Microsoft Dynamics GP. Purchase Order Enhancements

Transcription

1 Microsoft Dynamics GP Purchase Order Enhancements

2 Copyright Copyright 2007 Microsoft Corporation. All rights reserved. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored in or introduced into a retrieval system, or transmitted in any form or by any means (electronic, mechanical, photocopying, recording, or otherwise), or for any purpose, without the express written permission of Microsoft Corporation. Notwithstanding the foregoing, the licensee of the software with which this document was provided may make a reasonable number of copies of this document solely for internal use. Trademarks Microsoft, FRx, and Microsoft Dynamics are either registered trademarks or trademarks of Microsoft Corporation or FRx Software Corporation or their affiliates in the United States and/or other countries. FRx Software Corporation is a subsidiary of Microsoft Corporation. FairCom and c-tree Plus are trademarks of FairCom Corporation and are registered in the United States and other countries. The names of actual companies and products mentioned herein may be trademarks or registered marks - in the United States and/or other countries - of their respective owners. Unless otherwise noted, the example companies, organizations, products, domain names, addresses, logos, people, places, and events depicted herein are fictitious. No association with any real company, organization, product, domain name, address, logo, person, place, or event is intended or should be inferred. Intellectual property Microsoft may have patents, patent applications, trademarks, copyrights, or other intellectual property rights covering subject matter in this document. Except as expressly provided in any written license agreement from Microsoft, the furnishing of this document does not give you any license to these patents, trademarks, copyrights, or other intellectual property. Warranty disclaimer Microsoft Corporation disclaims any warranty regarding the sample code contained in this documentation, including the warranties of merchantability and fitness for a particular purpose. Limitation of liability The content of this document is furnished for informational use only, is subject to change without notice, and should not be construed as a commitment by Microsoft Corporation. Microsoft Corporation assumes no responsibility or liability for any errors or inaccuracies that may appear in this manual. Neither Microsoft Corporation nor anyone else who has been involved in the creation, production or delivery of this documentation shall be liable for any indirect, incidental, special, exemplary or consequential damages, including but not limited to any loss of anticipated profit or benefits, resulting from the use of this documentation or sample code. License agreement Use of this product is covered by a license agreement provided with the software product. If you have any questions, please call the Microsoft Dynamics GP Customer Assistance Department at (in the U.S. or Canada) or Publication date March 2007

3 Contents Introduction...2 What s in this manual...2 Symbols and conventions...3 Resources available from the Help menu...3 Send us your documentation comments...4 Part 1: Purchase order commitments...6 Chapter 1: Commitments transactions... 7 Setting up purchase order commitments...7 Entering purchase orders with commitments...9 Posting transactions with commitments Editing the status of a purchase order Authorizing multiple purchase orders Authorizing and approving multiple purchase orders...13 Chapter 2: Commitments inquiries, reports, and maintenance Viewing budget vs. actual and committed information...15 Viewing committed detail information...16 Maintaining purchase order commitments data...17 Part 2: Purchase order approvals...20 Chapter 3: Approvals transactions Setting up purchase order approvals...21 Deleting purchase order approvals users from the system...23 Entering and approving purchase orders...23 Approving multiple purchase orders...24 Authorizing and approving multiple purchase orders...25 Editing the status of purchase orders...26 Chapter 4: Approvals inquiries, reports, and maintenance Viewing or printing the Purchase Order Approvals User Setup List...27 Viewing unapproved purchase orders...27 Viewing purchase order detail information...28 Viewing item information for purchasing documents...29 Printing purchasing documents...31 Maintaining purchase order approvals data...31 PURCHASE ORDER ENHANCEMENTS i

4 CONTENTS Part 3: Purchase order returns...34 Chapter 5: Returns transactions About purchase order returns...35 Purchase order returns and Project Accounting...36 Return transaction document types...36 Creating a purchasing returns batch...37 Processing purchasing return transactions...38 Processing project return-from-inventory transactions...43 Printing purchasing returns transactions...46 Entering detail information for a return...48 Entering Intrastat trade statistics for returns...48 Multiple bins in Purchase Order Enhancements...49 Changing bins for a return transaction...50 Assigning lot numbers to a return...51 Assigning serial numbers to a return...52 Distributing return transaction amounts...53 Return distribution accounts...54 Processing manual adjustments for returns when closing purchase order lines...55 Chapter 6: Taxes for returns Default tax schedules for return documents...57 Calculating and distributing summary taxes for returns...58 Default item tax schedules...59 Default tax schedules for return items...59 Calculating and distributing detail taxes for return line items...60 Returns for Australia/New Zealand...61 Chapter 7: Returns inquiries, reports, and maintenance Viewing or printing purchase order returns...63 Purchase order returns reports...64 Reporting multicurrency information...65 Maintaining purchase order returns data...65 Index...67 ii PURCHASE ORDER ENHANCEMENTS

5 INTRODUCTION

6 Introduction Purchase Order Enhancements includes purchase order approvals, purchase order commitments, and purchase order returns. You can use purchase order approvals to maintain approval information for each company. Purchase orders can be approved individually or in groups. Unapproved purchase orders can t be printed, received, or invoiced against. Purchase order commitments tracks committed details against budgets and includes the commitments in your financial reports. You can authorize purchases that exceed budget amounts. Purchase order returns processes purchasing returns and offsets the original purchase order transaction amount against inventory accounts and applicable general ledger accounts. Returned items are matched to the original receipts. This introduction is divided into the following sections: What s in this manual Symbols and conventions Resources available from the Help menu Send us your documentation comments What s in this manual This manual is designed to give you an understanding of how to use the features of Purchase Order Enhancements, and how it integrates with the Microsoft Dynamics GP system. To make best use of Purchase Order Enhancements, you should be familiar with systemwide features described in the System User s Guide, the System Setup Guide, and the System Administrator s Guide. Some features described in the documentation are optional and can be purchased through your Microsoft Dynamics GP partner. To view information about the release of Microsoft Dynamics GP that you re using and which modules or features you are registered to use, choose Help >> About Microsoft Dynamics GP. The manual is divided into the following parts: Part 1, Purchase order commitments, includes information about setting up and using purchase order commitments. Part 2, Purchase order approvals, includes information about setting up and using purchase order approvals. Part 3, Purchase order returns, includes information about using purchase order returns. 2 PURCHASE ORDER ENHANCEMENTS

7 INTRODUCTION Symbols and conventions This manual uses the following symbols to make specific types of information stand out. Symbol Description The light bulb symbol indicates helpful tips, shortcuts and suggestions. The warning symbol indicates situations you should be especially aware of when completing tasks. Typically, this includes cautions about performing steps in their proper order, or important reminders about how other information in Microsoft Dynamics GP might be affected. The multicurrency symbol points out features or procedures that apply if you re using Multicurrency Management. This manual uses the following conventions to refer to sections, navigation and other information. Convention Creating a batch File >> Print or File > Print TAB or ENTER Description Italicized type indicates the name of a section or procedure. The (>>) or (>) symbol indicates a sequence of actions, such as selecting items from a menu or toolbar, or pressing buttons in a window. This example directs you to go to the File menu and choose Print. Small capital letters indicate a key or a key sequence. Resources available from the Help menu The Microsoft Dynamics GP Help menu gives you access to user assistance resources on your computer, as well as on the Web. Contents Opens the Help file for the active Microsoft Dynamics GP component, and displays the main contents topic. To browse a more detailed table of contents, click the Contents tab above the Help navigation pane. Items in the contents topic and tab are arranged by module. If the contents for the active component includes an Additional Help files topic, click the links to view separate Help files that describe additional components. To find information in Help by using the index or full-text search, click the appropriate tab above the navigation pane, and type the keyword to find. To save the link to a topic in the Help, select a topic and then select the Favorites tab. Click Add. Index Opens the Help file for the active Microsoft Dynamics GP component, with the Index tab active. To find information about a window that s not currently displayed, type the name of the window, and click Display. PURCHASE ORDER ENHANCEMENTS 3

8 INTRODUCTION About this window Displays overview information about the current window. To view related topics and descriptions of the fields, buttons, and menus for the window, choose the appropriate link in the topic. You also can press F1 to display Help about the current window. Lookup Opens a lookup window, if a window that you are viewing has a lookup window. For example, if the Checkbook Maintenance window is open, you can choose this item to open the Checkbooks lookup window. Show Required Fields Highlights fields that are required to have entries. Required fields must contain information before you can save the record and close the window. You can change the font color and style used to highlight required fields. On the Microsoft Dynamics GP menu, choose User Preferences, and then choose Display. Printable Manuals Displays a list of manuals in Adobe Acrobat.pdf format, which you can print or view. Orientation Training Accesses online tutorials that show you how to complete basic procedures within Microsoft Dynamics GP. Additional tutorials are available through the CustomerSource Web site. What s New Provides information about enhancements that were added to Microsoft Dynamics GP since the last major release. Microsoft Dynamics GP Online Opens a Web page that provides links to a variety of Web-based user assistance resources. Access to some items requires registration for a paid support plan. Customer Feedback Options Provides information about how you can join the Customer Experience Improvement Program to improve the quality, reliability, and performance of Microsoft software and services. Send us your documentation comments We welcome comments regarding the usefulness of the Microsoft Dynamics GP documentation. If you have specific suggestions or find any errors in this manual, send your comments by to the following address: bizdoc@microsoft.com. To send comments about specific topics from within Help, click the Documentation Feedback link, which is located at the bottom of each Help topic. Note: By offering any suggestions to Microsoft, you give Microsoft full permission to use them freely. 4 PURCHASE ORDER ENHANCEMENTS

