Returns to credit
Price and raise the credit notes for books a school or trade party sent back to the warehouse, or take the books back without one.
/accounts/returnsWhen a school or trade party sends back books it was billed for, the warehouse records the return from that party and puts the copies back on the shelf. The party's bill is not reduced yet: that is the desk's job. The return waits here, marked AWAITING CREDIT, until you raise its credit notes or decide no credit is due.
A party's return isn't tied to one order, because a dealer supplied on many orders sends back one bundle and nobody can say which copy went out on which. So you price the credit here, from what the party was billed. Books handed back on a stock or sampling request were never billed, so they never come here. The whole journey, from the warehouse to the credit note, is on Returns.
Credit a return
Open the return
The list opens on Waiting for a credit note. Select Credit on a return, or open it by its number.
Check each firm's titles
The return is split by the firm that billed each book: the firm whose invoice last billed that title to this party, which need not be the one the catalogue lists it under, since the warehouse chooses which firm invoices a dispatch. A title the party was never billed goes to the catalogue's firm. For each firm, a card shows each title with its Qty, a Rate and Disc % you can change, and the Amount. The card totals the Taxable value, any GST, and the Credit.
Each title starts at the rate and discount of the newest invoice that billed it to this party in that firm. Under the title it says how many copies the party was billed, how many have been credited since, and the number and date of the invoice that billed it last.
When the firm never billed the title to this party here, the title says "Never billed to this party by this firm here; starts at the catalogue price." Its rate starts at the catalogue price, and its discount at the party's newest discount from that firm, which is usually its trade discount, or 0 if there is none.
Set the terms
Under Credit the party:
- One discount for every title sets the same discount on every title at once. Type the percent and select Apply. It suits a dealer on one trade discount.
- GST % starts at the party's newest bill from the firm. Books are normally 0.
- Date is the credit note's date.
- Reason on the note starts with "Books returned on", the return's number and the warehouse's reason. You can reword it.
Raise the notes
Select Raise the credit note, or Raise 2 credit notes when both firms' books came back. The return moves to CREDITED, and each note is linked from it.
More came back than was billed
When more copies of a title came back than the party was billed and not yet credited, an amber line under the title says so. Check the count with the warehouse: the extra copies may also have been billed before the books were kept in SalesYatra. It is a warning only, and you can still raise the note.
What happens next:
- The notes are raised against no one invoice. Each note pays off the party's oldest bills in that firm first, and anything over stays on the party's account as credit. See Credit notes.
- The notes do not add the books to the shelf again. The warehouse already did that when it took the return in.
- Each note is emailed to the party if the firm is set to email documents.
- For a school, its rep is notified that the return was credited, with the note numbers and the total, and that the school's dues are reduced by it.
Freight is never credited on a return: the books came back, but the delivery still happened. A firm's note that comes to nothing, such as one at 100% discount, is refused. Take the books back without a credit note instead.
The Accountant (read-only) sees the rates and discounts, but can't change them or raise anything.
Take books back without a credit note
Sometimes no credit is due: a damaged copy swapped for a good one, or a return you already credited on a note raised by hand.
Select Take back without a credit note
It is at the bottom of the Credit the party card on the return's page.
Say why
In Why no credit, write the reason. At least three characters are required, because the rep will be asked about it.
Confirm
Select No credit note, or Keep waiting to leave it on the list.
The return moves to RESTOCKED. The books stay on the shelf, nothing changes in the books, and the school's rep is notified with your reason.
Older returns recorded against an order
Before returns were taken from the party, the warehouse recorded them against the order the books went out on. Those returns still come here and still show their order. Each firm's card names the invoice it goes against, the invoice of the firm the warehouse chose to bill the order from, and each title is credited at the rate and discount that invoice billed it at, with nothing to change but the Date and the Reason on the note. Each note goes against that invoice first, then the party's oldest bills in that firm. The rep who raised the order is told when the return is credited or taken back without a credit note.
When a firm's note can't be raised
This applies only to the older returns recorded against an order. If one firm's note can't be raised from here, its card shows why, and the button that raises the notes stays off until it is sorted out. SalesYatra raises all of a return's notes together or none of them, so a return is never half credited.
| The card says | What to do |
|---|---|
| The order has no invoice in that firm's books | There is no sale in that firm's books to credit. Take the books back without a credit note |
| The invoice has been cancelled | Take the books back without a credit note, or raise a note by hand against whatever billed them since |
| The invoice was raised before the books were kept here | There is no sale in these books to credit, so the only way to close the return here is to take the books back without a credit note |
| A title is not on the invoice, or more copies came back than it billed | The card names the title. The return and the invoice disagree, and the note can't credit more than was billed |
| A credit note raised by hand has already credited some of the copies | Only copies not yet credited can be credited here. If the hand-raised note already covers the return, take the books back without a credit note |
Statuses
| Badge | What it means |
|---|---|
| AWAITING CREDIT | The books are on the shelf. The party's bill is not reduced yet |
| CREDITED | Every firm whose books came back has a standing credit note |
| RESTOCKED | Taken back without a credit note. The reason shows on the return |
| CANCELLED | Recorded in error. The books were taken back off the shelf |
Cancelling one of a credited return's credit notes puts the return back to AWAITING CREDIT, because the party is owed that credit again. The books stay on the shelf. A credited return can't itself be cancelled until its credit notes are.
The register
Choose a view: Waiting for a credit note, Credited, Taken back without credit, Cancelled or All returns. Search by return number, order number, school, trade party or rep.
| Column | What it shows |
|---|---|
| Return no. | The return's number |
| Came back | The day the books reached the warehouse |
| Party | The school or trade party that sent the books back. The line under it says School or Trade party, or the order's number for an older return recorded against an order |
| Books | The number of copies |
| Why | The warehouse's reason |
| Status | The return's badge |
| Credit notes | The standing credit notes it raised, with their firm |
The return's page also shows the school's rep, or who raised the order for an older return, who took the books in, and any remarks.
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