CREATE SUPPLIER RETURN Window

General Description

The window Create Supplier Return is the module where returns of merchandise to suppliers are formalized after having been previously acquired. This window serves three functions depending on the document status: create new returns from scratch, edit existing returns that have not been finished, or view returns already closed in read-only mode.

This window has the same form, structure, and procedure as the Warehouse Consumptions, Internal Transfers, and Shrinkages windows, following the same design pattern as all document creation windows in Kardex Tauro. However, it presents important differences in its purpose and effects, since a return to suppliers represents the return of merchandise to the supplier, generating adjustments in accounts payable.

What is a Supplier Return?

A Return to Suppliers is the document that formalizes the return of products to the supplier after having been previously acquired. It represents the reverse process of a purchase, where the merchandise leaves inventory and returns to the supplier, generally generating an adjustment in accounts payable through a debit note.

Key features:

  • When finalizing it, automatically deducts the stock on hand from inventory.
  • Generates the corresponding entries in the Kardex as a return issue.
  • It generates an adjustment in accounts payable (debit note) to the corresponding supplier.
  • Does not generate accounts receivable.
  • It validates that there are products available in inventory before allowing the return.
  • It can only be printed when it is closed/finalized.
  • If the products use serial numbers, these remain linked to the return.
  • It requires documenting the cause or reason for the return.
  • The main third party is always a supplier.

Document statuses:

  • Open: Document in editing process, products can be added or modified.
  • Closed: Document finished, it can no longer be edited, it can be printed, stock on hand is deducted.
  • Deleted: Document voided, visible only as a historical record.

Types of returns recorded here:

  • Defective or damaged products
  • Merchandise with errors in the order (products different from those requested)
  • Products close to expiry that the supplier agrees to take back
  • Obsolete products under return agreements
  • Incorrect quantities received
  • Products damaged during transport (supplier's responsibility)
  • Returns for warranties with suppliers
  • Commercial adjustments agreed with suppliers

Window Structure

The window is organized into several clearly differentiated zones:

Upper Zone - Third Party Selectors

At the top there is a double selector that identifies the parties involved in the return:

Supplier selector:

It allows selecting the supplier to whom the merchandise will be returned. The selector works in three complementary ways:

  • Text field: The supplier code can be typed directly.
  • Search button: When clicking the button with the magnifying glass icon, a dialog box opens where you can search and select the supplier from a complete list.
  • Name label: It automatically shows the name of the selected supplier.

Person in charge selector:

It allows identifying which employee or area is managing this return. It works the same way as the supplier selector, with a text field, magnifying glass button, and name label.

Real-time validation:

If a nonexistent supplier or responsible code is typed in either of the two selectors, the field is displayed with red background color, immediately indicating that this code does not exist in the database. This validation also runs before saving the document, guaranteeing that both third parties really exist.

Mandatory requirement:

Both selectors are required to carry out the return: the supplier and the responsible person. Without both, the system will not allow saving the document.

Upper Zone - Document Information

Document number:

  • When a new return is being created, the word appears in this field "NEW", indicating that the document has not yet been saved and therefore has no assigned number.
  • After saving the document, the system automatically assigns a unique consecutive number.

Date selector:

It allows setting the date of the return. By default it takes the current date, but it can be modified if necessary.

Save Document Button:

At the top right there is a large, prominent button that says "Save document". This button starts the process of saving and finalizing the document.

Central Product Grid

Central Area - List of Products to Return

In the center of the window there is a grid where the products to be returned to the supplier are shown. The grid columns are:

  • Code: Unique identifier of the product.
  • Name: Product description.
  • Quantity: Number of units being returned.
  • Amount: Unit value of the product.
  • Total IVA: IVA amount in money.
  • Total: Total value of the product including IVA.
  • Subtotal: Value of the product before IVA.

By default, this grid appears empty when a new return is created. Products are added using the controls located at the bottom.

Add Products to the Return

Bottom Left Zone - Product Selector

To add products to the return, the controls located at the bottom left are used:

Product selector:

  • Text field: The product code can be typed directly.
  • Magnifier button: Clicking the button with the magnifying glass icon opens a dialog box where the product can be searched for and selected from a complete drop-down list.

Units field:

Numeric field where the quantity of units to be returned of the selected product is typed.

Add button:

A button with the "+" symbol that transfers the selected product with the specified quantity to the central product grid.

Adding process:

  1. Select the product in the selector (by code or with the magnifying glass).
  2. The quantity of units to return is entered.
  3. Click the "+" button.
  4. The product is automatically added to the central grid.
  5. As many products as necessary can be added.

Stock on hand validation:

The system automatically validates that there are products available in inventory. If you try to type a quantity greater than the available stock on hand, the control turns red, indicating that you cannot return more than you have. This validation prevents returns of unavailable products.

Existing product validation:

If the code of a nonexistent product is entered in the selector, the control turns red, indicating that this product does not exist in inventory. This visual aid prevents typing errors.

