For each item that you need to return to a vendor you create a vendor return record. This record includes all the information you need to answer the who, what, when, where, and why questions of a return. This is also the record that gets updated as the return is resolved.

One of the most challenging aspects of vendor returns is keeping track of what you're expecting from the vendor and then dealing with the occasional situation where the vendor does something different. For example, you send an item off for credit but the vendor decides to send you a replacement or a refund instead. With the Vendor Returns features of Return Authorizations you can optionally create a PO to help with tracking, specify what the vendor is supposed to do, track labor reimbursement due from the vendor, and then record what actually happens and get your records straight.

Vendor returns are tightly integrated with related systems in the Excellence Series. You can automatically create a vendor return when you enter an exchange on a service order, receive items that your receivings staff recognizes as defective, or receive a customer item due to be returned to the vendor. The status of a vendor return is automatically updated as you receive a replacement item, record an A/P credit for a return, or enter a refund check in A/R for a returned item.

Customer returns provide optional supporting detail for the return line items you record in sales orders and service orders. You can issue an authorization number so that the customer can mark the returned package and make it easy for your receivings staff to handle it properly. You can indicate what items the customer promised to return and keep track of whether you've done what you promised.

You can enter a customer return when a customer calls in as well as easily create one from a sales or service order return type line item. If your receivings staff unexpectedly gets a customer return they can also automatically create a customer return record to help you follow up on the return. When you receive an expected item the system will automatically update the customer return record so that your status information is always current.

With Return Authorizations you can:

• Easily record each item you return to a vendor
• Handle complex situations such as exchanges, warranties, and advance swaps
• Track the status of returned items to identify situations that need follow up attention
• Know whether you're expecting a vendor repair, replacement, credit, or refund
• Automatically close your vendor returns from other modules
• Track the items you've authorized your customers to return Know what you're supposed to do when you receive a particular customer return
• Keep track of labor reimbursement amounts owed to you by a vendor
• Automatically create the appropriate inventory and general ledger adjustments as you process returns
• Inquire and report on the status and handling of customer/vendor returns
• Be confident that your returns are under control!

Most importantly, you can shift your attention to other areas of your business that need attention because you'll know that returns are being tracked and followed up on. Less hassle and peace of mind are two of the biggest benefits you get.