9 PART 1: PURCHASE ORDER COMMITMENTS

10 Part 1: Purchase order commitments This part of the documentation includes information about setting up and using purchase order commitments. The following topics are discussed: Chapter 1, Commitments transactions, describes how to set up purchase order commitments and track commitments. Chapter 2, Commitments inquiries, reports, and maintenance, contains information about the reports, inquiries, and maintenance options available to you in purchase order commitments. 6 PURCHASE ORDER ENHANCEMENTS

11 Chapter 1: Commitments transactions Commitments are unreceived amounts from purchase order documents. These amounts are committed to be paid at a later date, but are not yet received. Purchase order commitments provides the capability to validate these amounts against a budget and generate financial statements including these committed expenditures. This information is divided into the following sections: Setting up purchase order commitments Entering purchase orders with commitments Posting transactions with commitments Editing the status of a purchase order Authorizing multiple purchase orders Authorizing and approving multiple purchase orders Setting up purchase order commitments Commitments are amounts from purchase order documents that are committed to be paid at a later date, but are not yet invoiced. You can set up options for commitments using the Purchase Order Commitments Setup window. You also can select commitment tracking, approval, and password preferences. To set up purchase order commitments: 1. Open the PO Enhancements Setup window. (Microsoft Dynamics GP menu >> Tools >> Setup >> Purchasing >> Purchase Order Enhancements) 2. Mark the Activate Commitments option. This option must be selected to use purchase order commitments. If both purchase order commitments and purchase order approvals are activated, all purchase orders with a status of New must be approved before commitment can take place. If only purchase order commitments is activated, all purchase orders with a status of New will automatically be committed. If the purchase order commitments is activated, fixed or variable allocation accounts cannot be used in the Purchase Order Processing. The system will not allow you to save transactions that use those accounts because fixed and variable allocation accounts are not supported in this release of purchase order commitments. If you mark Activate Commitments, the system will automatically reconcile your existing data when you close the PO Enhancements Setup window. PURCHASE ORDER ENHANCEMENTS 7

12 PART 1 PURCHASE ORDER COMMITMENTS 3. Choose Commitment Setup the PO Commitments Setup window will open. 4. Select one of the following authorization types: Annual Authorization is based on the total budget and actual amount for the year. If more than one budget is assigned to a fiscal year, authorization is based on the combined total budgets and combined actual amounts for the year. Period Authorization is based on the budget and actual amounts for the period that the purchase order s required date is in. YTD Authorization is based on the year-to-date budget and actual balances based on the user date. If there is more than one budget assigned to a fiscal year, the combined year-to-date budget and actual balances are based on the user date. If you want to use a password that will be required to allow budget-exceeding purchases, enter a password. 5. Enter a budget ID to identify the budget to compare commitments against. Budget ID Commityyyy is reserved for purchase order commitments (yyyy represents a valid and open fiscal year, for example 2007 or 2008). If you have a Budget ID named Commityyyy, copy this budget information to a new Budget ID name and delete the Commityyyy Budget ID before activating purchase order commitments. While using purchase order commitments, do not set up a budget using the name Commityyyy. 6. To assign more than one budget to a fiscal year, select a fiscal year by clicking the Budget ID field for the corresponding year. Choose the Budget ID expansion button to open the Select Budgets window. Mark each budget that you want to assign to the selected fiscal year. Choose OK to return to the PO Commitments Setup window. If more than one budget is assigned to the fiscal year, *Multiple appears in the Budget ID field. To assign additional budgets to another fiscal year, repeat step 6. A budget can be assigned to more than one year. 7. If you choose to allow an authorization variance, mark the Authorization Variance option. An authorization variance is the amount a commitment can deviate from the available budget before requiring authorization. 8. Select one of the following variance types and enter an acceptable budget variance value. 8 PURCHASE ORDER ENHANCEMENTS

13 CHAPTER 1 COMMITMENTS TRANSACTIONS Amount A positive variance allows commitments to be over the available budget by the entered dollar amount. A negative value requires commitments to be under the available budget by the entered dollar amount. Percent A positive variance allows commitments to be over the available budget by the entered percent. A negative value requires commitments to be under the available budget by the entered percent. 9. Choose OK. The PO Commitments Setup window will close. 10. Choose OK in the PO Enhancements Setup window. The following message will appear: Changes have been made to PO Commitments Setup. Any active users must log in again to inherit these changes. If any existing purchase orders were not committed, the PO Exception Report is automatically generated displaying the purchase orders not committed and the reasons why. In order to be committed, purchase orders must meet the following requirements: Each line item must have a valid account number. Fixed or variable allocation accounts are not supported; line items using these accounts will not be committed. The purchase order must have a Required Date. The Required Date must fall in a valid and open fiscal period. A valid Budget ID must be assigned to this fiscal period in the PO Commitments Setup window. If purchase order approvals is activated, purchase orders with a status of New must be approved before commitment can take place. These requirements do not apply to the control line of Purchase Orders that are entered as Blanket or Drop-Ship Blanket. 11. Review the list of rejected purchase orders on the PO Exception Report and make any necessary changes to those purchase orders. We recommend that you save and print the PO Exception Report now in case you need to review this list and make further changes later. 12. If applicable, advise any active users to log off and log in again. Entering purchase orders with commitments Use the Purchase Order Entry window to create and authorize commitments. As you enter each item, purchase order commitments will validate the item against the available budget. PURCHASE ORDER ENHANCEMENTS 9

14 PART 1 PURCHASE ORDER COMMITMENTS The Allow Sales Documents Commitments option in the Purchase Order Entry window is used to commit purchase orders to sales documents. This is not directly related to purchase order commitments. For more information about the Allow Sales Documents Commitments option, please refer to the Purchase Order Processing documentation. The following information applies to purchase order commitments: Fixed and variable allocation accounts are not supported for purchase order commitments. For purchase orders that are entered as Blanket or Drop-Ship Blanket, the control line amount is excluded from commitments and approval limits. Purchase orders with unauthorized commitment amounts can be saved but cannot be printed. Also you cannot receive on unauthorized purchase orders. For any unapproved purchase orders, all line amounts become uncommitted when you save the purchase order. Purchase orders are not committed if the required date for a purchase order line item is in a fiscal period or a fiscal year that doesn t have a budget assigned to the year in the PO Commitments Setup window. To enter purchase orders with commitments: 1. Open the Purchase Order Entry window. (Transactions >> Purchasing >> Purchase Order Entry) 2. Process the purchase order. For information about processing purchase orders, please refer to the Purchase Order Processing documentation. If any line items exceed the available budget, an approval message will appear. To authorize the purchase order, choose Yes. If you enabled authorization passwords while setting up purchase order commitments, the password entry window will appear. As you add items to a purchase order, a calculation is performed to determine if adding the item will result in an exceeded budget. 10 PURCHASE ORDER ENHANCEMENTS

15 CHAPTER 1 COMMITMENTS TRANSACTIONS The purchase order amount must be less than the amount calculated as: (Total Budgeted Amount + Variance Allowance) (Total Actual Amount + Total Committed Amounts). In the calculation the total actual amount includes posted and unposted transactions. For example, if an annual budget is set at $10,000 and a purchase order is created for $2,000, the available budget is then $8, that is $10,000 reduced by the $2000 commitment. A new purchase order for $8,500 would exceed the budget and require authorization. 3. Choose Save. All unauthorized commitments will be validated against the budget. If the commitment amount of an item is within the budget, the item will be authorized. If the commitment amount of an item exceeds the budget, an approval message will appear. To authorize the commitment amount for the item, choose Yes. You must authorize all commitment amounts before posting the purchase order. Posting transactions with commitments When you receive a shipment of goods or an invoice, each item s committed amount will be reduced by the quantity received or by the item s invoiced amount. If the quantity received or the invoiced amount is greater than the item s committed amount, the committed amount will be reduced to zero. It is recommended that you mark the Post Through General Ledger Files option in the Posting Setup window before posting entries to update actual amounts. To post through General Ledger, you must post in batches. Transaction level posting will only post to General Ledger. When you save to a batch ID, commitments will not be updated until the specific receivings transaction batch is posted. Editing the status of a purchase order Use the Edit Purchase Order Status window to change the status of a purchase order. When you modify purchase orders, the commitment amounts will be updated to reflect the changes. To close the purchase order, select Closed from the Purchase Order Status list. The status of each line will be changed to Closed and the remaining commitment amount will be reduced to zero. To cancel an item, select Canceled from the Status list. The commitment amount will be reduced by the amount canceled. Authorizing multiple purchase orders If both purchase order commitments and purchase order approvals are activated, you can authorize and approve multiple purchase orders at the same time. See Authorizing and approving multiple purchase orders on page 13 for more information. If only purchase order commitments is activated, the Purchase Order Enhancements Entry window will display all unauthorized purchase orders. Use the Purchase Order Enhancements Entry window to authorize multiple purchase orders. PURCHASE ORDER ENHANCEMENTS 11

