returns receivings

Returns Receivings

By MIS Department

The Returns Process

• When a store or customer wants to return goods, they are supposed to contact the NY office and request a Return Authorization

• The A/R department creates a Return Authorization (RA) in the system, with styles, prices and quantities

• The customer ships the returned units to the Warehouse, which must receive them into the system

• Receiving can also be done without an RA as “Unauthorized.” NY can later match the RA to the received units

Enter your User ID and

Password here

Note: User ID and Password are initially assigned by MIS. You will be prompted to change it the first time you login. The password field IS case-sensitive.

Sign On

Press the Enter key to

proceed

Welcome

Press Enter to proceed

Enter the Company number

Select Application

Enter the number for Return Authorizations in the menu (position # may vary)

Press Enter to proceed

Return Authorization Main Menu

Type “1” for Entry functions and press

Enter

Return Authorization Entry Menu

Type “2” for On-line R/A receivings

and press “Enter”

Select Display Type

Type “1” to have the screen sized for an RF gun. Leave the field blank for a

PC display

The first time you use the RA application after logging in, you will see this screen:

Note: If you select the wrong display type, you can return to this screen using the F8 (Options) key from the next screen

Typing “1” will automatically move to the next screen; otherwise, press Enter

Receivings Entry

Note: This manual assumes a scanner is attached to the terminal and uses the verb “scan” for entering data. However, without a scanner you may type in values listed under UPC codes in any field for which the manual says “scan.”

Scan the RA # - it will appear here

If you do not have an RA # for the returns, contact the NY office. You may still receive the returns. See “Unauthorized Returns”

Unauthorized Returns

• If no RA has been entered, but the units have arrived at the Warehouse, contact NY and have them create an RA

• While NY is investigating, you may still receive the returned units as an Unauthorized Return using the process on the following slides

• Once you have finished receiving, NY can match the receivings to the RA they will create

Create a Transaction

If you do not have an RA #, press the F13 key to create an Unauthorized

Return

Transactions: Create or Edit

An Unauthorized Return will display “Unauthorized” on

each screen

For all NEW returns, press the

F13 key to assign a transaction #

To edit an existing transaction, type the transaction #

here

Extra Fields Function

Type “1” to enter data in the Extra

Fields

Enter Transaction Information

Enter as much data as you can here – it will help NY identify

the RA

Press Enter to update

UPC Entry Function

Type “3” to begin scanning units

Scan Prepack

Scan (or type the UPC of) the first

unit

Prepack Scan Results

The style of the first scan appears in the

top left

Because it was a prepack style (PP) notice that 6 units were returned with

that single scan

Example of an Open Stock (00A) Return

Scanned UPC appears here

Open Stock Scanned

The style of the scan appears in the top left. Notice the

*N for 00A

Because it was 00A only 1 unit was

returned with that scan (6+1=7)

Set Multiplier

Press F6 to change the multiplier. This will add multiple units with each

scan

Change Multiplier

Enter the new multiplier number

(01-99)

NOTE: The multiplier does NOT reset to 01 after scanning. You must return to this screen to change the multiplier.

Also, when scanning Prepacks be sure that your multiplier reflects the number of PREPACKS you are scanning (not the

total units). VERY IMPORTANT!!!!

Scan Multiple and Review

Notice the multiplier number of 10.

Scanning 1 (one) unit will add 10 to

the receiving

Press F7 to review what has been

scanned

Review and Edit Receivings

Notice the multiplied

amount has been added

If you made an error, type “D” on the line and press Enter to delete it

Receiving Deleted

The units have been deleted from the receiving

Working with the Multiplier

Notice that the multiplier

STAYS after scanning

Prepacks and Multipliers

Scanning a single 6-unit Prepack with multiplier set to 10 adds 60

to the receiving!!!

Review Receiving

Notice the multiplied

amount has been added

Balance (Update)

Balance means update

Receiving Transaction Complete

After Updating the screen returns to Scan RA#. You may scan another RA or enter a

new transaction on the same RA

Receiving Proof List

Balance will create a print file of the Receiving Verification Proof List

Print this document and send to NY

What Happens Next

• Send the Receiving Proof List along with all other relevant documents (Freight bill, copy of RA, etc) to the NY office

• The received units are pending, and are not part of the Warehouse Locator system

• If the receiving was “Unauthorized” NY must create an RA and match to the receiving

• NY Office reviews the receiving, and credits the customer for the returned units

• Once the credit has been entered, the units are available in the Warehouse’s returns location and may be put away via the stock locator system

Other Functions

• RA Inquiry

• Reprint an RA

Return Authorization Inquiry

• Follow the directions on the next slides to search for an RA

• You may search by salesperson, by account or by RA number

• Return to the RA Main Menu

RA Main Menu

Type “4” for Inquiries and press

Enter

RA Inquiry Menu

Type 1 and press Enter

Search for RA by Salesman

Type “S” on a line and press Enter to select

that salesperson

Pressing the F7 key allows you to search for a specific

RA#

Search for a Specific RA#

The entire list of RA#s appears. Scroll down (Pg Down key) to find an RA

Type the beginning of an RA# here and press

Enter to skip down the list

“*” Means receivings have been entered for that RA

Search for a Specific RA#

Type “S” on a line and press Enter to view that

RA

RA Inquiry Details

Press F7 to see Credit Details

Search for Credits

Click on a line in the CRD# column and press F6 to view the credit

inquiry

Credit Inquiry Screen

Other Searches

Pressing the F6 key allows you to search for RAs by customer

in a division

Select by Salesperson’s Account

Type the beginning of an Account # here and

press Enter to skip down the list

Type “S” on a line and press Enter to select

that customer

RA Search Matches

“*” Means receivings have

been CREDITED

Type “S” in the first field and press enter to view the RA

“**” Means the RA has

unauthorized credits

Reprinting a Return Authorization

• Return to the RA Main Menu

• Select Option 3: Reports

RA Reports Menu

Type “4” to Reprint an RA and press Enter

Reprint an RA

Type the division number or press F21 to

select from a list

Select Division

Type “S” in the S column next to a division and

press F2 to return to the Reprint screen

Reprint an RA

Type the RA # here and press Enter to reprint

returns receivings

Documents