EBMS includes a feature to process inventory item returns and trade-ins. The system assumes that any negative quantity entered into a sales order is either a return or a trade in. This option assists the user in identifying the date a product was purchased and a unit price at the time of the purchase.
A return is processed differently than a trade-in.
Returns: A return is processed as a negative sale. The sales total is reduced by the quantity amount and the sales G/L is reduced to offset the original sale. A return reason can be attached to any product that is being returned. Review the Product Return Reasons section for more details on attaching a reason when inventory items are returned.
Trade-in: A trade-in is processed as a purchase. Rather than using the sales G/L the Trade-ins G/L entered within the Advanced tab is used instead. The trade-in item is processed as a purchase instead of a sale using the purchase G/L transactions. Review the Tracking Counts > Inventory Variance section for more details on purchase and sales G/L transactions.
Complete the following steps to configure and process a return or trade-in:
Open an inventory item and click on the Advanced
tab as shown below:
Enable the Trade-Ins allowed option to allow the user to create trade-in transaction if the Trade-Ins button is clicked.
Set the Trade-ins general ledger code to record the trade in purchase. Set the G/L code to match the Purchase G/L if trade-ins cost is combined with purchases.
Set the Sales returns item selection to Always or Within __days to open the returns dialog when an item is returned.
Click OK to save the settings within the Advanced tab of the inventory item.
Continue by opening a sales order. Review Sales > Sales Orders > Entering a Sales Order section within the sales documentation for details on creating a sales order.
Enter the Customer ID and other general invoice information.
Enter a negative quantity (amount to be returned and credited) into the Shipped column (and Ordered) of the sales order.
Enter the Inventory
ID to open the following returns dialog. The dialog will not open
if the Sales returns item selection
option within the advanced tab of an inventory item is set to No Prompts.
Select the item that is being returned by clicking on the Select column.
Adjust the Selected Quantity to match the items returned.
Multiple purchase lines may need to be selected to match the quantity to be returned.
Click the Return button to process and return or click Trade-in to process as a trade in. Note that transaction difference between the two processes described at the beginning of the section.
The following dialog will appear to prompt the user for a Reason and to allow the user to
add notes as an Explanation.
Select one of the Reasons from the drop down list. Review the Product Return Reason section for more details on adding or changing Reasons on this list.
The Action setting determines how the return is processed. Review the Product Return Reason section for more details on these 4 Action settings that are configured with each Reason option:
Return to Stock
Return for Disposal
Return to Vendor (Drop Ship)
Return to Vendor
Enter an optional Explanation for the return.
Click OK to complete the return process.
Serializing trade-ins can be used to record unique unit characteristics including the value of each piece of equipment or vehicle. Review the Serialized Items > Purchasing or Manufacturing an Item > Trade-in an Item section for the steps to process serialized trade-ins within EBMS.
Viewing Sales History
Sales history can be viewed from the sales order as shown below.
Right click on the detail line that contains an inventory item and select View Sales History... from the context menu to open the following dialog:
This dialog is for historical purposes only. Right click on any sales record and click View Document from the context menu.
Review Sales Activity section for details on the sales history on a quote or sales order.