16 PART 1 PURCHASE ORDER COMMITMENTS If a purchase order line item s required date is in a fiscal period or a fiscal year that doesn t have a budget assigned to the year in the PO Commitments Setup window, the purchase order will not be displayed in the Purchase Order Enhancements Entry window. To authorize multiple purchase orders: 1. Open the Purchase Order Enhancements Entry window. (Transactions >> Purchasing >> Purchase Order Enhancements Entry) 2. Select your purchase order restriction preference. PO Number Purchase orders will be restricted based on the specified purchase order number range. Vendor ID range. Created By By range. Purchase orders will be restricted based on the selected Vendor ID Purchase orders will be restricted based on the specified Created 3. Mark each purchase order you want to authorize in the Commit column or choose Mark All if you want to authorize every purchase order in the window. If you mark an individual purchase order that is over budget, you will receive a message asking if you would like to authorize this amount. If you choose Mark All when any purchase orders are over budget, you will receive a message asking if you would like to authorize all of the purchase orders. If you choose Yes, all marked purchase orders will be authorized including any that are over budget. You can print an edit list by choosing File >> Print or choosing the Print button. An edit list outlines the changes that will take place if you authorize the selected documents. 4. Choose Commit. Close the Purchase Order Enhancements Entry window. You will have the option to print the PO Commitments Audit Report. 12 PURCHASE ORDER ENHANCEMENTS

17 CHAPTER 1 COMMITMENTS TRANSACTIONS Authorizing and approving multiple purchase orders Both purchase order commitments and purchase order approvals must be activated to authorize and approve multiple purchase orders at the same time. If both purchase order commitments and purchase order approvals are activated, the Purchase Order Enhancements Entry window will display all unauthorized and all unapproved purchase orders that the current user can approve. When both purchase order commitments and purchase order approvals are activated, use the Purchase Order Enhancements Entry window to authorize and approve multiple purchase orders. All purchase orders must be authorized before they can be approved. If a purchase order line item s required date is in a fiscal period or a fiscal year that doesn t have a budget assigned to the year in the PO Commitments Setup window, the purchase order will not be displayed in the Purchase Order Enhancements Entry window. To authorize and approve multiple purchase orders: 1. Open the Purchase Order Enhancements Entry window. (Transactions >> Purchasing >> Purchase Order Enhancements Entry) Only subtotal amounts within your approval authority will display in this window. 2. Select your purchase order restriction preference. PO Number Purchase orders will be restricted based on the specified purchase order number range. Vendor ID range. Created By By range. Purchase orders will be restricted based on the selected Vendor ID Purchase orders will be restricted based on the specified Created 3. Mark each purchase order to authorize and approve in the Approve column or choose Mark All if you want to authorize and approve every purchase order in the window. If you mark an individual purchase order that is over budget, you will receive a message asking if you would like to authorize this amount. If you choose Mark All when any purchase orders are over budget, you will receive a message asking if you want to authorize all of the purchase orders. If you choose Yes, all marked purchase orders will be authorized including any that are over budget. All purchase orders must be authorized before they can be approved. You can print an edit list by choosing File >> Print or choosing the Print button. An edit list outlines the changes that will take place if you authorize the selected documents. 4. Choose Approve (top left corner of screen). For purchase orders that are entered as Blanket or Drop-Ship Blanket, the control line amount is excluded from commitments and approval limits. Trade Discounts, Freight, Miscellaneous and Taxes also are excluded from the approval calculation. PURCHASE ORDER ENHANCEMENTS 13

18 PART 1 PURCHASE ORDER COMMITMENTS 5. Close the Purchase Order Enhancements Entry window. You will have the option to print the PO Approvals Audit Report showing which purchase orders have been approved (and authorized). 14 PURCHASE ORDER ENHANCEMENTS

19 Chapter 2: Commitments inquiries, reports, and maintenance Purchase order commitments is designed to track outstanding purchase orders and maintain this data within a budget container (for example, COMMIT2007, COMMIT2008) for each open fiscal year. In order to report on commitments, you must include the COMMIT budget ID for the desired fiscal year within the report. Purchase order commitments is available to any reports which can be modified or created using any of the Microsoft Dynamics GP supported reporting tools such as Report Writer, FRx, Enterprise Reporting, and Crystal Reports. This information is divided into the following sections: Viewing budget vs. actual and committed information Viewing committed detail information Maintaining purchase order commitments data Viewing budget vs. actual and committed information Use the Budget vs Actual and Committed Inquiry window to view the following information: Actual, committed, and budgeted amounts for a specified account and budget Amount variances to compare actual and committed amounts Percentage variances to compare actual and committed amounts Purchase request line amounts that have received final approval, but haven t been transferred to a purchase order, if you are using commitments in Business Portal Requisition Management, For purchase orders that are entered as Blanket or Drop-Ship Blanket, the control line amount is excluded from inquiries and reports. PURCHASE ORDER ENHANCEMENTS 15

20 PART1 PURCHASE ORDER COMMITMENTS To view budget vs. actual and committed information: 1. Open the Budget vs Actual & Committed Inquiry window. (Inquiry >> Purchasing >> Budget vs Actual & Committed) 2. Select to view information by budget or by year. 3. Select an account. 4. Enter or select a budget, if applicable. 5. Select a year, if applicable. You must select a year if a budget overlaps more than one fiscal year. 6. Select an inquiry to display. Net Change year. The inquiry will display the total accumulated amounts for the Period Balance period. The inquiry will display the account balances for each 7. Choose Redisplay to update the inquiry results. The displayed amounts will not automatically update when changes are made using other windows. 8. To print the Budget vs Actual & Committed report, choose File >> Print or click the Print button. Viewing committed detail information Use the Committed Detail Inquiry window to view committed detail information. No printed reports are available from this window. 16 PURCHASE ORDER ENHANCEMENTS

21 CHAPTER 2 COMMITMENTS INQUIRIES, REPORTS, AND MAINTENANCE For Purchase Orders that are entered as Blanket or Drop-Ship Blanket, the control line amount is excluded from inquiries and reports. To view committed detail information: 1. Open the Committed Detail Inquiry window. (Inquiry >> Purchasing >> Committed Detail) You also can open this window by clicking on the Committed heading link in the Budget vs Actual & Committed Inquiry window. 2. Select an account. 3. Select a year. You must select an open fiscal year. 4. Choose from the following date options to select the time period for the inquiry. All The inquiry will include all periods in the specified year. From The inquiry will include the range entered in the From and To fields. 5. To perform an inquiry on a specific purchase order, select the item and click the PO Number heading link. The Purchase Order Inquiry Zoom window will open. 6. Choose Redisplay. The inquiry results will be updated. Maintaining purchase order commitments data Occasionally, hardware failures, power surges, and other problems can damage or destroy your data. To minimize the risk of data loss resulting from table damage, back up your accounting data regularly. If approvals or commitments data is damaged, you can use the PO Enhancements Maintenance window to reconcile data in the purchase order commitments and purchase order approvals tables. PURCHASE ORDER ENHANCEMENTS 17

22 PART1 PURCHASE ORDER COMMITMENTS To maintain purchase order commitments data: 1. Create a backup copy of your data. 2. Open the PO Enhancements Maintenance window. (Microsoft Dynamics GP menu >> Maintenance >> Purchase Order Enhancements) 3. Select Reconcile and then Process. Reconcile compares data in the Purchase Order Approval (POA) or Purchase Order Commitments (POC) tables (or both) to data in the Purchase Order Processing (POP) table and identifies discrepancies. Discrepancies are corrected by changing the POA or POC tables (or both) to match the POP table. Lone, or orphan records, found in POA or POC tables are removed. Approvals and authorizations are updated appropriately. If you are using commitments in Business Portal Requisition Management, the amounts for purchase request lines that have received final approval, but that haven't been transferred to a purchase order will be committed. A purchase request line will be removed and its amount will no longer be committed in the following situations. The line hasn't received final approval. The line has been transferred to a purchase order. The line has been voided. The line isn't found in Requisition Management. If the committed amounts for a purchase request line is different from the purchase request line's extended price, the committed amounts will be updated to reflect the line's extended price. If the required date for the purchase order line items is in a fiscal period or a fiscal year that doesn t have a budget assigned to the year in the PO Commitments Setup window, the purchase orders are not committed as part of the reconcile process. A PO Exception Report is automatically generated, listing all uncommitted purchase orders and the reasons why they were not committed. 18 PURCHASE ORDER ENHANCEMENTS

23 PART 2: PURCHASE ORDER APPROVALS

24 Part 2: Purchase order approvals This part of the documentation includes information about setting up and using purchase order approvals. The following topics are discussed: Chapter 3, Approvals transactions, describes how to set up purchase order approvals and approve purchase orders. Chapter 4, Approvals inquiries, reports, and maintenance, contains information about the reports, inquiries, and maintenance options available to you in purchase order approvals. 20 PURCHASE ORDER ENHANCEMENTS

25 Chapter 3: Approvals transactions You can use purchase order approvals to assign approval capabilities to each of your users. Before you use purchase order approvals, you must set up users, approval types, security types, and specify a report to use. When a user attempts to approve a purchase order, validation will be performed to ensure that the user is authorized to approve the purchase order. Unapproved purchase orders can t be received against, invoiced against, or printed. You can place or remove holds for approved and unapproved purchase orders. This information is divided into the following sections: Setting up purchase order approvals Deleting purchase order approvals users from the system Entering and approving purchase orders Approving multiple purchase orders Authorizing and approving multiple purchase orders Editing the status of purchase orders Setting up purchase order approvals Use the PO Enhancements Setup window to activate purchase order approvals. The Purchase Order Approval User Setup window displays all the users who have access to the current company. Use this window to assign approval authority amounts, report to user IDs, and security types to users. To use purchase order approvals, be sure that purchase order approval workflow is not activated. You can t use Purchase Order Approvals and the purchase order approval workflow in Purchase Order Processing at the same time. To set up purchase order approvals: 1. Open the PO Enhancements Setup window. (Microsoft Dynamics GP menu >> Tools >> Setup >> Purchasing >> Purchase Order Enhancements) 2. Mark Activate Approvals under purchase order approvals in the lower part of the window. Select this option to use the features of Purchase Order Approvals. If you mark Activate Approvals, the system will automatically reconcile your existing data when you close the PO Enhancements Setup window. 3. Choose Approval Setup. The Purchase Order Approval User Setup window will open and the Purchase Order Approvals module will be activated. PURCHASE ORDER ENHANCEMENTS 21

