Returning POs

Updated 1 year ago

Sometimes, you may need to return specific items from a purchase order to your supplier. In such cases, you can create a new "Returning PO" to facilitate the return process. There are three ways to do this.

CREATE A RETURNING PO FROM ANY RECEIVED PO

On the top bar of a received PO are action buttons where you can click the orange return button to create a new Returning PO for any item delivered within the original PO.

To initiate a return for a PO, it is required to have at least one delivery associated with it. If there are no deliveries, an error message will be displayed.

Once you click on the return button, a confirmation modal will appear.

When you click "CONTINUE", all delivered items will be added to a Returning PO. This new PO will have the same number as the original one but with an "R-" prefix.

If you need to return items in parts for a single PO, you can create multiple returning POs. The first one will not have any suffix, while the second and subsequent ones will have a "/X" suffix, with X replaced by a counter. For instance, "R-3082/3".

CREATE A RETURNING PO FROM THE BULK ACTIONS DROPDOWN

To create Returning POs for one or more Purchase Orders at once, select the desired POs from the list and choose the "Create Returning PO" option in the "Bulk Actions" dropdown.

CREATE A RETURNING PO FROM THE ACTIONS MENU

To create a returning PO, open the row actions menu for any "received" PO on the Purchase Orders list. Just click the three-dots icon on the last column, and you'll find the "Create a Returning PO" option available.

RETURNING PO DETAILS

When accessing a Returning PO, you will notice certain distinctions from regular POs. The top sidebar displays the Returning PO number, which can be clicked to open the original PO in a new tab. Additionally, exclusive action buttons are solely accessible for this type of PO.

You can archive the POs, mark them as returned using the "RETURN ITEMS" menu or PO status dropdown, and send them to your supplier through email or print them out.

In addition, the PO items meta box displays all the items from the original PO that can be edited based on your requirements. You can eliminate items or modify their quantities and retain only what you need to return.

Please note that once a Returning PO is marked as "Returned," the system will automatically adjust the stock levels of all items included in the original PO. However, if there are items on the returning PO that were not previously added to the stock, they will not be adjusted.

After an order is labelled as "Returned," it becomes unmodifiable. However, you may switch it back to "Returning" anytime if you require alterations.

CONTROL THE RETURNING POs CREATED FROM ANY GIVEN PO

We have added links at the top of the original PO to enable control over all the returning POs created for any given regular PO.

The corresponding PO will open in a new tab by clicking on any of those links.

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