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Vendor Returns

Vendor Returns​

From the DockMaster menu, select Inventory Management > Purchasing > Vendor Returns

Vendor Returns allow the user to record inventory returns and reduce the inventory level for any part returned to a vendor. You can print a return document through this file, or the Print Vendor Returns menu item.

If DockMaster is set up with multiple locations, a prompt will appear to select the location for the Vendor Return. Once selected, several options are available at the ID Number prompt. Create or select a Vendor Return using one of the options below:

  • Enter N and press Enter to create a new ID Number; you can also click the New icon. Note: Vendor Return numbers will be automatically generated by the system.
  • Enter a Vendor Return ID if you are maintaining an existing return.
  • Type in the Authorization number preceded by a backslash "" to access a cross-reference lookup by authorization number.

Processing a Vendor Return

  • Vendor Number - Enter a Vendor number or type in the vendor's name preceded by a backslash "" to access a vendor cross-reference list.
  • Return Date - Enter the Return Date for the items returned; the default is the current system date.
  • Description - Enter a Description or reason the items are being returned. The description can be printed on your return document.
  • Authorization - Enter an Authorization number (RMA) for the items being returned. Note: Vendor Returns can be cross-referenced by the Authorization number entered here.
  • Return Address - Click in the Return Address area to modify the address that will print on the Vendor Return document. The Return Address is derived from the Vendor File on the return; if the default address is incorrect, you should change it there to update future returns correctly.
  • Part Number - Enter a Part Number or type a key word preceded by a backslash "" to access a cross-reference list. Note: This should be your part number not the vendor's.
  • Press the F8 Part Inventory function key to create a part. The Inventory Maintenance program is displayed to allow you to enter a part. If a part is already entered on the line, the Inventory Maintenance program will open with the part already displayed.
  • Press the F9 Quick Inv. function key to create a part; this option is only active when the Part Number field is empty. A Quick Inventory window is displayed with an abbreviated Inventory Maintenance window; input the part information and press the Save button.
  • If the quantity on hand is zero or less, you will receive the message: Part is not in stock. Continue? Click Yes to continue or No to stop and return to the Part Number field.
  • Reason for Return - Click in the Reason for Return column to document the reason for returning the part. This reason can be printed on the Vendor Return document.
  • Quantity - Click in the Quantity column to enter the quantity you are returning; the default is 1. Your inventory level for this part will be reduced by this quantity when you click the Save button.
  • Unit Cost - Click in the Unit Cost column to modify the Vendor's Unit Cost. The Vendor's cost is stored in the Inventory File.
  • Extended Cost - Click in the Extended Cost column to override it.
  • Click the Save button to process the return; the Inventory File will get relieved for the quantities entered when you click save.

Printing a Vendor Return

The system will use the Vendor Return Layout ID shown at the bottom of the screen as the print layout format. If this field is blank, click in the Layout ID field and press F6 to list the available Layouts. You can also maintain the default Vendor Returns Layout in the Inventory Parameters file.

  • Click the Print button to print the Vendor Return. Note: The system will save the Vendor Return when the Print button is selected.

Deleting a Vendor Return*.*

  • Click the Delete button to delete the Vendor Return. !!Important!!: Please remember that deleting a Vendor Return will update the Quantity on Hand for each part with the Quantity on the return.
  • You will receive the message: Are you sure you want to delete this Vendor Return? Click Yes to delete the return.

Closing a Vendor Return

  • If you received a Credit Memo for this Vendor Return, and wish to notate the number, enter the number in the Credit Memo prompt.
  • Click in the Close Date prompt at the bottom of the screen and enter a date. Note: The Close Date must be greater than or equal to the Return Date.
  • Click the Save button to update the return. Once you click the Save button, the program will switch to Inquiry mode and only allow you Print the Vendor Return at this point.

Inquiring on a Closed Vendor Return

The Vendor Returns program allows you to access all returns whether they are open or closed. Closed returns will display in "inquiry mode" and only allow you to Print or Reopen the return.

Re-opening a Vendor Return

  • Click the Reopen button to open this Vendor Return.