26 PART 2 PURCHASE ORDER APPROVALS The window displays a list of all the users who have access to the company. 4. Select a user. 5. Select the Approval Type to set the maximum dollar amount that the user can approve. If you mark Approval Authority Amount, the user will be able to approve purchase orders up to the amount you enter in the Approval Authority Amount field. This amount will be displayed in the functional currency of the current company purchase order commitments verifies against the functional currency only. If you mark Unlimited Approval Authority, the user will be able to approve any purchase order in the current company. We recommend that you grant Unlimited Approval Authority to at least one user. 6. If you want the current user to be required to report to another user for purchase order approvals, select a Report To User ID. This option will only be available if you selected Approval Authority Amount as the Approval Type for the user in step 5. You must choose a Report to User ID with either unlimited approval authority or a greater approval amount than the current user. 7. Select a Security Type. The Security Type option will be available only when you select Approval Authority Amount as the Approval Type for the user. If you mark User can only approve POs for users that report to them, the user will be able to approve purchase orders only for users that report to him or her. If you mark User can approve POs for any user, up to approval authority, the user will be able to approve purchase orders for all users if the amount doesn t exceed his or her approval authority amount. 8. If you want to modify another user s approval information, repeat steps 5 through 8 you have modified approval information for all users. Your changes will be saved automatically. 9. To print the Purchase Order Approvals Setup List, choose File >> Print. 22 PURCHASE ORDER ENHANCEMENTS

27 CHAPTER 3 APPROVALS TRANSACTIONS 10. Choose OK. The Purchase Order Approval User Setup window will close. 11. Choose OK on the PO Enhancements Setup window. Deleting purchase order approvals users from the system If the user has access to one company only, you may delete the user from the system in the User Setup window (Microsoft Dynamics GP menu >> Tools >> Setup >> System >> User). If the user has access to more than one company, you must remove the user s access from all companies first using the User Access Setup window (Microsoft Dynamics GP menu >> Tools >> Setup >> System >> User Access), then delete the user in the User Setup window. All of the Purchase Order Approval setup information with respect to that user will be deleted. Entering and approving purchase orders Enter purchase orders using the Purchase Order Entry window. Use the Approvals Status field to approve purchase orders. If purchase order commitments is activated, the purchase order must be authorized for commitments before you can approve it. To enter and approve purchase orders: 1. Open the Purchase Order Entry window. (Transactions >> Purchasing >> Purchase Order Entry) 2. Create or select a purchase order. For information about creating purchase orders, please refer to the Purchase Order Processing documentation. If you create a new purchase order, the fields in the PO Approvals Detail Entry window will be blank and the default Approval Status will be Unapproved. If you select an existing purchase order, the PO Approvals Status field will display the approval status for the purchase order. 3. Select a PO Approval Status for the purchase order. When you approve a purchase order, your Approval Authority Amount will be compared to the Remaining PO Subtotal amount. If the subtotal amount exceeds your approval authority, the Approval Status will change to Unapproved and the related approval information will be cleared. If the subtotal amount is within your approval authority, the purchase order will be approved. For information on setting a user s Approval Authority Amount, please refer to Setting up purchase order approvals on page 21. For Purchase Orders that are entered as Blanket or Drop-Ship Blanket, the control line amount is excluded from commitments and approval limits. As well, Trade Discounts, Freight, Miscellaneous and Taxes are excluded from the approval calculation. 4. Choose Save. PURCHASE ORDER ENHANCEMENTS 23

28 PART 2 PURCHASE ORDER APPROVALS You cannot receive against, invoice against, or print unapproved purchase orders. You can place or remove holds for approved and unapproved purchase orders. 5. Close the Purchase Order Entry window. You will have the option to print the Purchase Order Approval Audit Report a report which details all of the purchase orders you approved. Approving multiple purchase orders If both purchase order approvals and purchase order commitments are activated, you can authorize and approve multiple purchase orders at once. See Authorizing and approving multiple purchase orders on page 25 for more information. Use the Purchase Order Enhancements Entry window to view and approve multiple unapproved purchase orders. The Purchase Order Enhancements Entry window displays all unapproved purchase orders that the current user can approve. Unapproved purchase orders with totals exceeding the current user s approval authority will not be displayed. To approve multiple purchase orders: 1. Open the Purchase Order Enhancements Entry window. (Transactions >> Purchasing >> Purchase Order Enhancements Entry) 2. Select your purchase order restriction preference. PO Number Purchase orders will be restricted, based on the specified purchase order number range. Vendor ID ID range. Purchase orders will be restricted, based on the specified Vendor Created By Purchase orders will be restricted, based on the specified Created By range. 3. Mark each purchase order you want to approve in the Approve column, or choose Mark All if you want to mark every purchase order in the window. You can print an edit list by choosing File >> Print or choosing the Print button. An edit list outlines the changes that will take place if you approve the selected documents. 4. Choose Approve (top left corner of screen). When you approve a purchase order, your Approval Authority Amount will be compared to the Remaining PO Subtotal amount of the purchase order. If the subtotal amount exceeds your approval authority, the Approval Status will change to Unapproved and the related approval information will be cleared. If the subtotal amount is within your approval authority, the purchase orders will be approved. For Purchase Orders that are entered as Blanket or Drop-Ship Blanket, the control line amount is excluded from commitments and approval limits. In addition, Trade Discounts, Freight, Miscellaneous, and Taxes are excluded from the approval calculation. 24 PURCHASE ORDER ENHANCEMENTS

29 CHAPTER 3 APPROVALS TRANSACTIONS 5. Close the Purchase Order Enhancements Entry window. You will have the option to print the Purchase Order Approval Audit Report a report which details all of the purchase orders you approved. Authorizing and approving multiple purchase orders Both purchase order approvals and purchase order commitments must be activated to authorize and approve multiple purchase orders at the same time. If both purchase order commitments and purchase order approvals are activated, the Purchase Order Enhancements Entry window will display all unauthorized and all unapproved purchase orders that the current user can approve. All purchase orders must be authorized before they can be approved. Use the Purchase Order Enhancements Entry window to authorize and approve multiple purchase orders. To authorize and approve multiple purchase orders: 1. Open the Purchase Order Enhancements Entry window. (Transactions >> Purchasing >> Purchase Order Enhancements Entry) PO Number Purchase orders will be restricted, based on the specified purchase order number range. Vendor ID ID range. Purchase orders will be restricted, based on the selected Vendor Created By Purchase orders will be restricted, based on the specified Created By range. 2. Mark each purchase order you want to authorize and approve in the Approve column OR choose Mark All if you want to authorize and approve every purchase order in the window. If you mark an individual purchase order that is over budget, you will receive a message asking if you would like to authorize this amount. If you choose Mark All including purchase orders that are over budget, you will receive a message asking if you want to authorize all of the purchase orders. If you choose Yes, all marked purchase orders will be authorized. All purchase orders must be authorized before they can be approved. You can print an edit list by choosing File >> Print or choosing the Print button. An edit list outlines the changes that will take place if you approve the selected documents. 3. Choose Approve. For Purchase Orders that are entered as Blanket or Drop-Ship Blanket, the control line amount is excluded from commitments and approval limits. In addition, Trade Discounts, Freight, Miscellaneous, and Taxes are excluded from the approval calculation. 4. Close the Purchase Order Enhancements Entry window. You will have the option to print the PO Approvals Audit Report showing which purchase orders have been approved (and authorized). PURCHASE ORDER ENHANCEMENTS 25

30 PART 2 PURCHASE ORDER APPROVALS Editing the status of purchase orders Use the Edit Purchase Order Status window to modify purchase orders. The Approvals Status field appears on the Edit Purchase Order Status window. Use this field to approve purchase orders. To edit the status of a purchase order: 1. Open the Edit Purchase Order Status window. (Transactions >> Purchasing >> Edit Purchase Orders) 2. Select a purchase order. When you select an existing purchase order, the Approvals Status field will display the approval status for the purchase order. 3. Select an approval status for the purchase order. When you approve a purchase order, your Approval Authority Amount will be compared to the Remaining PO Subtotal amount. If the subtotal amount exceeds your approval authority, the Approval Status will change to Unapproved and the related approval information will be cleared. If the subtotal amount is within your approval authority, the purchase order will be approved. If purchase order commitments is activated, the purchase order must be authorized for commitments before you can approve it. To authorize the purchase order for commitments, go to the Purchase Order Entry window. When you approve the purchase order from that window you will be asked whether you want to authorize the committed budget amount. 4. Choose Process. 5. Close the Edit Purchase Order Status window. You will have the option to print the Purchase Order Approval Audit Report a report which details all of the purchase orders you approved. 26 PURCHASE ORDER ENHANCEMENTS

