V9 - Adding and editing returns to vendors (RTVs)

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1. Select your method for creating a return to vendor (RTV).
   1. Either of the following direct methods require manual entry of all data fields.
      1. The Quick add (add_circle) menu. On the Task bar, go to Quick add > Purchasing > Return to vendor.
      2. The Return to vendors list. Go to Operations > Purchasing > Returns to vendors, then select +Add.
   2. Generate the RTV from an item receipt.
      1. Go to the Item receipts list (Operations > Purchasing > Item receipts), then select Create return to vendor from the Actions dropdown arrow.
      2. SOS Inventory will automatically import all relevant information from the item receipt into the RTV.
          
2. If adding an RTV directly, add the items and other information required. If you generate the RTV from another transaction, you may edit the RTV as needed. Refer to Return to vendor (RTV) field descriptions as needed. A sample screenshot of a blank RTV transaction is shown below:
   
   
   
    
3. In the Vendor field:
   1. For an existing vendor, use the dropdown list to select the desired vendor. SOS Inventory will populate the RTV fields with relevant data from the vendor definition.
   2. If adding a new vendor, select Add new vendor.
      1. A pop-up window will appear with a Vendor edit page.
      2. Complete the data fields needed for the vendor. Refer to Vendors and the Vendors list and Vendor field descriptions for more information, if needed.
      3. Save and close the Vendor edit page when finished.
      4. SOS Inventory will populate the RTV fields with relevant data from the new vendor definition.
          
4. In the Return to vendor reference # field:
   1. If you have enabled the Returns to vendors numbering setting (Tools & settings > Purchasing > Returns to vendors > Returns to vendors numbering), leave this field blank. The system will assign a reference number when the transaction is saved.
   2. If your company has not enabled Returns to vendors numbering, or you wish to put in your own RTV reference number, manually enter the number.
   3. If you generated the transaction from an item receipt, the RTV will NOT inherit the item receipt's reference number. 
       
5. Select the Location from which the items are being returned from the dropdown.
    
6. Vendor notes. If you revise this field, it will also update the Notes field in the vendor definition when the transaction is saved.
    
7. Enter or edit each line item that is to be returned to the vendor.
   1. If the RTV was generated from an item receipt, delete any line items that you are not returning. Adjust the quantity of the remaining item(s) to reflect what is being returned to the vendor.
   2. If any items are bin-, serial-, and/or lot-tracked, make their appropriate bin/serial/lot assignments.
      1. For bins:
         1. If the return was generated from an item receipt, the RTV will inherit the bin number that was on the item receipt.
         2. If using any other method to create the return, the Bin dropdown will show the bin ID based on the location and the item's Location settings. 
      2. For serial items:
         1. If the return was generated from an item receipt with multiple serial units for the returned item, you must remove the units that are NOT being returned from the RTV.
            1. Select the format_list_bulleted icon in the Description column’s S/N field.
               
               
                
            2. In the pop-up window’s Select column, remove each serial number that is NOT being returned by clicking its number. When only the serial number of each unit to be returned remains in the Select column, press Done.
               
               
                
            3. Update the Quantity column to reflect the reduced count of serial numbers.
                
         2. If using any other method to create the return, you will need to select the serial number(s). See Using existing serial numbers on transactions for assistance.
      3. For lots:
         1. If the return to vendor was generated from an item receipt, the RTV will inherit the lot number that was received.
         2. If using any other method to create the RTV, you will need to select the appropriate lot number. See Using existing lots on transactions for assistance.
         3. If more than one lot of the same lot-tracked item is being returned, each lot must be entered on a separate line.
             
8. Use the slider to choose either (1) Create vendor credit (if you wish SOS to create a vendor credit memo); or (2) Return funds to, then select an account from the Account dropdown. Return funds to is the default.
    
9. Complete other fields as needed.
    
10. Upon saving the RTV:
    1. SOS adds the RTV to the Return to vendors list.
    2. If you selected Create vendor credit on the RTV transaction, SOS creates a vendor credit memo and adds it to the Sync queue to be sent to QuickBooks Online. The inventory asset account of the returned items is credited, and Accounts Payable is debited.
    3. If you selected Return funds to an account, SOS creates a journal entry and adds it to the Sync queue to send to QuickBooks Online. The journal entry debits the account selected on the RTV and credits the inventory asset account of the returned items.
        

Vendor credit difference

The value of the items being returned may differ from the value at which they were received. If you are creating a vendor credit memo, you may need to enter an adjusted value in QuickBooks on the vendor credit memo to account for the difference based on what the vendor is actually giving you as a credit. If you change the value of a line on the credit memo in QuickBooks, you will have to add another line on this credit memo for the difference in value to keep the books balanced. For more information, see Vendor credit memo value difference correction.

 

Editing an existing RTV

An existing RTV can be opened for viewing or editing by selecting its transaction reference number link in the Ref # column. You will need to enable editing line by line to make changes to the RTV if you use Transaction edit mode.

 

Be sure to save any changes you make.