V8 - Returns to vendors (RTVs)
RTVs are available only on the Plus and Pro plans.
When returning items to a vendor, enter a return to vendor (RTV) transaction. Use this transaction to return goods that were sent erroneously or damaged in delivery, and entered in SOS on an item receipt.
An RTV can be generated from an item receipt or created as a stand-alone transaction. Regardless of how the RTV is created, be sure to select Create vendor credit if you wish SOS to automatically credit the account from which the goods were paid (accounts payable). If you do not select the Create vendor credit checkbox, you will need to select from the Account dropdown list the account to which you want the return posted.
Returns to vendors list
The records of items returned to vendors are stored on the Returns to vendors list (Operations menu > Purchasing > Returns to vendors).
The Ship via UPS action on this list allows you to send a RTV via United Parcel Service. To use this action, you must first set up the UPS integration with SOS Inventory (Settings > UPS setup).
For a general overview of how lists work in SOS Inventory, refer to List functions. See Action and batch action descriptions for more information about the actions available on lists.
Adding and editing a return to vendor (RTV)
To add a new return to vendor (RTV) transaction:
-
Locate the appropriate receipt on the Item receipts list (Operations menu > Purchasing > Item receipts), then select Create return to vendor from the Actions dropdown. Edit the generated RTV as needed.
-
Create a new stand-alone vendor return. Go to Quick add > Purchasing > Return to vendor—or select the Add new button on the Returns to vendors list (Operations menu > Purchasing > Returns to vendors). All data fields must be manually entered. The value of the items being returned may differ from the value at which they were received. You may need to enter an adjusted value in QuickBooks to account for the difference.
An existing RTV can be opened for editing by selecting Edit on the Returns to vendors list. Be sure to save your changes.
RTV field descriptions
Custom fields may appear on return to vendor (RTV) transactions, depending on how each field has been defined. If present, a section containing custom fields is below the standard SOS data fields. The fields will be of the input format and value that you have defined.
Add lines. Click this link to add additional lines to the line item block. On the Company settings page, you can specify the number of lines added by default.
Account. The account to which the return will post. A credit will post to the asset account and a debit will post to the selected account.
Class. QuickBooks Online class for this line item. This field is enabled only if class tracking is enabled in QuickBooks Online.
Clear lines. Click this button to clear the items form completely.
Comment. Internal comment about this transaction. The comment is not displayed on the return to vendor when printed or emailed.
Create vendor credit. If checked, automatically credits the account from which the goods were paid (accounts payable). The vendor credit will be sent to QuickBooks on the next sync and will remove any existing credits linked to this return. If the box is not selected, choose from the Account dropdown list the account to which the return is to be posted.
Date/Time. Transaction date and timestamp.
Department. Department for this transaction.
Description. The purchasing description as described in the item definition.
Item. The item to be returned. Enter/select the name of an existing item from the dropdown list.
Job. Job to which this line item belongs. This box is available on the Pro plan and only if Job tracking is enabled in SOS Inventory on the Inventory settings page.
Location. The location from which the items are being returned.
Multitool. The Multitool icon is located in the far-left column of a line item. The Insert tool, the blue triangle in the top left corner, inserts a blank line above the icon. The Copy tool, the encircled down arrow in the bottom right corner, copies a line and pastes the duplicate on the line immediately below the icon. The Move tool, a box containing three lines, moves and reorders line items. When your cursor moves inside the box, a four-pronged white arrow appears. Click, hold, and drag the arrow to move and reorder the line.
RTV #. The transaction reference number used to identify the RTV. This field is searchable. The system will attempt to number the transaction automatically depending on your settings on the Purchasing settings page.
Remove. Click the trash can icon to remove a line item from the transaction.
Quantity. The number of item units being returned.
Ship method. The carrier used to ship the returned items.
Tracking #. Carrier tracking number.
UOM. Unit of measure, if enabled. Available on Plus and Pro plans.
Vendor. Vendor to whom the items are being returned. In addition to the vendor name, SOS Inventory will populate the notes as specified in the vendor definition.
Vendor notes. The internal notes from the vendor definition.