31 Chapter 4: Approvals inquiries, reports, and maintenance With purchase order approvals, you can use maintain approval information for each company. You also can view or print purchase order approval information.the following reports allow you to view or print approval status, name of the approver, date and time of approval for applicable purchase orders: Purchase Order Status Detail Report Purchase Order Status Summary Report Purchase Order History Detail Report Purchase Order History Summary Report These are modified reports. If you need to print or view the original reports without the Approval Status line, you must remove access to modified reports using the Alternate/ Modified Forms and Reports window. This information is divided into the following sections: Viewing or printing the Purchase Order Approvals User Setup List Viewing unapproved purchase orders Viewing purchase order detail information Viewing item information for purchasing documents Printing purchasing documents Maintaining purchase order approvals data Viewing or printing the Purchase Order Approvals User Setup List The Purchase Order Approvals Setup List Report details all the users you have set up, their Approval Authority Amount, Report to User ID, and security type. This report will be useful for validating that users have been set up correctly. To view or print the Purchase Order Approvals User Setup List: 1. Open the PO Enhancement Setup window. (Microsoft Dynamics GP menu >> Tools >> Setup >> Purchasing >> Purchase Order Enhancements) 2. Verify that the Activate Approvals check box is marked. 3. Choose Approval Setup. The Purchase Order Approval User Setup window will open. 4. Choose File >> Print, or click the Print button. Viewing unapproved purchase orders Use the Unapproved Purchase Order Inquiry window to view and report unapproved purchase orders. The Unapproved Purchase Order Inquiry window displays all unapproved purchase orders created by the current user. PURCHASE ORDER ENHANCEMENTS 27

32 PART 2 PURCHASE ORDER APPROVALS To view unapproved purchase orders: 1. Open the Unapproved Purchase Order Document Inquiry window. (Inquiry >> Purchasing >> Unapproved Purchase Order Document) 2. Select from the following purchase order filter preferences on the Restricted By drop-down menu. PO Number Unapproved purchase orders with purchase order numbers within the range you specify will be displayed. Vendor ID Unapproved purchase orders with Vendor IDs within the range of Vendor IDs you specify will be displayed. PO Date Unapproved purchase orders with purchase order dates within the range you specify will be displayed. 3. Choose Redisplay to display all unapproved purchase orders created by the current user. 4. To print the Purchase Order Approvals Unapproved PO Report, a report that lists unapproved purchase orders, choose File >> Print, or click the Print button. 5. When you are finished viewing the information, choose OK. Viewing purchase order detail information You can view detailed purchase order information using the Purchase Order Inquiry Zoom window. The PO Approvals Detail Zoom window is an additional window that will open automatically. This window displays the purchase order approval information. You can close this window only by closing the Purchase Order Inquiry Zoom window. 28 PURCHASE ORDER ENHANCEMENTS

33 CHAPTER 4 APPROVALS INQUIRIES, REPORTS, AND MAINTENANCE To view purchase order detail information: 1. Open the Purchase Order Processing Document Inquiry window. (Inquiry >> Purchasing >> Purchase Order Documents) 2. Select the applicable fields to complete your inquiry refer to the Purchase Order Processing documentation for complete instructions. 3. Choose Redisplay to display the documents in the scrolling window. For Purchase Orders that are entered as Blanket or Drop-Ship Blanket, the control line amount is excluded from inquiries and reports. 4. To print the Purchasing Document Inquiry Report, choose File >> Print, or click the Print button. 5. Highlight a record and click on the link to view more detailed information (optional). 6. When you are finished viewing the information, choose OK. Viewing item information for purchasing documents You can obtain detailed item information for purchasing documents using the Purchase Order Processing Item Inquiry Zoom window. The Approvals Status field displays the purchase order approval status. PURCHASE ORDER ENHANCEMENTS 29

34 PART 2 PURCHASE ORDER APPROVALS To view item information for purchasing documents: 1. Open the Purchase Order Processing Item Inquiry window. (Inquiry >> Purchasing >> Purchase Order Items) 2. Select the applicable fields to complete your inquiry. For information on Purchase Order Inquiry, refer to the Purchase Order Processing documentation. 3. Choose Redisplay to display the items in the scrolling window. 4. To print the Purchase Order Processing Item Inquiry Report, choose File >> Print, or click the Print button. 5. To view more detailed information, highlight a record and click on the PO Number heading link the Purchase Order Inquiry Zoom window will open. The Approvals Status field displays the purchase order approval status. 6. When you are finished viewing the information, choose OK. 30 PURCHASE ORDER ENHANCEMENTS

35 CHAPTER 4 APPROVALS INQUIRIES, REPORTS, AND MAINTENANCE Printing purchasing documents Use the Print Purchasing Documents window to print purchasing documents. Unapproved purchase orders will not be printed. The PO Approvals Exception report will be generated if any unapproved purchase orders are found in the selected printing range. To print purchasing documents: 1. Open the Print Purchasing Documents window. (Transactions >> Purchasing >> Print Purchasing Documents) Select your printing preferences. For more information on printing preferences, refer to the Purchase Order Processing documentation. 2. Choose Print. The Purchasing Document and Exception report, which includes only approved purchase orders, will be printed. If any unapproved purchase orders are found in the selected printing range, the PO Approvals Exception report which lists unapproved purchase orders will be generated. Maintaining purchase order approvals data Occasionally, hardware failures, power surges and other problems can damage or destroy your data. To minimize the risk of data loss resulting from table damage, back up your accounting data regularly. If approvals or commitments data is damaged, you can use the PO Enhancements Maintenance window to reconcile data in the purchase order commitments and purchase order approvals tables. See Maintaining purchase order commitments data on page 17 for information about how to reconcile data in these tables. PURCHASE ORDER ENHANCEMENTS 31

36 32 PURCHASE ORDER ENHANCEMENTS

37 PART 3: PURCHASE ORDER RETURNS

38 Part 3: Purchase order returns This part of the documentation includes information about using purchase order returns. The following topics are discussed: Chapter 5, Returns transactions, describes how to process returns from Purchase Order Processing. Chapter 6, Taxes for returns, contains information about tax calculation in purchase order returns. Chapter 7, Returns inquiries, reports, and maintenance, contains information about the reports, inquiries, and data maintenance options available to you in purchase order returns. 34 PURCHASE ORDER ENHANCEMENTS

39 Chapter 5: Returns transactions Returning goods to vendors is a common event during the purchase order life cycle. Returns can occur anytime before or after receipt of the vendor s invoice and returns may or may not involve credit. purchase order returns makes it possible for you to process purchase order returns quickly and easily, with or without credit to the vendor, based on the specific circumstances of that return. You will have to make a manual adjustment within Payables Management for restocking fees charged by the vendor. This release of purchase order returns does not include a field for these fees. You can start to use purchase order returns immediately. No special setup is necessary. Purchase order returns transaction information is divided into the following sections: About purchase order returns Purchase order returns and Project Accounting Return transaction document types Creating a purchasing returns batch Processing purchasing return transactions Processing project return-from-inventory transactions Printing purchasing returns transactions Entering detail information for a return Entering Intrastat trade statistics for returns Multiple bins in Purchase Order Enhancements Changing bins for a return transaction Assigning lot numbers to a return Assigning serial numbers to a return Distributing return transaction amounts Return distribution accounts Processing manual adjustments for returns when closing purchase order lines About purchase order returns You can process returns against both Purchase Order Processing receipts and Inventory receipts. Items that have been received on a shipment or shipment/ invoice receipt are available to be returned as a Return or a Return w/credit document type. Items that have been transferred to another site, added to inventory through an inventory adjustment or variance, or returned by a customer are available to be returned in Purchase Order Processing as an Inventory or Inventory w/credit document type. Using purchase order approvals, you can process returns against the following receipt types: Module Purchase Order Processing Receipt types Shipment Shipment Invoice PURCHASE ORDER ENHANCEMENTS 35

40 PART 3 PURCHASE ORDER RETURNS Module Inventory Control Receipt types Adjustment Variance Transfer Sales return When you post a return, the original transaction amount is offset against quantities in inventory and the applicable General Ledger accounts. If the unit cost of the item has changed, you can return at the new unit cost (applicable to returns with credit only). If you are using Multicurrency Management, you can return items involving alternative currencies. When you process a Return w/credit return document, a return transaction is created in Payables Management. The return transaction must be manually applied to the invoice from the vendor. See the Payables Management documentation (Help >> Printable Manuals) for more information. Purchase order returns and Project Accounting If you are using Project Accounting, you can enter project information on standard purchase orders and drop-ship purchase orders in Purchase Order Processing. Items received from a standard purchase order are stored in inventory. To transfer items to a project, you ll use the Inventory Transfer Entry window in Projecting Accounting. Items from a drop-ship purchase order are invoiced and transferred to a project automatically. You can use purchase order returns to return an item that is in inventory. This is called a project return-from inventory transaction. If the item has been transferred to a project, you can use Project Accounting to return the item. See the Project Accounting documentation for more information. Return transaction document types You can process purchasing returns using the following return transaction document types: Return Return w/credit Inventory Inventory w/credit You must use the document types Return or Return w/credit to return non-inventoried items or any items with the item types of Misc Charges, Flat Fee, or Services. Returns against kit items are not allowed. Each of the return document types is described in detail as follows. Return Select Return for shipment receipts or shipment/invoice receipts when the item is not matched to an invoice and vendor credit is not applicable. An example would be when the item is being replaced. 36 PURCHASE ORDER ENHANCEMENTS

