Window SUPPLIER RETURNS LIST

General Description

The window Supplier Returns List is the module where all the records of merchandise that is returned to suppliers after having been purchased are managed. It works as a master-detail form that presents all the returns made in a consolidated way, allowing you to view both the headers (general information of each return) and the details (products returned in each document).

This window is the control point from which all the supplier returns of the business are created, consulted, printed and managed. It is a fundamental tool for quality control and supplier relationship management, since it allows you to monitor which products are returned, to which suppliers, for what causes and with what financial impact.

What is a Supplier Return?

A Supplier Return 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 the inventory and returns to the supplier, generally generating an adjustment in the accounts payable.

Key features:

  • Automatically deducts the stock on hand from the inventory upon finalizing.
  • Generates a record in the Kardex as an issue for return.
  • It can be in open status (editable), closed (finalized) or deleted.
  • 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.
  • Generates an adjustment in accounts payable (debit note).
  • The third party involved is always a supplier.

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 three clearly differentiated areas, following the master-detail pattern:

Top Area - Global Search Box

At the very top there is a real-time search text box. It allows you to type any data (document number, supplier name, cause of the return, status, or any text contained in the returns) and the system filters automatically, showing only the matching elements. When you clear the text in the search box, all the elements are shown again.

Upper Central Area - Master Grid (Headers)

Below the search box, a grid is presented with the headers of all the returns. The main columns include:

  • Document: Consecutive number of the return.
  • Supplier: Name of the supplier to whom the merchandise is returned.
  • Cause: Reason for the return (defects, expiry, order error, etc.).
  • Status: Current status of the document (open, closed, deleted).
  • Total: Total value of the return.
  • Date: Document creation date.

When you click on a row, the return is selected and its details are shown in the lower area.

Lower Central Area - Detail Grid (Items)

In the lower part, the detail of the return selected in the upper list is shown. Here the returned products appear with their code, name, quantity, unit value, IVA, subtotal and total.

Bottom Area - Action Buttons

Three main buttons that control the operations on the returns:

New Return: Creates a new return document from scratch.

View Return: Opens the selected return. The behavior depends on the status:

  • If the return is open, it allows editing it.
  • If the return is closed, it opens only to be viewed or printed, with no possibility of editing.

Delete: Removes the return from the system. This button is automatically enabled and disabled depending on the status of the selected return. It is not possible to delete returns that have already been closed, thus protecting the historical integrity of the operations.

Context Menu - Upper List (Headers)

When you right-click on any return in the upper list, a menu is displayed with the following options:

Export to Excel

Generates an Excel file with the returns currently visible in the list. If there are applied filters, only the returns that meet those criteria are exported.

View Report

Shows a printable report with the returns that appear in the list. If the list has applied filters, the report will reflect exactly those same criteria. This is a very powerful tool for generating specific return reports.

Print

Generates the formal document of the return in standard format, ready to accompany the physical shipment of the merchandise to the supplier. This document serves as a return delivery note and support for the adjustment in accounts payable.

Important about printing: The print button it is only visible when the return is closed/finalized. It is not possible to print returns that are open or in the process of being edited, since the document must be finalized to have validity as support for the adjustment.

Filters

Allows you to apply advanced filtering criteria on the returns list:

  • By document
  • By supplier
  • By status
  • By value greater than (returns higher than an amount)
  • By value less than (returns lower than an amount)
  • By date greater than
  • By date less than

The filters are stackable, which means that several can be combined simultaneously. For example, you can request to show all the returns due to defects to supplier XYZ greater than one hundred thousand made in the month of January.

Remove Filters

Restores the complete view by removing all applied filters, showing all the returns of the system again.

Convert Document

Opens a window that allows you to transform the selected return into another type of document, keeping all the information. The conversion options are:

  • Supplier quotation
  • Customer quotation
  • Sales Invoice
  • Purchase Order
  • Warehouse consumption
  • Return (to duplicate the current document)

Edit Notes

Allows you to open a window to edit the general notes of the selected return.

Configure Columns

Allows showing or hiding columns in the upper list of headers. It also allows modifying the width of the columns. The system remembers this configuration when closing and reopening the window.

Context Menu - Lower List (Items)

When you right-click on the products in the lower detail grid, a menu is displayed with three options specific to that item:

View Notes

Allows you to view and edit the specific notes of that single return item. Item notes are independent of the general notes of the document.

View Serial Numbers

If the returned product had the use of serial numbers configured, this option shows which specific serial numbers were the ones returned to the supplier in that transaction. It is fundamental for the traceability of returned serialized products.

Configure Columns

Allows adding or removing columns from the lower grid, modifying the width and customizing the visualization. As in the upper list, this configuration is remembered when closing the window.

The Power of the Filter System

The filter menu at the top is an extremely powerful tool for the analysis of returns. Everything shown in the upper list after applying filters becomes directly a report when the "View Report" option is used.

Examples of practical use:

Returns report by supplier:

Apply the supplier filter (select a specific supplier) and the date filter for the desired period, then click on "View Report". The result is a complete report of all the returns made to that supplier in the period.

