Return Inventory Guide

This document provides a detailed guide on using e-Quantum's Return Inventory feature, including configuring return numbers, creating inventory returns, and finalizing the return process.

1. Return Inventory

e-Quantum’s Return Inventory feature allows you to return inventory items either to the warehouse or directly to the vendor. This process adjusts usage accordingly and generates a Return Number that can be used to credit the client. Returns are recorded in inventory transaction reports with a code of rtn and the warehouse ID where the item was returned. If you use the Inventory to G/L journal entry feature, a return will also create the applicable journal entry.

2. Configuring the Return Number

To configure return numbers:

1. Navigate to Inventory > Maintenance > Inventory Configuration.
2. Click on the Numbers tab.
3. Locate the Return # field and click the Edit (pencil) button next to it.

3. Return Number Components

4. Variable Portion

• Number: This is the sequential part of the number that increments for each new return.

• Pad Length: Total length of the number field. The system adds leading zeros to reach this length. Use these zeros to access documents padded larger than the current number.

5. Fixed Portion

• Text: Constant part of the number.

• Prefix: Option to set the text as a prefix instead of a suffix.

6. Number Assignment

• Always: e-Quantum automatically assigns the return number.

• Usually: e-Quantum prompts the user to choose manual or automatic assignment.

• Manually: e-Quantum prompts the user to enter the return number manually.

7. Creating an Inventory Return

8. 1. Go to Inventory > Return Inventory to open the Return Inventory Adjustment window.

2. Enter the Client ID for the client returning the item.
3. To add a new return, click Add.

9. Entering Return Details

Complete the following fields when adding or editing a return:

• Client ID: Enter the client receiving the returned item. This can be the same as the original client, a corporate client, or the distributor (your company).

• Item ID: Enter the item ID being returned.

• Return #: The system will generate this number automatically or allow manual entry after you click Post.

10. From Details

• Client ID: Enter the client returning the item.

• Ship From: Enter the Ship To/Cost Center returning the item.

11. To Details

• Select whether the return is going To Vendor or To Warehouse.

• Enter the corresponding Vendor ID or Warehouse ID.

12. Additional Return Information

• Code/Units: Defaults to the item’s Issue/Sale unit of measure but can be modified if necessary.

• Return Qty: Enter the quantity being returned in the selected unit.

• Cost: Enter the item cost per unit. This defaults on the credit invoice if issued.

• Sell: Enter the selling price per unit. This defaults on the credit invoice if issued.

• Remarks: Enter the reason for return. This appears on inventory transaction reports.

• Numbers: If the returned item is serialized or numbered, enter the beginning and ending numbers.

13. Owner: When returning to a warehouse:

• Client owned is default and if invoiced, no dollar credit is issued to the client but the value is available for consolidated and export billing chargebacks.

• Distributor or vendor owned returns that are invoiced will credit the client dollars and show on the consolidated invoice and export billing.

14. Return Options

• Return To Stock: Adds the returned quantity to the warehouse receiving/lot records.

• Return For Credit: Enables invoicing and crediting for the return.

• Adjust Usage: Reduces usage for the quantity returned in the specified period.

• Period: Select the accounting period for adjusting usage.

15. Finalizing the Return

• Click Post to generate the Return Number and complete the return process.

• Click Exit when finished.

Depending on configuration, the system or user assigns the Return Number, which is used to credit the client when the return is distributor or vendor owned.

This process ensures accurate inventory and financial adjustments for returns in e-Quantum.

16. Return number used to credit client.

Invoice number credit was issued on