41 CHAPTER 5 RETURNS TRANSACTIONS Manual adjustments may be necessary for return documents using the Return document type, refer to Processing manual adjustments for returns when closing purchase order lines on page 55 for more information. Return w/credit Select Return w/credit for shipment receipts that are matched with an invoice, or shipment/invoice receipts when vendor credit is applicable. To return all of the items on a partially invoiced receipt, you must complete two return transactions: one for the invoiced items using document type Return w/credit and another for the uninvoiced items using document type Return. Inventory Select Inventory for inventory adjustment receipts, variance receipts, transfer receipts and sales return receipts when the item is not matched to an invoice and vendor credit is not applicable. An example would be when the item is being replaced. If you are using Project Accounting, you can t enter this return document type for project return-from-inventory transactions. When you process an Inventory return, if the items being returned will be replaced by the vendor, you must make adjusting journal entries to remove the accrual created by the new shipment receipt. Inventory w/credit Select Inventory w/credit for inventory adjustment receipts, variance receipts, transfer receipts and sales return receipts when vendor credit is applicable. If you are using Project Accounting, you can t enter this return document type for project return-from-inventory transactions. When you process a Return w/credit return document or Inventory w/credit return document type, a return transaction is created in Payables Management. The return transaction must be manually applied to the invoice from the vendor. See the Payables Management documentation (Help >> Printable Manuals) for more information. Creating a purchasing returns batch Use the Returns Batch Entry window to create a return batch. All transactions in the batch must originate with Returns Transaction Entry window. To create a purchasing returns batch: 1. Open the Returns Batch Entry window. (Transactions >> Purchasing >> Returns Batches) 2. Enter a batch ID to identify the batch. PURCHASE ORDER ENHANCEMENTS 37

42 PART 3 PURCHASE ORDER RETURNS 3. Enter a batch comment (optional). 4. Enter a posting date. This field is available only if Batch is selected in the Posting Date From field in the Posting Setup window. The posting date you enter here is the date that General Ledger files are updated. Your records in Purchase Order Processing are updated based on the date of the return. 5. Choose Save to save the batch. To verify the transactions you entered, print a returns Edit List. For more information, see Printing purchasing returns transactions on page 46. Processing purchasing return transactions Use the Returns Transaction Entry window to process purchasing return transactions. If you re using multiple bins and a default purchase returns bin exists at either the item-site or the site, the quantity at the default bin will decrease by the extended quantity for an item that is not tracked by serial or lot numbers. You can modify the default bin selections. If a default purchase returns bin doesn t exist, you will be required to enter one. For serial- and lot-numbered items, the purchase returns bin is the bin associated with the serial or lot number, and you can t to change the bin. If you are using Project Accounting, the Project Number field and the Cost Category ID field will be displayed in the Returns Transaction Entry window. To enter a return for a project return-from-inventory transaction, see Processing project returnfrom-inventory transactions on page 43. To process purchasing return transactions: 1. In the navigation pane, choose the Purchasing button, and then choose the All Purchasing Transactions list. 2. Select a shipment receipt or a shipment/invoice receipt. 38 PURCHASE ORDER ENHANCEMENTS

43 CHAPTER 5 RETURNS TRANSACTIONS 3. Choose Purchase Returns Transactions and then select a document type to open the Returns Transaction Entry window. 4. Select a document type for the return transaction. For more information about return document types, see Return transaction document types on page Enter a return number or accept the default entry. The default entry will be the next available receipt number in the Purchase Order Processing Setup window. 6. Enter a vendor document number. A vendor document number is required for returns with credit. 7. Enter the return date. The user date is the default entry. To enter a General Ledger posting date or a tax date that is different from the return date, choose the Date expansion button; the Returns Date Entry window will open. For multicurrency transactions and for document types Return w/credit, Inventory, and Inventory w/credit, the return document date determines the exchange rate that will be used, based on the currency ID that s entered for the transaction and the associated rate type. For a Return document type, the exchange rate of the original receipt will be assigned to each return line. There is no overall exchange rate for the transaction. 8. Enter or select a batch ID (optional). See Creating a purchasing returns batch on page 37 for more information. 9. Enter or select a vendor ID. 10. Enter or accept the currency ID. The default currency ID will be the currency ID assigned to the vendor you selected. If no currency ID has been assigned for this vendor, the company s functional currency will be used. The currency ID assigned to the return must match the currency ID of the receipts in the scrolling window. PURCHASE ORDER ENHANCEMENTS 39

44 PART 3 PURCHASE ORDER RETURNS If the selected currency ID is not the company s functional currency, a rate type and associated exchange rate table will be assigned to the transaction. The rate type is based on the rate type assigned to the selected vendor. If the vendor does not have a rate type assigned, the default rate type for the Purchasing series specified in the Multicurrency Setup window is used. For Return w/credit, Inventory, and Inventory w/credit returns, you can view or modify the default exchange rate by choosing the currency ID expansion button to open the Exchange Rate Entry window. For more information about exchange rates, refer to the Multicurrency Management documentation. 11. If the item being returned was purchased from an EU vendor, mark EU Transaction. See Entering Intrastat trade statistics for returns on page 48 for more information. 12. If the item being returned is subject to withholding tax, mark the Subject to Withholding option and enter or accept the tax rate. If a withholding vendor hasn t been specified in the Company Setup Options window, these fields will not be available. 13. Use the scrolling window to select the items to be returned and to match the items to receipts. For document types Return or Return w/credit, enter or select the purchase order number applicable to this return. You can leave this field blank if you prefer. All purchase orders that have been received for this vendor will be available in the Purchase Orders lookup window. The PO Number field is not available for document types Inventory and Inventory w/credit. Only standard purchase orders that have been received can be returned. You cannot process returns for drop-ship, canceled, or on-hold purchase orders. 14. Enter or select the items you want to return using either the vendor s item number or your company s item number. You can display the vendor s item number by marking Display Vendor Items (Options >> Display Vendor Item). If the option is not marked, your company s item number will be displayed. You can change this selection at any time. Non-inventoried items cannot be selected from the lookup window, however, you can return these by entering the item number. 15. Enter or select the receipt number for this return. You must select an item, or a vendor item, before you can select the receipt number. The currency ID of the receipt you select must match the currency ID of the return document. If the receipt number that you enter is matched to more than one receipt line or inventory receipt line, a lookup window (Purchasing Returns PO Receipt Numbers window or Purchasing Returns Inventory Receipt Numbers window) will open allowing you to select the applicable receipt line. The Purchasing 40 PURCHASE ORDER ENHANCEMENTS

45 CHAPTER 5 RETURNS TRANSACTIONS Returns PO Receipt Numbers lookup window displays the unit of measure from the original receipt which may be different from the unit of measure in the Returns Transaction Entry window. If there's more than one invoice receipt attached to the receipt number you select, the Purchasing Returns PO Invoice Receipt Numbers lookup window will open automatically allowing you to select the applicable invoice receipt. If there are no quantities available for the receipt number that you entered, you will have the option to search for another receipt. If you choose yes, a lookup window will open where you can select another receipt with the same item. The only way to change a receipt number after it has been entered is to delete the return line and reenter the information. 16. Enter or accept the unit of measure. 17. Enter the quantity to be returned or accept the default entry, that is, the total quantity available on the selected receipt. If you re using multiple bins, the total quantity selected for bins must equal the extended quantity of the line item. 18. The default entry for unit cost of the item or vendor item is based on the document type. The following table lists the default unit cost for each document type. Document type Return with/credit Inventory w/credit Return or Inventory AND If Item type is Average Perpetual If Item type is Periodic If any other item type Default unit cost The original invoice receipt The posted inventory purchase receipt The average cost of the item The standard cost of the item The original shipment receipt If necessary, you can change the unit cost for returns with credit. If you change the default unit cost, a purchase price variance will occur. Also, if landed costs are included in the original shipment receipt, a purchase price variance will occur. If the returned item is tracked by lot or serial number, the Returns Lot or Returns Serial Number Entry window will open when you leave the line. Select the lot or serial numbers to be returned. See Assigning lot numbers to a return on page 51 or Assigning serial numbers to a return on page 52 for more information. If you are using multiple bins, the Bin Quantity Entry window will open if a returned item that isn t tracked by lot or serial numbers requires you to enter bin information. The total quantity selected for bins must equal the line s extended quantity. You also can open the Purchasing Returns Lot Number Entry window or the Purchasing Returns Serial Entry window by choosing Show Details on the Returns Transaction Entry window and then choosing Serial/Lot. To open the Bin Quantity Entry window, choose Show Details >> Bins. PURCHASE ORDER ENHANCEMENTS 41

46 PART 3 PURCHASE ORDER RETURNS 19. Enter or accept the 1099 amount if applicable for a 1099 vendor and returns with credit. 20. If your system is set up to calculate taxes using the Advanced tax calculation method and you re entering a return with credit, enter or accept the Tax Schedule ID. 21. Enter or accept trade discount, freight and miscellaneous amounts for returns with credit. If your system is using the Advanced tax calculation method, taxes on freight and miscellaneous will be calculated automatically. 22. Taxes will be calculated automatically as you enter items. To change the tax amounts for the document, see Calculating and distributing summary taxes for returns on page 58 for more information. If you are using Project Accounting, you can t change the tax amount in the Returns Transaction Entry window for return and return with credit transactions even if your system is set up to allow editing summary-level taxes. To change the tax amounts for a line item, use the Returns Line Item Tax Detail Entry window. See Calculating and distributing detail taxes for return line items on page 60 for more information. If your system is set up to enable GST for Australia/New Zealand and you want to indicate that a tax invoice has been received, see Returns for Australia/New Zealand on page Choose Distributions to open the Purchasing Returns Distribution Entry window where you can view or modify account distributions. See Distributing return transaction amounts on page 53 for more information. 24. Choose Save or Post. If you want to post this return later, the return must be assigned to a Batch ID. You can post the transaction immediately by choosing Post. Manual adjustments may be necessary for return documents with the Return document type, refer to Processing manual adjustments for returns when closing purchase order lines on page 55 for more information. For an Inventory document type, if the items being returned will be replaced by the vendor, you must make adjusting journal entries to remove the accrual created by the new shipment receipt. Refer to the General Ledger documentation for information about correcting General Ledger entries. If you re using multiple bins and posting fails, bin quantities will revert to their previous values. 42 PURCHASE ORDER ENHANCEMENTS

