Create Return Note

This activity allows you to create a Goods Return Note (GRN) based on the rejected line items of the Goods Receipt Document (GR). Tell me more

Select “Receipt Acknowledgment” link from the left pane and click on “Create Return Note”.

The “Create Return Note” page appears.

The system displays the status in the header

Status

The status of the return note. It can be “Draft”, “Fresh” or “Frozen”.

The system displays the following information in the “Item Details” group box

Return Note No.

The unique code identifying the GRN.

Enter the following fields in the “Item Details” group box

Date	The creation date of the GRN Mandatory
Numbering Series	Use the drop-down list box to select the numbering series for the “Receipt No”. The drop-down lists all the valid numbering types that is having prefix-suffix combination in the “GRN” OU for the transaction type “GRN” along with blank option
Supplier Code	The unique code identifying the supplier. This must not be blank
	Help facility available
	Press <Enter> Key

The system displays the following information in the “Item Details” group box

Name	The name of the Supplier or Customer
	Zoom facility available

Enter the following fields in the “Item Details” group box:

Return Type	Use the drop-down list box to select the category of the returned item. The combo is loaded with values “CON Rejn”, “GR Rejn” and “WH Rejn”.
Outpass No.	The unique code identifying the Outpass through which the goods are sent (Alphanumeric, 18).
Outpass Date	The date on which the Outpass is created (Date Format)
Remarks	The Remarks if any pertaining to the GRN (Alphanumeric, 256)
Folder	Use the drop-down list box to select the folder of the GRN. The drop-down lists the user-defined values for the “GRN Folder” from the Type Setup Component
Carrier	Use the drop-down list box to select the carrier through which the items need to be transported. The drop-down lists all the user-defined “Carriers” from the “Type Setup” component
Total Debit Note Amount	The consolidated amount for all the line items to debited from the supplier account (Integer). It is calculated by specifying the debit note amount for each item in the “Value Details” page

The system displays the following:

Currency

The transaction currency of the GRN

Enter the following fields in the “Item Details” group box:

Exchange Rate	The Exchange Rate in which the GRN Value is calculated w.r.t. to the Base Currency of the Company,
AC Usage	Use the drop-down list box to specify the Account Usage, which points to an Account Code where the financial postings will be done. The corresponding Account Code for the selected Account Usage would have been defined in the “Account Rule Definition” component in Finance. These account codes are mapped to the finance books that are in turn mapped to the GR OUs of the login OU.
CC Usage	Use the drop down list box to select the code identifying the cost center associated with the goods return. The values are loaded from the “Cost Centre Rule Definition” business component. The system displays “Blank” by default on launch of the page.
Analysis Code	The analysis code mapped to the Account code identified by the Account Rule Definition/ Account Usage. It is used for analysis purposes. (Alphanumeric, 5). Analysis code cannot be blank if the item has more than one analysis code. Analysis code should exists and be effective and active on the transaction date
Sub Analysis Code	The sub analysis code mapped to the Analysis code that is used for analysis purpose. (Alphanumeric, 5).
Finance Book	Use the drop-down box to select the finance book for the item. The values are loaded from the “Organization Set Up” business component. The system displays “Blank” by default on launch of the page.

The system displays the following information in the “Receipt Details” group box

Line No.

The line number of the item in the GRN

Enter the following fields in the “Receipt Details” group box

Receipt No.	The unique code identifying the GR
	Help facility available
	Press <Enter> Key
Receipt Line No.	The line number of the item in the GR
	Press <Enter> Key

The system displays the following information in the “Receipt Details” group box

Receipt Date

The creation date of the GR

Enter the following fields in the “Receipt Details” group box

Item Code	The unique code identifying the item (Alphanumeric, 32) This must not be blank
	Press <Enter> Key
	Help Facility Available
Variant Code	The variant of the item code (Alphanumeric, 8)
	Press <Enter> Key
UOM	The unit of measurement of the item (Alphanumeric, 15)
	Help facility available
	Press <Enter> Key
Return Note Qty	The number of units of the line item return (Integer) Mandatory
Return Qty	The quantity of items actually returned to the supplier (Integer). The “Return Qty” must not be greater than the “Return Note Qty”
Resupply Qty	The quantity of items that must be resupplied by the supplier (Integer). This must not be greater than “Post GR Rej Qty”. This can be entered if Receipt No. Is referred.
Debit Note Qty	The Quantity of items whose value is debited from the supplier account (Integer). The “Debit Note Qty” must not be greater than the Post GR Rej Qty quantity if the receipt number is referred.
Unit Rate	The Unit rate of the item.
Return Rate	The return rate of the item. (Alphanumeric,28)

