Returns

When books come back to the warehouse, the warehouse records the return from whoever sent them. The books go back on the shelf the moment the return is recorded. What happens to the money depends on who sent them:

• Books from a school or trade party were billed. The billing desk then raises a credit note, one per firm, pricing each title at what the party was billed for it, or takes the books back without one.
• Books from a stock or sampling request were never billed. Nothing is owed to anybody, and the return is finished once recorded.

A school's or trade party's return isn't tied to any one order. A dealer supplied on many orders sends back one bundle at the end of term, and nobody can say which copy went out on which order. So the warehouse records who sent the parcel and what is in it, and the desk prices the credit from the party's bills.

The pathCopy Anchor Link

A return from a school or trade party:

The desk can instead take the books back without a credit note, which ends the return as RESTOCKED.

A return against a request starts, and stays, RESTOCKED.

StatusesCopy Anchor Link

Who does whatCopy Anchor Link

The Accountant (read-only) sees the returns in the accounts, with the rates and discounts, and can't change them or act on them.

1. The warehouse records the returnCopy Anchor Link

Any dispatch employee can take a parcel in, not only the one who packed the books.

SalesYatra refuses a return that breaks these limits:

• Not a day in the future. The books can't have come back on a day that hasn't happened yet.
• At least one copy, and each title only once on a return. On a school's or trade party's return, every title added needs at least one copy.
• A title in the catalogue. Titles withdrawn from the catalogue can't be picked.
• From a request, only what went out. A title can come back only up to what was sent on that request, less what earlier returns brought back.
• A rep's own stock. Books a rep hands back from a self-stock request can't be more than the rep still holds. Samples they have handed out at schools came off their stock already. Record what they hold, and ask an administrator to adjust the rest.

A school's or trade party's return has no limit against what was sent. Its books went out on any number of orders, some billed before the books were kept in SalesYatra, so there is nothing to hold the count against. The billing desk sees what the party was billed for each title when it prices the credit, and is warned when more came back than that.

What recording a return doesCopy Anchor Link

1. The books go back on the warehouse shelf straight away.
2. Self stock comes off the rep's own stock. Books a rep hands back leave their My Stock.
3. People are told. Every administrator is told, because the count moved without a consignment behind it.
   • From a school or trade party, the billing desk is told it has a credit note to raise. For a school, the school's rep is told too, with a link to their Dues. A trade party is on nobody's patch, so no rep is told.
   • From a request, the rep who raised the request is told.

An administrator, who keeps the books too, sees Raise the credit note now in the message that confirms a school's or trade party's return, and can price it straight away.

2. The billing desk credits the partyCopy Anchor Link

A school's or trade party's return waits under Returns to credit until the desk deals with it. Select Credit on a return to open it.

The page works out the credit notes before any is raised, one card per firm that billed the books. Each title goes to the firm whose invoice last billed it 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. Each card follows these rules:

• Priced from the party's bills. 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 which invoice billed it last. A title the firm never billed to the party starts at the catalogue price, with the party's newest discount from that firm.
• The desk can change any rate or discount, or set One discount for every title for a dealer on one trade discount.
• A warning, not a block. When more copies came back than the party was billed and not yet credited, the title says so in amber. The count may be wrong, or the books may have been billed before they were kept here.
• No freight. The books came back, but the lorry still went.

Under Credit the party, check the GST %, the Date and the Reason on the note, then select Raise the credit note, or Raise 2 credit notes when both firms' books came back. The return moves to CREDITED, and:

• each note pays off the party's oldest bills in that firm first, and anything over stays on the party's account as credit,
• the note is emailed to the party if the firm sends documents,
• for a school, its rep is told the credit note numbers and the amount, and that the school's dues are reduced by it.

A credit note raised from a return does not put the books on the shelf again, because the return already did. 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.

Take the books back without a credit noteCopy Anchor Link

Some returns are owed nothing: damaged copies swapped for good ones, or books already credited on a note the desk raised by hand. Select Take back without a credit note, say Why no credit, and select No credit note.

The return comes off the list as RESTOCKED. The books stay on the shelf, nothing changes in the books, and the school's rep is told, with your note.

Returns recorded against an orderCopy Anchor Link

Before returns were taken from the party, the warehouse recorded them against the order the books went out on. Those returns stay as they were and still show their order. The desk credits them the old way: each note goes against the invoice that billed the books, from the firm the warehouse chose at dispatch, at the rate and discount it billed, and for no more copies than it billed. See When a firm's note can't be raised. New returns can't be recorded against an order.

CancellingCopy Anchor Link

• A return recorded in error. An administrator opens it under Dispatch → Returns, selects Cancel this return, says Why is it being cancelled?, and selects Cancel the return. Whoever recorded it is told why, and so is the rep it concerns: the school's rep, the rep who raised the request, or, for a return recorded against an order, the rep who raised the order. This works while the return is AWAITING CREDIT or RESTOCKED.
• A credited return. It can't be cancelled directly, so the shelf and the books can't be put out of step by one click. The billing desk first cancels its credit notes in the accounts. That puts the return back to AWAITING CREDIT, with its books still on the shelf, because they came back whatever the note said. It can then be credited again, taken back without a credit note, or cancelled.

What each person seesCopy Anchor Link

• The warehouse sees every return under Dispatch → Returns, filtered by status, with who it came from and its credit note.
• The billing desk sees the schools' and trade parties' returns under Returns to credit, starting with those waiting for a credit note. Returns from requests never go there.
• A school's rep is told when the school's books come back, and again when they are credited or taken back without a credit note. Once a return is credited, the school's lower bill shows in Dues, for the rep and their managers.
• On an order page, Books returned shows only the older returns recorded against that order, with where their credit stands.

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