SALES REINSTATEMENTS LIST Window

General Description

The window Sales Reinstatements List it is the module where all the product returns that customers make after purchasing are managed. This window follows the standard structure of all document list windows in Kardex Tauro, allowing you to create, consult and manage merchandise reinstatements.

Reinstatements are essential to maintain the integrity of the inventory, since each return automatically increases the stock on hand of the product and leaves the corresponding record in the Kardex.

What is a Sales Reinstatement?

A Reinstatement by Sale is the document that formalizes the return of a product that was previously sold to a customer. It represents the process through which the merchandise returns to the company's inventory after having been dispatched.

Key features:

  • Only products that were previously sold can be reinstated.
  • When processing a reinstatement, the inventory is automatically increased by the returned quantity.
  • A record is generated in the Kardex that links the original sale with the return.
  • It allows maintaining complete traceability of the product's life cycle.

Typical use cases:

  • Customer returns a product due to dissatisfaction.
  • Product with manufacturing defects or damage.
  • Dispatch error (product different from the one requested).
  • Sale void for any reason.

Window Structure

The window follows the standard pattern of all document list windows in Kardex Tauro:

Upper Zone - Search Box

Text box to search for reinstatements by typing any data: document number, customer, product, date, or any information contained in the documents. The search is performed in real time as you type.

Upper Central Zone - Master Grid

Shows the list of all reinstatements with their main headers: document number, customer, date, total, status and other relevant data. When clicking on any reinstatement, it is selected and its details are shown in the lower area.

Lower Central Zone - Detail Grid

When selecting a reinstatement in the upper list, this area shows the products that were returned, with detailed information:

  • Product code
  • Product name
  • Brand
  • Reinstated quantity
  • Unit value
  • Total value
  • Serial numbers (if applicable)
  • Other relevant data of the item

Bottom Area - Action Buttons

Three main buttons that control the operations on the reinstatements:

  • New Reinstatement: Creates a new reinstatement document.
  • View Reinstatement: Opens the selected reinstatement in consultation mode.
  • Delete: Removes the reinstatement from the system.

Action Buttons

New Reinstatement

Creates a new reinstatement document from scratch. When clicking, the form opens to select the customer, identify the original sale and specify the products being returned.

View Reinstatement

Opens the selected reinstatement in consultation mode (read-only), allowing you to review all its details without the possibility of modifying it. Useful for consulting historical information or verifying data from previous returns.

Delete

Removes the selected reinstatement from the system. This button is automatically enabled and disabled according to the document status, preventing the deletion of reinstatements that have already generated movements in the inventory or Kardex.

Context Menu

When right-clicking on any reinstatement in the upper list, a menu is displayed with the following options:

Export to Excel

Generates an Excel file with the visible reinstatements, respecting the applied filters and column configuration. It opens a dialog to select the file location.

View Report

Shows the reinstatements listed in a professional report format, ready for review or export to PDF.

Print Reinstatement

Generates the physical document of the selected reinstatement, useful for filing or to deliver to the customer as proof of the return. It requires the Print Permission.

Filters

Allows applying advanced filtering criteria: by customer, by product, by greater/lesser date, by value, by status. The filters can be combined to refine the search.

Remove Filters

Restores the full view by removing all applied filters, showing all the system's reinstatements again.

Edit Notes

Allows adding or modifying remarks on the reinstatement document. Useful to note the reason for the return, the condition of the returned product, or any relevant information.

Configure Columns

Customizes which columns are shown in the master grid and in the detail grid. It also allows adjusting the column width. The system remembers this configuration when closing and reopening the window, keeping the user's preferences.

System Behavior

Automatic inventory update

When a reinstatement is processed, the system automatically increases the product's stock on hand in the inventory. No manual adjustments are necessary; the product becomes available again for future sales.

Kardex record

Each reinstatement generates a movement in the Kardex that links the return with the original sale. This maintains the complete traceability of the product and allows auditing the movement history.

Link to the original sale

Reinstatements are linked to the original sales, which makes it possible to verify that the product was effectively sold previously and to know the customer's complete history.

System validations

The system validates that:

  • The product has been previously sold to the customer.
  • The quantity to reinstate does not exceed the quantity originally sold.
  • The returned serial numbers match the serial numbers sold (if applicable).

Typical Workflow

Customer requests a return

The customer arrives with the product and the sales receipt requesting the return.

Verify the original sale

The original sale is consulted in the system to validate products, quantities, serial numbers and sale date.

Evaluate conditions

It is verified that the return is valid according to the company's policies (time, product condition, reason).

Create the reinstatement

Click "New Reinstatement", select the customer and the original sale, and specify the products and quantities to return.

Capture serial numbers (if applicable)

If the product uses serial numbers, the returned serial numbers are verified and captured to maintain traceability.

Evaluate the product condition

It is determined whether the returned product goes back to available inventory, goes to shrinkages, or remains in review status.

Confirm the reinstatement

The document is saved and the system automatically updates the inventory and the Kardex.

Generate credit note (if applicable)

Depending on the configuration, a credit note can be generated for the customer for the value of the return.

Relationship with Other Modules

Sales Module

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

Inventory Module

Reinstated products automatically increase the stock on hand in the inventory. The product becomes available again for future sales.

Kardex Module

Each reinstatement generates a receipt movement in the Kardex, maintaining the complete traceability of the product from its purchase to its sale and possible return.

Accounts Receivable Module

Depending on the configuration, reinstatements can generate credit notes that affect the customer's accounts receivable.

Serial Numbers List Module

If the product uses serial numbers, the returned serial numbers go back to the inventory and become available for future sales. They can be consulted from the Serial Numbers List window.

Usage Recommendations

Always verify the original sale

Before processing a reinstatement, consult the original sale to validate products, quantities and serial numbers. This prevents errors and maintains the integrity of the inventory.

Document the reason for the return

Use the document notes to record the reason for the return. This information is valuable for quality analysis and process improvement.

Evaluate the product condition

Determine whether the returned product can be resold or whether it must go to shrinkages. This affects the real value of the inventory.

Process reinstatements promptly

Do not accumulate pending returns. Process them immediately to keep the inventory updated.

Use the filters for analysis

Use the filters to analyze returns by customer, by product or by period. This allows identifying recurring problems or customers with high return rates.

Keep traceability of serial numbers

If the product uses serial numbers, make sure to correctly capture the returned serial numbers to maintain complete traceability.

Print proof records for the customer

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

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.

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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