Creating and dispatching a supplier credit request

Overview

Some purchase receipts are either missing stock, incorrect product or include damaged goods. Some of the common ways to handl this include. Calling the supplier then: 

• Supplier is willing to send the short delivered items on a separate delivery
• Supplier will not send you the goods. You need to claim a credit for the short sent or damaged goods
  
  

Supplier is going to send the short stock on a seperate delivery

There are situations where you will receive stock that is damaged or incorrect or short shipped

Where you receive stock in that is damaged or incorrect or short shipped and the supplier is going to replace that stock

The workflow for this:

• Call and speak to your supplier to find out whether or not they are going to replace or reissue the stock to you.  If they are, then follow the instructions below.
• Do not raise a supplier credit request, instead receive only the stock you have (if scan checking you may need to use the Accept scan variance button) and then finalise the receipt (do not complete it)
• When you receive the rest of the stock from the supplier, you will need to finalise that receipt and then invoice the two receipts as one invoice
• see documentation: Manually invoicing one or more finalised purchase receipt

Requesting a credit where the supplier is never going to send the short stocked product

There are situations where you may need to claim for products due to a short shipment or damaged stock that the supplier is not going to resend you.  To facilitate this the you can create and dispatch a supplier credit request.

The workflow for this:

• Call and speak to your supplier to find out whether or not they are going to replace or reissue stock to you.  If they are not, then follow the instructions below.
• Receive the full quantity of the purchase receipt, even if the stock did not make it. 
• Raising a credit request from a purchase receipt
• Emailing that credit request off to your supplier
• Dispatching those goods off to the supplier with a credit dispatch (This addresses the stock on hand side of things)
• Invoicing the dispatch (completing the credit side of the supplier credit request)

Creating the supplier credit request

1. From the Navigation panel, click on Purchasing>Orders

2. Find and select the purchase order number as listed on the supplier's invoice you need to create a credit based on

3. Click on tab Purchase Receipts
4. Select the receipt you are claiming on and click on button Show Transaction

5. Select the line/s you wanting to claim on and click on button Credit Lines

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6. A new purchase order tab appears and opens a new STKCRD (Supplier Credit Request)

   1. For each product line adjust the Qty as required (make sure the quantity is negative)

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7. Click on button Save
8. Click on button Send, select Email Prompt and Send the emailed copy of the supplier credit request to your supplier.

Dispatching the goods with a Credit Dispatch note to your supplier

This updates the stock on hand

1. Click on button Dispatch to create a new Supplier Credit Dispatch
2. A new purchase receipt tab appears to open a new STKDIS (Supplier Credit Dispatch)
3. Click on button Finalise to post the transaction
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4. stock on hand quantity has now been affected, the stock on now reflects that stock no longer being on hand

Invoicing the dispatched goods

This updates the supplier open items

As you may receive the credit from the supplier days later you will need to know how to search for the credit request.

1. From the Navigation panel, click on Purchasing> Orders
   
2. The credit you get from your supplier will have on it your original supplier credit request number (the STKCRD)
3. Search for and select this supplier credit request.
4. Click on tab Purchase Receipts
   
5. Select the receipt you are claiming on and click on button Show Transaction
   
6. Click on button Invoice to create an invoice for this receipt

7. Key in the Supplier's invoice/credit/adjustment note number and click on button OK
   
   

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8. Check that the date of your invoice window matches the date on the credit from the supplier.  If it does not, change it to match the same date as the credit from your supplier.

9. The purchase invoice tab appears and opens a new PURCRD (Purchase Credit)

10. Check all values (inc gst, ex gst and tax value) to make sure that they all line up to the credit from your supplier

11. Click on button Default Total to let the system check that all changes are calculated and checked

12. Click on button Finalise to post the transaction

    
    

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