Openbravo QuickStart 2User Manual

Chapter 08 – Supplier Returnto Replacement

v2.0.1

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Introduction ....................................................................................... 1Abstract Business Process .................................................................. 1Roles Involved .................................................................................... 2Configuration ...................................................................................... 2

Storage Bins ...................................................................................... 3Step-by-Step....................................................................................... 3

Supplier Return to Debit ...................................................................... 3Procure to Pay ................................................................................... 3Return Product................................................................................... 4

Returning the Whole Shipment .......................................................... 4Returning a Partial Shipment............................................................. 4

Receive Replacement .......................................................................... 5Create Invoice ................................................................................... 5

Accounting.......................................................................................... 6

Introduction

This workflow manages the return of goods you have purchased back to the vendor,requesting replacement:

• sending back the merchandise.• requesting replacement from the vendor.

Abstract Business Process

The abstract supplier return to replacement process is defined by the following diagram:

The following sub-processes form it:• Return Product• Receive Replacement• Create Invoice• Supplier Return to Debit sub-process• Procure to Pay sub-process

Roles Involved

The following roles are involved with this process:• Finance - this role authorizes debits of returns• Material Management - send back the items in questions and receive replacement

Configuration

For this process to be used effectively, we recommend creating a separate storage bin forholding received items that need to be returned.

Storage Bins

Please 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:

Step-by-Step

Supplier Return to Debit

A combination of roles will have to be used here since several this process contains severalother sub-processes.

In case when merchandise is already invoiced, the full process of supplier return to debitneeds to be performed first. This way, the items will be returned and debit received fromthe supplier. Follow the corresponding chapter of Supplier Return to Debit for moreinformation on this.

Procure to Pay

A combination of roles will have to be used here since several this process contains severalother sub-processes.

Next, the full process of procurement needs to be initiated again. This way, the items thatneed to be replaced will be ordered and delivered again. Make sure additional care is paid tosubmitting the purchase order to the vendor so that the error does not happen again. Usethe Description and Order Reference fields within the [Header] of the purchase order todetail the situation and refer to the old purchase order that was returned to the vendor.

Return Product

The Material Management role should be used.

Returning a product that has not yet been invoiced can be done in two ways, depending onthe quantity:

• If a whole shipment is being returned, simply void the original Goods Receipt andsend back the merchandise

• If only a partial shipment has been returned, the void the original Goods Receiptand create a new one only for the items kept.

Returning the Whole Shipment

Returning the whole shipment is easy in Openbravo ERP. Since existing Goods Receiptdocument cannot be changed or erased, it needs to be voided. This is done by clicking theClose button inside the original goods receipt (Procurement Management ||Transactions|| Goods Receipt window):

and confirming it with OK. This way, the inventory update of this document will be voided(the system automatically creates an identical goods receipt with negative quantities) andthe original purchase order will again be marked as pending.

Returning a Partial Shipment

When returning only part of the shipment that has been received from the vendor, thefollowing steps are required:

1. Void the original Goods Receipt document, same as just described above2. Create a new Goods Receipt for the items kept. Follow the Procure to Pay

chapter for more information on this process.

3. Send back the items that should be replaced.

This way, the items kept will not be marked as pending anymore but the ones that havebeen returned will because the original purchase order has been untouched and is not fullydelivered yet.

Receive Replacement

The Material Management role should be used.

When the items that were sent back for replacement are finally received, record thistransaction by filling another Goods Receipt document. If all items from the originalpurchase order have been received, they will not show up as pending anymore. Follow theProcure to Pay chapter for more information on this process.

Create Invoice

The Finance role should be used.

If all items have been received, continue with the normal Procure to Pay process asdescribed in the corresponding chapter of the user manual by eventually receiving apurchase invoice for all items of the original purchase order. Use the Purchase Invoicewindow to create it.

However, if not all replacement items will be received, in other words, some may neverarrive, then those need to be canceled so that they do not appear as pending anymore. Todo so, close the original purchase order by clicking the Close button inside of it:

and confirming with OK. Then create the purchase invoice by creating a new headermanually for the specific vendor and adding all invoiced products to the [Lines] using theCreate Lines From dialog:

Note: The Create Lines From dialoge can be used repetitively, for example, once for eachGoods Receipt linked to the original purchase order.

Accounting

No specific accounting settings are required for this business process nor are there anyspecifics in general ledger postings compared to the regular Procure to Pay process.