The Returns function (available only with Keystroke Advanced licenses) is used to quickly accept returns of items from previous Sales Invoices. When the Returns function is run, the Transaction Returns - Invoice screen is displayed. Enter or scan the Sales Invoice Number in the Trans# entry field or use the Search button to open the Transaction Search function to locate the Sales Invoice. When the Sales Invoice has been located, the Transaction Returns screen is populated with the transaction information. The transaction number, date, and time are displayed in the screen's title bar. The line items from the transaction are displayed with a checkbox to the left of each one.
If the transaction is not located, Trans# entry field is displayed again. Note that no matter what transaction type is currently being used, the Returns function searches for and works with Sales Invoices only. If more than one matching transaction is found, the Transaction Search function is used to display the matching transactions so one can be selected. If a Trans# is not entered, then the Transaction Search function is used and the cursor is placed in the Search Settings screen's Item ID field as the starting point.
Navigate to the item(s) being returned and click the check box or press the [Space Bar] key to select it.
The Item Search field may be used to locate the item by its description. [Alt]+[E] or [Ins] can be used to quickly access the Item Search field or if in the Check Mark column, simply start entering the item (any character except [Space] activates the Item Search field). After entering the characters to identify the item, press [Enter] to search through the transaction's line items for a match. A barcode scanner can be used to quickly scan in the items that are being returned. The Item Search function first searches by Stock Number if all the search characters are numeric. It then search by Product Code, and then by Description. If using Matrixing and searching for a Matrixed item, the search must be for Stock Number, Matrix Separator, Matrix Code. The Search function searches for and handles duplicate matches in the same field, but it searches only within the first field in which it finds the first match (e.g. if one item is Stock Number 121 and another item is Product Code 121, it finds only the items that have the same Stock Number). While searching, items that have already met their Avail qty are ignored. If the match is on Product Code or on Description and more than one item is found, the Which One screen is displayed so the correct item can be selected.
Once the Search function finds an item, it increases its Re-Stock qty by 1 and highlights it. If there is an additional qty available to be returned, the Search field retains the search characters so [Enter] can be used to increase the Re-Stock qty by 1 again. Pressing [Tab] moves the cursor to the Re-Stock column on that item so it can be manually edited. If there are no more search items available to be returned for the current search, the Item Search field characters are erased.
Turning On the check mark sets the Re-Stock quantity field to match the Avail quantity field from the original invoice. Turning Off the check mark sets the Re-Stock quantity to 0. The Re-Stock quantity field can also be changed manually.
The "Write-Off" field is used to accept a return for an item that is not going to be placed back in stock (QOH will not be updated). Items marked as Write-Off will also have the text "DO NOT RESTOCK" added to the beginning of their line item comment.
After the Return quantities (Re-Stock or Write-Off) are entered, select the Save button to load them into a new Invoice and open the standard transaction entry screen. The new Invoice is assigned the same Invoice Number as the original invoice and has the letter "r" (a lower case "r") appended to the number. Additional changes can then be made if needed. When advancing to the Complete Sale screen the Returns Function automatically prompts to use the same payment type (e.g. credit card) that was used on the original transaction, but a new payment type can be selected (via Payment Hot Key, Toolbar Button, Macro, etc). The return transaction can then be completed/printed/saved.
When Return transactions are saved, Inventory quantities are updated, just as they are with any transaction that affects QOH.
The Return quantities cannot exceed the original (Avail) qty (including any previously saved Returns for that invoice). Also, Gift Card line items cannot be returned using the Returns function, so they are not displayed. However, once the main return transaction screen is displayed, all standard functions are available (including changing the Qty and working with Gift Cards).
The date used to calculate the sales tax rate is based on the Invoice Transaction Type Save parameter "Rev. Trans - Tax on Orig Date". This determines if the tax rate is based on the Original Date or the Current Date.
Return transactions have a flag set to mark them as Returns Invoices. This flag can be printed and filtered on reports. Write-Off line items have a Write-Off flag which can be printed and used on reports.
The Returns function can be run from the Transactions menu or can be started from a Macro. The command is "SalesEntryCommand:TransactionReturns". Transaction Search Parameters can also be included but normally are not.
If any toolbar has a Return button that contains the older command "@ToggleFlag(ReturnMode,1)", it is automatically replaced with the new command. This only happens the first time the data files are accessed with v8.00 build 61 or later. The button can be edited and set back to older command if desired.
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