REINSTATEMENT FOR SALES window

General Description

The window Reinstatement for Sales is the module where the return of products that a customer sends back to the company after having purchased them is formalized. This window serves three functions depending on the document status: create new reinstatements from scratch, edit existing reinstatements that have not been finished, or view already closed reinstatements in read-only mode.

A Reinstatement for Sales is the document that certifies the receipt of merchandise returned by a customer, automatically increasing the inventory and leaving the corresponding record in the Kardex. It is the formal mechanism for processing returns, warranties, exchanges, or voided sales.

What is a Reinstatement for Sales?

A Reinstatement for Sales is the document by means of which the company records the receipt of products that were previously sold and that the customer returns for various reasons. This document is essential for:

  • Maintaining inventory integrity by reincorporating returned products.
  • Formally recording the return in the Kardex with complete traceability.
  • Linking the return to the customer who originally purchased the product.
  • Managing warranties, exchanges, and returns in a controlled manner.
  • Generating credit notes or accounting adjustments when applicable.

Key features:

  • It identifies both the customer who is returning and the employee who receives.
  • It only affects the inventory and the Kardex when the document is finished.
  • It allows editing until the document is finalized.
  • It requires capturing serial numbers if the product uses serial numbers.
  • It has no context menus in the product grid.

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 two parties involved in the return:

Deliverer Selector (Customer):

It allows selecting the customer who is returning the product. This is the third party who originally purchased the merchandise and now returns it. The selector works in two ways:

  • Text field: The customer's code can be typed directly.
  • Search button: When you click the button with the magnifying glass icon located in front of the field, a dialog box opens where you can search for and select the customer from a complete list of third parties.

Receiver Selector (Employee):

It allows identifying which employee of the company is physically receiving the returned product. It works in the same way as the previous selector, with a text field and a magnifying glass button.

Real-time validation:

If a nonexistent third party code is typed in either of the two selectors, the field turns 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.

Upper Zone - Document Information

Document number:

  • When a new reinstatement 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 reinstatement date. 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 Zone - List of Reinstated Products

In the center of the window there is a grid that shows the products being received as returns. The columns of the grid are:

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

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

Important: This grid has no context menu. There are no options when right-clicking on the products. All operations are performed directly through the visible controls or by using the Delete key to remove products.

Add Products to the Reinstatement

Bottom Left Zone - Product Selector

To add products to the reinstatement, the controls located in the lower left are used:

Product selector:

  • Text field: The product code can be typed directly.
  • Magnifier button: When you click the button with the magnifying glass icon, a dialog box opens where you can search for and select the product from a complete list of inventory products.

Units field:

Numeric field where you type the number of units being received as returns of the selected product.

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. You type the number of units to reinstate.
  3. Click the "+" button.
  4. The product is automatically added to the central grid.
  5. As many products as necessary can be added.

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:

Editing quantities, values and IVA:

To modify the information of a product already added:

  1. Click on the product in the grid to select it.
  2. Double-click the column you want to edit (quantity, value, or VAT).
  3. Edit the value.
  4. Totals are recalculated automatically.

Deleting products:

To remove a product from the reinstatement:

  1. Select the product by clicking on it in the grid.
  2. Press the key Delete on the keyboard.
  3. The product is immediately deleted from the list.

Saving and Finalizing the Document

The saving process has an important particularity: when clicking the button "Save document", the system shows a confirmation pop-up window that allows deciding the status of the document.

"Finish Reinstatement for Sales" window

This pop-up window presents the following options:

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 products are reinstated into the inventory, increasing the stock on hand.
  • The corresponding entry is generated in the Kardex, recording the inbound movement.
  • The reinstatement cycle is definitively completed.

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 does not affect the inventory or the Kardex yet.
  • The products are not reinstated until the document is finished.
  • Useful when the reinstatement is incomplete or additional information 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 you finish later, the document remains editable but it has no effect on the inventory or the Kardex. The products are not reinstated until it is finished.
  • If you finish now, the document is locked for editing and the inventory and the Kardex are automatically updated. The products are reincorporated into the available stock.

Recommendation:

You should only choose "Finish now" when you are completely sure that all returned products are correctly recorded and the physical inventory matches what is going to be recorded in the system.

Handling Products with Serial Numbers

When a product that has the use of serial numbers configured is reinstated, the behavior of the window changes to guarantee the individual traceability of each returned unit:

Mandatory capture of serial numbers:

When you try to type the number of units of a product with serial numbers, the system does not allow entering the number directly. Instead, it automatically opens a special window to capture the serial numbers.

Serial number capture window:

This pop-up window allows:

  • Type or scan the serial numbers of each returned unit.
  • Validate that the serial numbers are unique and not duplicated.
  • Verify that the serial numbers correspond to the product being reinstated.

Automatic quantity inference:

Once the serial numbers are captured, the program automatically infers the quantity of reinstated units based on the number of serial numbers captured. There is no need to type the quantity manually; the system calculates it.

Example:

If 5 different serial numbers are captured for a product, the system automatically records that 5 units of that product are being reinstated.