47 CHAPTER 5 RETURNS TRANSACTIONS Processing project return-from-inventory transactions If you are using Project Accounting, you can use the Returns Transaction Entry window to process project return-from-inventory transactions. If you re using multiple bins and a default purchase returns bin exists at either the item-site or the site, the quantity at the default bin will decrease by the extended quantity for an item that is not tracked by serial or lot numbers. You can modify the default bin selections. If a default purchase returns bin doesn t exist, you will be required to enter one. For serial- and lot-numbered items, the purchase returns bin is the bin associated with the serial or lot number and you won t be able to change the bin. To process project return-from-inventory transactions: 1. Open the Returns Transaction Entry window. (Transactions >> Purchasing >> Returns Transaction Entry) 2. Select a return type for the return transaction. See Return transaction document types on page 36 for more information about return document types. 3. Enter a return number or accept the default entry. The default entry will be the next available receipt number in the Purchasing Invoice Setup window. 4. You can enter a vendor document number. 5. Enter the return date. The user date is the default date. To enter a General Ledger posting date or a tax date that is different than the return date, choose the Date expansion button; the Returns Date Entry window will open. For multicurrency transactions and for the document type Return w/credit, the return document date determines the exchange rate that will be used, based on the currency ID entered for the transaction and the associated rate type. For a Return document type, the exchange rate of the original receipt is assigned to PURCHASE ORDER ENHANCEMENTS 43

48 PART 3 PURCHASE ORDER RETURNS the transaction. See the Multicurrency Management documentation (Help >> Printable Manuals) for more information. 6. Enter or select a batch ID (optional). See Creating a purchasing returns batch on page 37 for more information. 7. Enter or select a vendor ID. 8. Enter a currency ID or accept the default entry. The default currency ID is the currency ID assigned to the vendor you selected. If no currency ID has been assigned for this vendor, the functional currency for the company will be used. The currency ID assigned to the return must match the currency ID of the receipts in the scrolling window. If the selected currency ID is not the functional currency for the company, a rate type and associated exchange rate table will be assigned to the transaction. The rate type is based on the rate type assigned to the selected vendor; if the vendor does not have a rate type assigned, the default rate type for the Purchasing series specified in the Multicurrency Setup window is used. For a Return w/credit return, you can view or modify the default exchange rate by choosing the currency ID expansion button to open the Exchange Rate Entry window. 9. If the item being returned was purchased from an EU vendor, mark EU Transaction. See Entering Intrastat trade statistics for returns on page 48 for more information. 10. You can enter or select the purchase order number applicable to this return. All purchase orders associated with the receipt number will be available in the PA Purchase Orders lookup window. Only standard purchase orders that have been received can be returned. You cannot process returns for drop-ship, canceled, or on-hold purchase orders. 11. Enter or select a project and cost category. 12. Enter or select the items to return using the item number from the vendor. All items previously received for the specified purchase order will be available in the lookup window. Non-inventoried items cannot be selected from the lookup window. However, you can return these by entering the item number. 13. Enter or select the receipt number applicable to this return. You must select an item, or a vendor item, before you can select the receipt number. The currency ID of the receipt you select must match the currency ID of the return document. If the receipt number that you enter is matched to more than one receipt line or inventory receipt line, a lookup window (Purchasing Returns PO Receipt Numbers) will open, where you can select the applicable receipt line. The 44 PURCHASE ORDER ENHANCEMENTS

49 CHAPTER 5 RETURNS TRANSACTIONS Purchasing Returns PO Receipt Numbers lookup window displays the unit of measure from the original receipt, which may be different than the unit of measure in the Returns Transaction Entry window. If there are multiple invoice receipts attached to the receipt number you select, the Purchasing Returns PO Invoice Receipt Numbers lookup window will open, where you can select the applicable invoice receipt. If there are no quantities available for the receipt number that you entered, you will have the option to search for another receipt. If you choose Yes, a lookup window will open, where you can select another receipt with the same item. The only way to change a receipt number after it has been entered is to delete the return line and reenter the information. 14. Enter or accept the unit of measure. 15. Enter the quantity to be returned or accept the default entry. If you re using multiple bins, the total quantity selected for bins must equal the extended quantity of the line item. 16. Enter or accept the unit cost. The default entry for the unit cost of the item is based on the document type, as shown in the following table. Document type Return w/credit Return AND If Item type is Average Perpetual If Item type is Periodic If any other item type Default unit cost The original invoice receipt The average cost of the item The standard cost of the item The original shipment receipt You can change the unit cost only for returns with credit. If you change the default unit cost, a purchase price variance will occur. Also, if landed costs are included in the original shipment receipt, a purchase price variance will occur. If the returned item is tracked by lot or serial number, the PA Purchasing Returns Lot Number Entry or PA Purchasing Returns Serial Number Entry window will open when you leave the line. Select the lot or serial numbers to be returned. See Assigning lot numbers to a return on page 51 or Assigning serial numbers to a return on page 52 for more information. If you are using multiple bins, the Bin Quantity Entry window will open if a returned item that isn t tracked by lot or serial numbers requires you to enter bin information. The total quantity selected at bins must equal the line s extended quantity. You also can open the Purchasing Returns Lot Entry window or the Purchasing Returns Serial Number Entry window by choosing Show Details on the Returns Transaction Entry window and then choosing Serial/Lot. To open the Bin Quantity Entry window, choose Show Details >> Bins. PURCHASE ORDER ENHANCEMENTS 45

50 PART 3 PURCHASE ORDER RETURNS 17. To see more details about a line item, select the item and choose the shown button to expand the scrolling window. In the detailed view, you can change the posting account, extended cost, tax details, or comment. The changes will apply only to the current line item. To delete a row in the Returns Transaction Entry scrolling window, select the row and choose Transactions by Order Entered >> Delete Row or choose the delete row button. 18. Enter or accept the 1099 amount, if applicable for a 1099 vendor. 19. Enter or select a tax schedule ID. 20. Enter or accept trade discount, freight, and miscellaneous amounts for returns with credit only. All of these fields are optional. If your system is using the Advanced tax calculation method, taxes on freight and miscellaneous will be calculated automatically. 21. You can enter a tax amount for Return w/credit transactions. To change the tax amounts for the document, see Calculating and distributing summary taxes for returns on page 58 for more information. To change the tax amounts for a line item, see Calculating and distributing detail taxes for return line items on page 60 for more information. See Returns for Australia/New Zealand on page 61 if your system is set up for GST for Australia/New Zealand and you must indicate that a tax invoice has been received. 22. Choose Save or Post. To post this return later, the return must be assigned to a batch ID. You can post the transaction immediately by choosing Post. Manual adjustments may be necessary for return documents with the Return document type. See Processing manual adjustments for returns when closing purchase order lines on page 55 for more information. If you re using multiple bins and posting fails, bin quantities will revert to their previous values. Printing purchasing returns transactions Use the Purchasing Returns Print Options window to print the Edit List or return documents. You can use the edit list to verify the transaction information you entered. Print the return document if you want to give a copy to vendors or others in your organization. 46 PURCHASE ORDER ENHANCEMENTS

51 CHAPTER 5 RETURNS TRANSACTIONS To print purchasing returns documents: 1. Open the Purchasing Returns Print Options window. (Transactions >> Purchasing >> Returns Transaction Entry >> select a return document >> Print button) (Transactions >> Purchasing >> Returns Batches >> select a batch >> Print button) (From the Returns Transaction Inquiry Zoom window, select a return document >> Print button) 2. To print an edit list of the selected document or all the unposted return transactions in the selected batch, select Edit List. 3. To print the selected document, or all the documents in the selected batch, select Documents. Options in Return Document Options are available to add more detail to the printed document. To include tax details on the printed document, mark Include Tax Details. For the tax details to print on return documents, Print on Documents must be marked in the Tax Detail Maintenance window. Selecting Line Item and Summary Taxes prints the tax details for each item. A summary of the tax details of all line items is printed at the bottom. Selecting Summary taxes prints a summary of the tax details of all line items at the bottom. To select the currency that should be used on the printed document, select the Currency to Print. This option is available only if Multicurrency Management is registered. Selecting Functional prints amounts on the return document in currency your company uses. This may be useful if the document will be used by others in your organization. Selecting Originating prints amounts in the currency your vendor uses. This can help in communicating with the vendor about the document. 4. To print the documents, select Print. If you select both Documents and Edit List, the edit list will print first followed by the selected document or batches of documents. PURCHASE ORDER ENHANCEMENTS 47

