A return to vendor order, often referred to as an RTV in LOCATE, is a document that is issued to return items and services to a Vendor. Items can be elected not to be returned and can be in the form of a refund or credit based on how the Vendor chooses to handle the situation.
RTV’s are Return Orders associated to Purchase Orders/Vendors, much like Credit Memos for Customers on Sales Orders. The RTV generates a Vendor Credit which really is just signifying that either that Credit needs to be applied to a Bill so that accounting is only paying for what they are actually keeping, or that Accounting should keep an eye out for a credit from the Vendor for that order to be applied to a future order. How these are managed is 100% dependent on the situation, and the relationship/communication with the Vendor.
- From the Main Menu navigate to Purchasing > Return Orders
List Detail – The landing page for the Return to Vendor Order module and where to access all existing return to vendor orders
New – Create a new return order
Profile – Manage order lines and view important order information
Details – View and modify order specific information
Notes – Manage internal notes
Operations – View operational tasks
Reports – View reports specific to the current order
Custom – View and modify custom fields
Documents – Manage attachments
Ledger – View accounting entries
To Do – Manage To Do’s
Audit – View the audit history
Note: Actions will be shown or hidden based on the order type, status, workflow, and user permissions.
Issue Return Order – Issue the order. This will begin the workflow and lock some items from modification.
Unissue Return Order – Unissue the order. This will undo the workflow and enable it for full modification.
Void Return Order – Void all line items on the order. This cannot be undone.
Delete Return Order – Deleting just removes the record from the list view and archives the record in the module Trash Can where it can be restored if needed.
Send Email – Open the Send Email modal where you can attach documents and send an email from LOCATE.
Unissued – A return order that has been created, but not yet issued for picking. The order can still be revised in this status.
Issued – A return order that is ready to be picked. If the order has not been picked, it can be unissued and revised as needed.
Complete – A return order that has completed all the operational functions and has left the facility.
Voided – A return order that has been voided for one reason or another. Check the Audit page for insight as to whom voided the order if needed.
Return Order Fields
|Field Name||Field Description||Field Options||Field Notes|
|Return Order Type||Determines the type of return order||RTV – This is a return to a vendor|
|Vendor||This is the vendor that the return is for||Any vendors listed in LOCATE||This field is only available for RTV orders.|
|Estimate Tax||Determines whether the order will perform a tax estimate||Yes|
|Expiration Date||The date the order should expire||This field will not close the order automatically. This is for display only.|
|Created Date||The date the order was created|
|Issue Date||The date the order was issued|
|Completed Date||The date the order was completed||This field cannot be modified. It will be set when all lines have completed.|
|RO Number||The return order number|
|Vendor SO Number||Optional text field||This field is only available for RTV orders.|
|Reference Number||Optional text field|
|Priority||Priority of the order||This will be the default that is applied to each line.|
|Payment Terms||This will flow through from the original PO and passed through to the output SO/PO||It will also flow through to a bill /credit.|
|Shipping Terms||The shipping terms associated with the|
|Carrier||The carrier to be used for any outbound items|
|Carrier Service Level||The carrier service level to be used for any outbound items|
|Memo||Text field visible to customer/vendor|
|Revision||The number of times the order has been modified||This field is not editable. It will increment automatically with every modification.|