Editing Products in the Grid

Once the products have been added to the central grid, it is possible to modify their information before finalizing the document:

Quantity editing:

To modify the quantity of a product already added:

  1. Select the product by clicking on it in the grid.
  2. Double-click the "Quantity" column.
  3. A small window is displayed where the new number can be written.
  4. The system validates that the new quantity does not exceed the available stock on hand.
  5. Totals are recalculated automatically.

Amount and IVA editing:

The unit value and the IVA percentage of each product can be modified by double-clicking the corresponding columns. When any of these values is changed, the system automatically recalculates the subtotals, IVA and totals of the product and of the entire document.

Financial Information of the Return

Lower Right Zone - Financial Summary

To the right of the product selector, the consolidated financial information of the return is shown. This information is simple and direct:

  • SubTotal: Total value of the products to be returned before VAT.
  • Return Total: Final value of the return including VAT.

Differences with other windows:

In the return, the following are NOT shown:

  • Detailed taxable base.
  • Discount information.
  • Payment, cash, credit, or change information (there is no collection transaction, but rather an adjustment to accounts payable).

These totals are automatically recalculated every time the quantities, values or IVA of the products in the grid are modified.

Saving and Finalizing the Document

The saving process is similar to that of other windows: when clicking the button "Save document", the system shows a confirmation pop-up window that allows deciding the status of the document.

Window "Finalize Return to Suppliers"

This pop-up window presents the following options:

Information displayed:

  • The Return Total for informational purposes.
  • NO payment information is displayed (cash, credit, change) because a return generates an adjustment to accounts payable, not a collection transaction.

Main question:

"Do you want to finish now or do you prefer to leave the document open to finish it later?"

Available options:

Finalize now:

  • The document is completely finished and closed.
  • It can no longer be edited.
  • The document can be printed.
  • The stock on hand is automatically deducted from inventory.
  • The corresponding entries are generated in the Kardex.
  • An adjustment is generated in the supplier's accounts payable.
  • The document is ready to accompany the physical shipment of the merchandise to the supplier.

Finalize later:

  • The document remains in draft or "open" status.
  • It can continue to be edited at any future time.
  • Products can be added, modified or deleted later.
  • It cannot be printed.
  • It does not affect inventory or Kardex yet.
  • Useful when the return is incomplete or supplier confirmation is being awaited.

Critical implications of the choice:

The decision between finishing now or later is fundamental because it determines whether the inventory and the Kardex are updated:

  • If it is finished later, the document remains editable but has no effect on the inventory or the Kardex. The products are not deducted until it is finalized.
  • If you finish now, the document is locked for editing and the inventory and Kardex are automatically updated. The products are deducted and the adjustment in accounts payable is generated.

Recommendation:

You should only choose "Finish now" when you are completely sure that all the products to be returned are correctly recorded, the physical inventory matches what is going to be recorded, and the receipt of the return has been coordinated with the supplier.

System Validations

The window implements several validations to guarantee data integrity:

Real-time third party validation:

  • If a nonexistent supplier or responsible code is typed, the field immediately turns red.
  • This validation also runs before saving the document.

Product validation:

  • Only products that exist in inventory can be added.
  • If a nonexistent product code is typed, the control turns red.
  • The product selector with the magnifying glass only shows valid products.

Stock on hand validation:

  • The available quantities in inventory are validated.
  • You cannot return more units than are available.
  • If an attempt is made to type a quantity greater than the stock on hand, the control turns red.
  • This validation prevents returns of unavailable products.

Quantity validation:

  • Quantities must be positive numbers.
  • The system does not allow negative or zero quantities.

Amount validation:

  • Unit values must be valid numbers.
  • IVA percentages must be within valid ranges.

Validation on finalizing:

  • The system checks that there is at least one product in the return before allowing you to finish.
  • All totals are recalculated to guarantee consistency.
  • It is validated that the two mandatory selectors (supplier and responsible person) have been captured.

Typical Workflow

The complete process of creating a return to suppliers follows these steps:

Step 1: Identify the supplier and responsible person

  • Open the window "Create Return to Suppliers".
  • Select the supplier using the text field or the magnifying glass button.
  • Verify that the supplier's name appears correctly (field without a red background).
  • Select the person in charge of the return.
  • Verify that both selectors are correctly identified.

Step 2: Add products

  • For each product to return:
    • Select the product in the bottom selector (by code or with the magnifying glass).
    • Verify that the code is valid (no red background).
    • Enter the quantity of units to return.
    • Verify that the quantity does not exceed the available stock on hand (no red background).
    • Click the "+" button to add it to the central grid.
  • Repeat for all the required products.

Step 3: Adjust information

  • Review the central product grid.
  • If necessary, double-click quantities, values or IVA to edit.
  • Verify that the totals (Subtotal and Return Total) are correct.

Step 4: Save the document

  • Click the "Save document" button at the top right.
  • The window "Finish Return to Suppliers" opens.

Step 5: Decide the document status

  • If the return is incomplete: Choose "Finish later" to continue editing later.
  • If the return is complete and coordinated with the supplier: Choose "Finish now" to close the document, deduct the inventory and generate the entries in the Kardex.