Importance of serial number capture:

This functionality is crucial for:

  • Maintaining the individual traceability of each returned unit.
  • Linking the returned serial numbers with the serial numbers originally sold.
  • Preventing frauds where products different from those sold are returned.
  • Managing warranties accurately, knowing exactly which specific unit was returned.

System Validations

The window implements several validations to guarantee data integrity:

Real-time third party validation:

  • If a nonexistent customer or employee 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.
  • The product selector with the magnifying glass only shows valid products.

Quantity validation:

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

Serial number validation:

  • If the product uses serial numbers, it is mandatory to capture the serial numbers before being able to add the product to the reinstatement.
  • The serial numbers must be unique and not duplicated.

Validation on finalizing:

  • The system verifies that there is at least one product in the reinstatement before allowing you to finish.
  • All totals are recalculated to guarantee consistency.

Typical Workflow

The complete process of creating a reinstatement for sales follows these steps:

Step 1: Identify the actors

  • Open the "Reinstatement for Sales" window.
  • Select the customer who is returning the product using the text field or the magnifying glass button.
  • Verify that the customer's name appears correctly (field without a red background).
  • Select the employee who is receiving the return.

Step 2: Add returned products

  • For each product to reinstate:
    • Select the product in the bottom selector (by code or with the magnifying glass).
    • Enter the number of returned units.
    • If the product uses serial numbers, capture the serial numbers in the pop-up window.
    • Click the "+" button to add it to the central grid.
  • Repeat for all returned products.

Step 3: Review and adjust

  • Review the central grid with all the reinstated products.
  • If necessary, edit quantities, values, or VAT by double-clicking on the columns.
  • If it is necessary to delete a product, select it and press the Delete key.
  • Verify that the totals are correct.

Step 4: Save the document

  • Click the "Save document" button at the top right.
  • The window "Finish Reinstatement for Sales" opens.

Step 5: Decide the document status

  • If the reinstatement is incomplete: Choose "Finish later" to continue editing later.
  • If the reinstatement is complete and you want to process it: Choose "Finish now" to close the document and update the inventory.

Step 6: Confirm effects

  • If "Finalize now" was chosen:
    • The document is closed and cannot be edited.
    • The inventory is automatically updated with the reinstated quantities.
    • The entry is generated in the Kardex.
    • The document can be printed as proof.

Relationship with Other Windows

Window List of Reinstatements for Sales:

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

Inventory Window:

It is automatically updated when a reinstatement is finished, increasing the stock on hand of the returned products. The products become available again for future sales.

Kardex Window:

It automatically records the inbound movement when a reinstatement is finished, maintaining complete traceability of the product from its original purchase to its return.

Serial Numbers List Window:

If the product uses serial numbers, the serial numbers captured during the reinstatement are recorded and can be consulted from this window. The returned serial numbers return to the inventory available for future sales.

Sales window:

Reinstatements are conceptually linked to the original sales. From the sales module you can consult the return history of a specific customer.

Third Parties List Window:

It provides the list of customers and employees used in the selectors of this window.

Usage Recommendations

Always verify the third parties

Before adding products, make sure that both the customer who is returning and the employee who receives are correctly selected. Check that the fields do not have a red background, which would indicate nonexistent codes.

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

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

Capture the serial numbers carefully

If the products use serial numbers, verify that the captured serial numbers physically correspond to the returned units. An error at this stage can cause future traceability 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.

Review before finishing

Make sure that all returned products are correctly recorded before finishing. Once finished, the inventory is updated and the document cannot be edited.

Carefully decide between finishing now or later

  • Choose "Finish later" only if you really need to continue editing later or are awaiting additional information.
  • Choose "Finish now" only when the reinstatement is complete and you want to process it immediately.
  • Remember that the inventory and the Kardex are only updated upon finishing.

Evaluate the condition of the returned product

Before finishing, determine whether the returned product can be resold or whether it must go to shrinkages. Although the system reinstates it into the inventory, it may be physically damaged.

Document the reason for the return

Use the document notes to record the reason for the return (warranty, dissatisfaction, dispatch error, etc.). This information is valuable for quality analysis and process improvement.

Print proof records for the customer

Give the customer a printed copy of the finished reinstatement as proof of the processed return.

Coordinate with the accounting area

If the reinstatement generates a credit note or accounting adjustment, make sure that the accounting area is informed so that it can process the corresponding financial adjustments.

Analyze return patterns

Periodically review the reinstatements to identify products with high return rates or problematic customers. This information is valuable for improving quality and service.

Keep traceability of serial numbers

If the product uses serial numbers, make sure that the captured serial numbers match exactly the serial numbers originally sold. This is crucial for warranties and fraud prevention.

Do not finalize prematurely

If you have doubts about any product or quantity, it is better to save with "Finish later" and review before definitively processing the reinstatement.

Train the receiving staff

Make sure that the employees who receive returns understand how the system works and the importance of correctly capturing the information.

Respect the return policies

Make sure that all returns comply with the policies established by the company regarding deadlines, conditions, and accepted reasons.

Kardex Tauro - Professional Inventory Management System

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