The system displays the following information “Receipt Details” group box based on the value entered in the “Receipt No.” field

Debit Note Amount	The amount for the item to be debited from the supplier account.
Pending Return Qty	The number of units which are rejected and not yet returned to the supplier
Description	The textual description pertaining to the rejected item
Received Qty	The number of units received from the supplier
Accepted Qty	The number of units accepted after inspection of the items
Rejected Qty	The number of units rejected after inspection

Enter the following fields in the “Receipt Details” multiline:

Rejection Code	The code identifying the reason for rejecting the goods. Mandatory in the case of Freezing the Goods Return Note.
	Help facility available.

Note: You can also modify the rejection code defaulted from the GR Rejection page.

The system displays the following:

Description

The description of the rejection code.

The system displays the following information “Receipt Details” multiline based on the value entered in the “Receipt No.” field

To date Return Note Qty	The number of units for which a GRN has been sent till date Return Note Qty = GR Rej Qty + Post GR Movement Rej Qty
Ref Doc Created AT	The OU where the ordering is created
Ref Doc Type	The type of the ordering.
Ref Doc No.	The unique code identifying the ordering document
Amendment No.	The amendment number of the reference document which represents the last amendment to the reference document
Alternate Returned Quantity	The alternate return quantity for a catchweight item. System throws an error if this field is left blank for a catchweight item. The system throws an error if this field is entered for a non catchweight item. If alt Uom does not allow fractions then it is mandatory for alt qty to be a whole number.
Alternate UOM	The alternate unit of measurement for a catchweight item. The system throws an error if this field is left blank for a catchweight item. The system throws an error if this field is entered for a non catchweight item.
	Help facility available.
Project OU	A unique code identifying the organization unit where the project(which is associated with GRN) has been created.
Project Code	A unique code identifying the project associated with the receipt number.
Project Desc.	The detailed description of project.

Click “Create Return Note” to create note for the rejected items

If the Item Code referred is not Lot Controlled or Serial number controlled and “Debit Note qty” is not entered, then the status of the document is set to " Fresh " else the status is set to “Draft”

Click “Create and Freeze Return Note” At the bottom of the page to Map the return note of the items with Receipt Document and freeze the return note for further processing. This can be done in this page if no taxes and charges are involved for the line items

If the item Code is not Lot controlled or Serial Controlled referred in the Receipt Document the status of the GRN is set to “Frozen”

Click “Print Return Note” to print the details of the rejected items.

To proceed, carry out the following

Select the “View Receipt Document ” link at the bottom of the page to View the details pertaining the Receipt Document.
Select the “View Item Purchase Information” link at the bottom of the page to View the information pertaining the Purchase.
Select the “Specify Return Item Details” link at the bottom of the page to specify the details of the item returned to the supplier or customer
Select the “Specify TCD Details” link at the bottom of the page to specify the Tax, Charges and discount for the items returned to the supplier or customer
Select the “Specify Other Tax and Charges Details” link at the bottom of the page to specify the Other Tax and Charges for the items returned to the supplier or customer
Select the “Attach Notes” link at the bottom of the page to attach any additional information to GRN.
Select the “Tax Calculation - Summary” link at the bottom of the page to specify tax calculation details for the items returned to the supplier or customer
Select the “Update Form Details” link at the bottom of the page to specify the form details of the reference document.

Create Return Note – An Overview

The rejection of goods is done at two stages. The rejection can be done at the “GR Stage” which means the goods are rejected during the inspection. The rejection can also be done at the “post GR-Movement” which means that the goods are rejected after the GR process is completed. That is after the movement of the items to the warehouse. This arises in the situation when the goods are rejected in the warehouse, when the shelf life of the item expires or during the manufacturing process.

This page auto generates the GRN number. It allows you enter the date of creation of the GRN, the supplier to whom the GRN is sent. You can specify the Outpass details such as the Outpass number, date on which the Outpass is created and the carrier in which the items are transported.

You can also debit the amount incurred for the return items in the supplier account on GRN creation. You can specify the cost incurred on the returned goods either as a consolidate amount for all the items or can be calculated by specifying as individual amount for each line item.

You can freeze the GRN in this page for further processing by clicking the “Freeze” pushbutton provided there are not TCD values attached with the document. The return note quantity can be updated for the GRN which is in the "Fresh" status. On freezing the status of the GRN is set to “Frozen”