52 PART 3 PURCHASE ORDER RETURNS Entering detail information for a return Use the Returns Transaction Entry scrolling detail view to add or modify line item information such as extended cost or to change a line item s posting accounts. To enter detail information for a return: 1. In the navigation pane, choose the Purchasing button, and then choose the All Purchasing Transactions list. 2. Select a shipment receipt or a shipment/invoice receipt. 1. Choose Purchase Returns Transactions and then select a document type to open the Returns Transaction Entry window. 2. Enter document information, including return number, vendor document number, date, and vendor ID. 3. Enter or select the item to be returned and enter line item information. 4. If you are entering a project return-from-inventory transaction, you can modify the billing rate for Time and Materials Projects and the markup percentage for all project types. 5. The default inventory and purchase price variance accounts for posting the return will be displayed. If no accounts are displayed, you can enter them. 6. Enter a comment ID (optional). 7. You may change the extended cost for returns with credit, if necessary. 8. For returns with credit, you may change the item tax option, the item tax schedule, the tax schedule, and the calculated tax when the Advanced Tax Calculation method has been selected in Purchase Order Processing Setup Options window. Refer to the Default tax schedules for return items on page 59 for more information about the tax schedule field. 9. Choose the Show button to display details about line items. You can then modify line item detail information or you can choose the Add Row or Delete Row buttons to add or delete line items. You also can choose the arrow beside Transactions by Order Entered and select an option from the list to add or delete a row or show or hide details. Entering Intrastat trade statistics for returns Use the Purchasing Intrastat Entry window to enter the information required to create the Intrastat Trade Report that you submit to your government, and the EC Sales List, which displays cumulative goods value totals by each vendor or customer tax registration number. You can enter line items along with trade statistics. If Intrastat information was entered for the ship-from address ID for the vendor, that information will be displayed in this window. Each time that you enter a new 48 PURCHASE ORDER ENHANCEMENTS

53 CHAPTER 5 RETURNS TRANSACTIONS line item, the Intrastat statistics entered for the first line item will be applied as the default values for the new line item except for the Transaction Nature field. The default value of the Transaction Nature field for each individual line will be determined by the setup information in the Intrastat Setup window. You can use the Purchasing Intrastat Entry window to change Intrastat information for an individual transaction, or to enter Intrastat information if none was entered for the vendor. To use the EU Transaction option, your system must be set up in the Company Setup Options window to track Intrastat statistics. To enter Intrastat trade statistics for returns: 1. Open the Returns Transaction Entry window. (Transactions >> Purchasing >> Returns Transaction Entry) 2. Enter return information, including return type, return number, vendor document number, date, and vendor ID. 3. Mark EU Transaction. 4. Enter or select the item to be returned and enter the line item information. 5. Choose the EU expansion button to open the Purchasing Intrastat Entry window, where you can enter or change Intrastat information. 6. In the Net Unit Mass field, enter the weight of the goods in kilograms or accept the default entry. The default entry is from the shipping weight of the item, the default weight of non-inventoried items is 0. The Quantity field displays the quantity of the goods you are returning. The Line Mass field displays the total mass per item and is calculated automatically. The line mass total is equal to the amount entered in the Net Unit Mass field multiplied by the amount in the Quantity field. 7. If applicable, enter a supplementary units amount or accept the default entry. The supplementary units amount is a second quantity. Supplementary unit amounts are required by the EU Combine Nomenclature for certain goods. If Supplementary Units Required is not marked in the Tax Commodity Code Maintenance window, the Supplementary Units field is unavailable. 8. In the Traders Reference field, enter a reference code, such as an invoice or dispatch number, or other information that will identify the transaction. 9. Enter a goods value and statistical value, if applicable. 10. Choose OK to save the record. Multiple bins in Purchase Order Enhancements Use multiple bins to add another level of detail to item quantity tracking. Besides tracking items within inventory sites, with multiple bins you can track item quantities in bins that reside within each site. Bin quantities are processed and displayed in the item s base unit of measure. PURCHASE ORDER ENHANCEMENTS 49

54 PART 3 PURCHASE ORDER RETURNS You can set up bin information when multiple bins functionality has been installed and registered. However, you must also enable this feature in Inventory Control before you can use bins to track items. For more information about enabling multiple bins, see the Inventory Control documentation. Default bins for transaction types at each site can be identified for use in transactions. For example, a default bin could be created for return transactions at your warehouse site. Default bins also can be identified for a particular item and transaction type at a site. If you always use Bin A when returning a certain item from your main site, for example, you can set up Bin A as the default purchase purchase returns bin for the item at the main site. Microsoft Dynamics GP automatically creates item-site-bin relationships the first time a bin is used for a transaction. If you re using multiple bins and a default purchase returns bin exists at either the item-site or the site, the quantity at the default bin will decrease by the extended quantity for an item that is not tracked by serial or lot numbers. You can modify the default bin selections. If a default purchase returns bin doesn t exist, you will be required to enter one. For serial- and lot-numbered items, the purchase returns bin is the bin associated with the serial or lot number and you won t be able to change the bin. For more information about setting up and using multiple bins, see the Inventory Control documentation Changing bins for a return transaction If you re using multiple bins, use the Bin Quantity Entry window to verify or change bin allocations for items that are not tracked by serial or lot numbers. For items that are tracked by serial or lot numbers, you can verify bins in the Purchasing Returns Serial Number Entry window or the Purchasing Returns Lot Number Entry window. For more information, see Assigning lot numbers to a return on page 51 or Assigning serial numbers to a return on page 52. You can select from more than one bin per site for an item that tracks serial or lot numbers. For example, if the quantity returned is 20, you can select 15 from Site A, Bin 1 and 5 from Site A, Bin 2. To change bins for a return transaction: 1. Open the Returns Transaction Entry window. (Transactions >> Purchasing >> Returns Transaction Entry) 2. Enter document information, including return type, return number, vendor document number, date, and vendor ID. 3. Select a sales inventory or discontinued item that isn t tracked by serial or lot numbers and choose the Bins button to open the Bin Quantity Entry window. 4. From the list of available bins, select one to use. You also can enter a bin that hasn t been created yet. 5. Enter a quantity for the item. 6. Choose Insert. 50 PURCHASE ORDER ENHANCEMENTS

55 CHAPTER 5 RETURNS TRANSACTIONS 7. Choose OK to save your changes and close the window. 8. Save your changes and close the Returns Transaction Entry window. Assigning lot numbers to a return Use the Purchasing Returns Lot Number Entry window to assign lot numbers for returned items. This window will open automatically when you leave the line after entering a lot-numbered item in the Returns Transaction Entry window. If the quantity returned matches the quantity available in the lot or lots, the lot numbers are displayed automatically. To assign lot numbers to a return: 1. Open the Returns Transaction Entry window. (Transactions >> Purchasing >> Returns Transaction Entry) 2. Enter a document information, including return type, return number, vendor document number, date, and vendor ID. 3. If you are entering a project return-from-inventory transaction, enter or select a project and cost category. 4. Enter or select the lot-numbered item to be returned and enter line item information. The Purchasing Returns Lot Number Entry window will open automatically when you leave the line in the Returns Transaction Entry scrolling window. To open the Purchasing Returns Lot Number Entry window manually, choose the Show Details button on the Returns Transaction Entry window and then choose Serial/Lot. 5. Select a lot number from the Available column of the scrolling window. You also can enter an available lot number in the Lot Number field. An icon appears in the Lot Number field and the Expiration Date field if the lot has already expired. PURCHASE ORDER ENHANCEMENTS 51

56 PART 3 PURCHASE ORDER RETURNS 6. Enter the quantity you want to return from the lot number in the Quantity Selected column and then choose Insert. The Bin columns display the number of the bin containing the available or selected lot-numbered item. If you entered a lot number using the Lot Number field, enter the quantity that you want to return from this lot number in the Quantity Selected field and then choose Insert. To remove a selected lot number, choose Remove. To remove all selected lot numbers, choose Remove All. 7. Repeat steps 4 and 5 until all desired lot numbers have been selected. 8. Choose OK to save your changes to the window. Assigning serial numbers to a return Use the Purchasing Returns Serial Number Entry window to assign serial numbers for returned items. This window will open automatically when you leave the line after entering a serial-numbered item in the Returns Transaction Entry window. If the quantity returned matches the quantity available in the lot or lots, Microsoft Dynamics GP will select and display the serial numbers automatically. To assign serial numbers to a return: 1. Open the Returns Transaction Entry window. (Transactions >> Purchasing >> Returns Transaction Entry) 2. Enter document information, including return type, return number, vendor document number, date, and vendor ID. 3. If you are entering a project return-from-inventory transaction, enter or select a project and cost category. 4. Enter or select the serial-numbered item to be returned and enter line item information. The Purchasing Returns Serial Number Entry window will open automatically when you leave the line in the Returns Transaction Entry scrolling window. 52 PURCHASE ORDER ENHANCEMENTS

57 CHAPTER 5 RETURNS TRANSACTIONS You can open the Purchasing Returns Serial Number Entry window manually by choosing the Show Details button on the Returns Transaction Entry window and then choosing Serial/Lot. 5. Select a serial number from the Available column and choose Insert. You also can enter an available serial number in the Serial Number field and choose Insert. The Bin columns display the number of the bin containing the serialnumbered item. To remove a selected serial number, choose Remove. To remove all selected serial numbers, choose Remove All. 6. Repeat step 4 until all desired serial numbers have been selected. 7. Choose OK to save your changes to the window. Distributing return transaction amounts Use the Purchasing Returns Distribution Entry window to view or modify the Returns distribution transaction. Return transaction amounts are distributed to posting accounts automatically based on the document type. The distributions can be edited. For more information about the origin of account default entries, see Return distribution accounts on page 54. To distribute return transaction amounts: 1. Open the Returns Transaction Entry window. (Transactions >> Purchasing >> Returns Transaction Entry) 2. Enter document information, including return type, vendor document number, date, and vendor ID. 3. Enter or select the item to be returned and enter line item information. 4. Choose Distributions to open the Purchasing Returns Distribution Entry window. PURCHASE ORDER ENHANCEMENTS 53