Return analysis by cause:

Apply the cause filter (defects, expiry, order error) to identify what type of problems generate the most returns and with which suppliers.

High-value returns:

Apply the value greater than filter (a significant amount) to identify the most costly returns and generate a report of the most important financial adjustments.

Returns by supplier and cause:

Combine supplier and cause filters to analyze specific patterns, such as "how many returns due to defects has supplier ABC had in the last quarter?".

Monthly return analysis:

Apply date filters to generate monthly return reports and compare against previous periods or against the total purchases.

This functionality turns the window into an ad-hoc return report generation tool without the need for additional modules.

Differences from Other Document Windows

Although the structure is similar to other document list windows, there are important differences:

Document type:

  • Returns: Documents for the return of merchandise to suppliers.
  • Sales Invoices: Sales documents to customers.
  • Consumptions: Documents for internal use of products.
  • Shrinkages: Documents of definitive loss with no return.

Financial impact:

  • Returns: They generate an adjustment in accounts payable (debit note).
  • Invoices: They generate accounts receivable.
  • Consumptions: They generate internal expenses.
  • Shrinkages: They generate losses with no adjustment to third parties.

Inventory impact:

  • Returns: They permanently deduct stock on hand.
  • Transfers: They deduct from the source but increase at the destination.
  • Invoices and Consumptions: They permanently deduct stock on hand.

Third Party involved:

  • Returns: The third party is a supplier (to whom the return is made).
  • Invoices: The third party is a customer (to whom it is sold).
  • Consumptions: The third party is an employee or internal area.
  • Shrinkages: There is no third party involved.

Requires justification:

  • Returns: They always require documenting the cause of the return.
  • Other documents: They may or may not require specific justification.

Record Limit and Performance

The number of items that appear in this window is limited by default to the last two years, just like all the document list windows in Kardex Tauro. This configuration is implemented to guarantee:

  • Greater agility in navigation
  • Less data load in memory
  • Lower RAM consumption
  • Faster system responses

Limit configuration:

This parameter is fully modifiable from the Configuration window, where you can specify the number of years of records to display (two, three, five years, etc.).

Important consideration:

The more information loaded in the windows, the greater the consumption of system resources. For this reason, it is not advisable to have a lot of historical information visible in the windows by default. It is recommended to keep the limit in a reasonable range (2-3 years) and to query older periods using specific filters or reports when necessary.

Relationship with Other Windows

Window Create Return to Suppliers:

It is the operational window where individual returns are created and edited. From the list it is accessed using the "New Return" or "View Return" buttons.

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.

Inventory Window:

Finalized returns automatically deduct the stock on hand in the Inventory. The returned products are no longer available.

Kardex Window:

Each finalized return generates an outbound movement in the Kardex, maintaining the complete traceability of the products that return to the supplier.

Window List of Third Parties (Suppliers):

Provides the information of the suppliers that appear in the returns.

Serial Numbers List Window:

Allows you to consult the specific serial numbers returned in each document, useful for tracking serialized products that return to the supplier.

Window Accounts Payable:

Returns generate debit notes that affect the accounts payable of the corresponding supplier.

Usage Recommendations

Use the search box for quick location:

The real-time search box is the most efficient way to find specific returns when some reference data is known, such as the supplier name or the cause.

Take advantage of the stackable filters:

Combine multiple filters to generate specific return reports by supplier, cause, period, or value. Filters are the key to accurate return analysis.

Use "View Report" for supplier analysis:

After applying filters, use "View Report" to generate printable documents that reflect exactly the selected criteria. Ideal for review meetings with suppliers.

Finish the returns before printing:

Remember that only closed/finalized returns can be printed. Finalize the document before trying to generate the document to accompany the shipment to the supplier.

Always document the cause:

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

Customize the columns:

Configure the visible columns according to your role and work needs. The system remembers your preferences.

Analyze returns by supplier:

Use the filters to identify which suppliers generate the most returns and for what causes, allowing you to evaluate the quality and reliability of each supplier.

Keep the record limit reasonable:

Do not excessively increase the record display period from the Configuration, since it will affect the system's performance.

Respect the status of the returns:

Remember that closed returns cannot be edited. If you need to modify a finalized return, you must create a new one or make adjustments through other mechanisms.

Delete only returns in an appropriate status:

The Delete button only works for returns that have not been closed. Respect this restriction to maintain historical integrity.

Coordinate with the supplier before returning:

Before creating the return, contact the supplier to agree on the return conditions (date, shipping method, accounts payable adjustment).

Print the document for shipment:

Always print the finalized return to physically accompany the merchandise during shipment to the supplier. This serves as a delivery note and support for the adjustment.

Track returned serialized products:

If you return products with serial numbers, verify that the captured serial numbers physically correspond to the returned units. This is crucial for warranties and traceability.

Verify the adjustment in accounts payable:

Make sure the return generates the corresponding adjustment in the supplier's accounts payable, avoiding duplicate or incorrect payments.

Train staff in the use of filters:

Filters are a powerful tool for return analysis. Make sure that all personnel who need to generate reports know how to use them correctly.

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.

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 purchase audits:

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

Reconcile returns with original invoices:

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

Kardex Tauro - Professional Inventory Management System

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