Step 6: Confirm effects

  • If "Finalize now" was chosen:
    • The document is closed and cannot be edited.
    • The inventory is automatically updated with the deduction of the returned products.
    • The entries are generated in the Kardex.
    • An adjustment is generated in the supplier's accounts payable.
    • The document can be printed to accompany the shipment to the supplier.

Step 7: Coordinate the shipment

  • Print the return document.
  • Coordinate the date and method of shipment with the supplier.
  • Physically send the merchandise accompanied by the printed document.
  • Verify that the supplier receives the merchandise and confirms the adjustment in accounts payable.

Relationship with Other Windows

Window List of Returns to Suppliers:

Shows all created returns, allowing you to search, filter, view, print, and delete returns. It is the management center of the returns to suppliers process.

Inventory Window:

It is automatically updated when a return is finished, deducting the stock on hand of the returned products. The returned products are no longer available.

Kardex Window:

It automatically records the outbound movement when a return is finished, maintaining complete traceability of the products that return to the supplier.

Window List of Third Parties (Suppliers):

Provides the list of suppliers used in the selector of this window.

Third Parties List Window (Employees):

Provides the list of employees used in the responsible persons selector.

Serial Numbers List Window:

If the returned products use serial numbers, the serial numbers captured during the return are recorded and can be consulted from this window.

Purchase Orders List Window:

Returns are conceptually linked to the original purchase orders. From the purchasing module you can consult the return history of a specific supplier.

Window Accounts Payable:

Returns generate debit notes that affect the accounts payable of the corresponding supplier. From this module you can verify the generated adjustment.

Usage Recommendations

Always verify the supplier

Before adding products, make sure the supplier is correctly selected. Check that the field does not have a red background, which would indicate a nonexistent code.

Use the magnifying glass search when you do not know the codes

If you do not remember the exact code of a supplier or product, use the magnifying glass button to search by name. It is more practical and avoids typing errors.

Respect the stock on hand validations

If the control turns red when typing a quantity, it means that there is not enough stock on hand. Do not try to force the system; verify the real inventory or adjust the quantity.

Always document the cause

Use the document notes to record the specific reason for the return (manufacturing defects, order error, imminent expiry, etc.). This information is crucial for analysis and negotiation with suppliers.

Coordinate with the supplier before returning

Before finishing the return, contact the supplier to agree on the return conditions (date, shipment method, adjustment in accounts payable). This avoids logistical and financial problems.

Add products accurately

Carefully verify the quantities before adding each product. Although they can be edited later (if the document is not finalized), it is more efficient to do it correctly from the start.

Edit directly in the grid

Take advantage of the double-click functionality to edit quantities, values and IVA directly in the central grid. It is faster than deleting and re-adding products.

Review the totals before saving

Make sure the Subtotal and Return Total correctly reflect the products to be returned. These values will be the ones recorded in the Kardex and the adjustment in accounts payable.

Carefully decide between finishing now or later

  • Choose "Finish later" only if you really need to continue editing later or are waiting for supplier confirmation.
  • Choose "Finish now" only when the return is complete and coordinated with the supplier.
  • Remember that only upon finishing is the inventory deducted and the adjustment in accounts payable generated.

Print the document for shipment

Once finished, print the return to physically accompany the merchandise during shipment to the supplier. This serves as a return delivery note and support for the adjustment in accounts payable.

Do not finalize prematurely

If you have doubts about any product, quantity, or value, or if you have not coordinated with the supplier, it is better to save with "Finish later" and review before definitively processing the return.

Keep traceability of serial numbers

If the returned products use serial numbers, make sure to correctly capture the serial numbers during the return process to maintain complete traceability of serialized products that return to the supplier.

Verify the adjustment in accounts payable

After finishing the return, verify in the Accounts Payable module that the debit note has been correctly generated and that the supplier balance has been adjusted.

Train the purchasing staff

Make sure all staff who manage returns understand how the system works, the automatic validations, and the importance of coordinating with suppliers.

Analyze returns by supplier

Use the window "Return to Suppliers List" to analyze return patterns by supplier and cause. This allows evaluating the quality and reliability of each supplier.

Evaluate suppliers by return rate

Use the return reports to calculate the return rate per supplier and evaluate their performance in quality and compliance.

Document with evidence

Whenever possible, attach photographic evidence or supporting documentation to the returns, especially for defective or damaged products.

Negotiate improvements with suppliers

Use the return information as a basis to negotiate improvements in quality, packaging, or delivery conditions with problematic suppliers.

Reconcile returns with original invoices

Verify that the returns correspond to specific purchase invoices and that the adjustments in accounts payable are correct.

Monitor trends

Use the reports to identify return trends over time and evaluate whether the corrective actions implemented with suppliers are producing results.

Integrate returns with purchasing audits

Returns are a key indicator in supplier evaluation. Keep clear and documented records to facilitate the supplier evaluation and selection process.

Establish return policies

Clearly define who can authorize returns, especially for high-value products or significant returns.

Review returns periodically

Perform periodic reviews of returns to identify improvement opportunities in purchasing, receiving, and quality control processes.

Kardex Tauro - Professional Inventory Management System

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