttons, there are several boxes for you to input information.
Vendor Information box
This is where you will enter in all relevant information for the vendor you will be returning the items to. There are two tabs in this box.
Name Tab: This is where you will enter all information for the vendor you’re returning items to. The Vendor Name line is a drop-down box where you can select the vendor’s name from a list of vendors you’ve already entered into your software, which will auto-populate all of the vendor’s relevant information for this tab.
Summary Tab: This tab is where you will enter your account number and ordering terms for this vendor. If this information is already set for this vendor, it will auto-populate when you enter the Vendor Name in the Name tab.
Order Information Box
This is where you will enter all relevant information for the order you will be returning.
Return Notes: This is where you can add any relevant notes to the vendor about the return.
Vendor Contact: This is the name of your contact with the vendor.
Vendor RMA#: This is the Vendor Returns Material Authorization number. This number is typically sent out with an order and should be able to be located on the packing slip or other information sent with the shipment.
Shipped Via: This is where you will enter the shipment method for the return.
Confirm Date: This is the date that the return was confirmed.
Date Sent: This is the date that the return was sent.
Tracking Numbers: This is for the tracking number for the return.
Pmt Terms: This is where you will enter the payment terms for the order.
Original PO: This is where you can enter the original purchase order number for the shipment.
Print Output: This is where you set the output for the purchase order. This is a drop-down box that will allow you to choose between full-page print, send in an email, or convert to PDF.
Invoice Link: This is where you can add a link to the invoice.
Store Name: This is where you set which store you are returning the items from.
This box is where you can see all cost totals for the shipment. There are fields in this box for the purchase order’s Subtotal, any Discount you might be receiving, the applicable Tax to be applied, the Freight shipping and Handling costs, any Insurance costs for the order, and the grand Total.
Below these boxes, there are two additional boxes for information about the items to be returned.
Search for Item Box
This is where you can perform an inventory search for the items that are to be returned. The field on the left is for a general search; enter any part of the item’s name and click anywhere outside of the search field to be brought to the Inventory Items screen, where you can choose from a list of items to add. To add an item to the purchase order, click the Plus button to the left of each item’s name. The items you have chosen will appear in the list below the search box.
When an inventory item is added to the purchase order, it will be displayed with several different types of information.
QTY: this is the quantity of the item you will be returning to the vendor. This will be displayed with a negative (-) number, which you are able to edit.
On Hand: This is how many of the item you currently have on hand in your stores.
On Hold: This will show you how many of the inventory item you have on hold.
Unit: This is where you can see what unit of measurement you use for this item.
QO: Checking this box will allow you to turn Quantity Ordering on or off.
Item ID: This is the item’s ID number.
Vendor SKU: This is the SKU from the vendor.
Item Name: This is the name of the item.
Cost: This is the cost of the item.
Ext Cost: This is the extended cost of the item.
Date Received: This is for the date the item was received from the vendor.
To the right of each item, there is also a Trash icon, which can be clicked to remove the item from the list, and the store number where the item is located.
When all items have been entered, click the Post button in the upper right hand corner. This will post the return purchase order, as well as prompt you to save and print the purchase order for your records.