1. Equipment Rental
  2. Rental Management
  3. Rental processes
  4. Purchasing
  5. Purchase orders

Return to vendor

You can return items to the vendor if they are damaged or do not meet quality standards. Create a return purchase order or add a negative line to the existing one.

The following transactions are reversed:

  • Price amount: A debit is posted for the original price.
  • Quantity: The returned quantity is deducted from on-hand inventory.


Purchasing agent Purchasing agent Purchasing manager Purchasing manager Warehouse worker Warehouse worker Add line with negative quantity on purchase order Add line with negative quantity on purchase order Add a negative line to an existing purchase order if you need to return an uninvoiced item to the vendor. This reverses inventory and price transactions. Procedure 1. Go to Accounts payable > Purchase orders > All purchase orders. Note: Purchase orders can also be accessed via the Procurement and Sourcing module 2. In the list, click the desired record 3. Click Add line. 4. In the Item number field, enter or select the same value as the item you want to return 5. In the Quantity field, enter the negative value Note: The negative value must be the same value as the value that you purchased the item, but with a negative sign. 6. In the Unit price field, enter a negative value Note: The negative value must be the same value as the value that you purchased the item, but with a negative sign. 7. In the Net amount field, enter a number. Note: The negative value must be the same value as the value that you purchased the item, but with a negative sign. 8. Close the page. Create return purchase order with RMA Create return purchase order with RMA Create a return purchase order when the original purchase order is already invoiced and items must be returned to the vendor. The vendor provides a Return merchandise authorization (RMA) number. This number is required for returning items. Procedure 1. Go to Accounts payable > Purchase orders > All purchase orders. Note: Purchase orders can also be accessed via the Procurement and Sourcing module 2. Click New. 3. In the Vendor account field, enter or select the desired record. 4. In the Site field, enter or select the desired record 5. In the Warehouse field, enter or select the desired record. 6. In the Purchase type field, select Return purchase order. 7. In the RMA number field, In the RMA number field, enter the RMA number provided by the vendor.. 8. Click OK. 9. In the Item number field, enter or select a desired record 10. In the Quantity field, enter a negative quantity. Note: Enter the quantity that you want to return to the vendor. 11. In the Unit price field, enter a negative value Note: The negative value is the value that you want to credit. 12. In the Net amount field, enter a negative value Note: The negative value is the value that you want to credit. 13. Close the page. Start Start Purchase order invoiced? Purchase order invoiced? Is change management  enabled? Is change management  enabled? Returned to vendor Returned to vendor Review purchase order Review purchase order As the assigned reviewer, review the purchase order. To finish the review, choose one of these options:Approve: The purchase order is approvedReject: The purchase order is rejected. The purchase order needs to be adjusted or cancelled.Request change: A change is required for the purchase order. The purchase order is re-assigned to the user who submitted it.Delegate: The purchase order must be reviewed by another user. It is delegated to another user defined in the workflow Procedure 1. Go to Accounts payable > Purchase orders > All purchase orders. Note: Purchase orders can also be accessed via the Procurement and Sourcing module 2. In the list, click the desired record 3. Click Workflow to open the drop dialog. 4. Click Approve. Note: You can also reject, request a change or delegate the purchase order. But in this example we approve the purchase order 5. In the Comment field, type a value. 6. Click OK. 7. Close the page. Purchase order rejected Purchase order rejected Confirm purchase order Confirm purchase order You can confirm the purchase order in two ways: With printing: Confirm the purchase order using the confirmation button. Without printing: Confirm the purchase order using the confirm button. To view the confirmation document, go to the Purchase orders page. On the Action Pane, click the Purchase tab. In the Journals group, click Sub rental order confirmations. Procedure 1. Go to Accounts payable > Purchase orders > All purchase orders. Note: Purchase orders can also be accessed via the Procurement and Sourcing module 2. In the list, find and select the desired record. 3. On the Action Pane, click Purchase. 4. Click Confirm. 5. Close the page. 6. Go to Default dashboard. Post product receipt Post product receipt Post the product receipt for the negative line to return items to the vendor. After posting, review the receipt in the Product receipt journal page. Submit purchase order to workflow Submit purchase order to workflow Submit the purchase invoice to the workflow so it can be reviewed. Procedure 1. Go to Accounts payable > Purchase orders > All purchase orders. Note: Purchase orders can also be accessed via the Procurement and Sourcing module 2. In the list, click the the desired record. 3. On the Action Pane, click Purchase. 4. Click Edit. 5. Click Workflow to open the drop dialog. 6. Click Submit. 7. In the Comment field, type a value. 8. Click OK. 9. Close the page. 10. Go to Default dashboard. No Yes No Yes Delegated Rejected Approved Request change

Activities

Name Responsible Description

Add line with negative quantity on purchase order

Purchasing agent

Add a negative line to an existing purchase order if you need to return an uninvoiced item to the vendor. This reverses inventory and price transactions.

Create return purchase order with RMA

Purchasing agent

Create a return purchase order when the original purchase order is already invoiced and items must be returned to the vendor.

The vendor provides a Return merchandise authorization (RMA) number. This number is required for returning items.

Review purchase order

Purchasing manager

 		As the assigned reviewer, review the purchase order. To finish the review, choose one of these options:
  • Approve: The purchase order is approved
  • Reject: The purchase order is rejected. The purchase order needs to be adjusted or cancelled.
  • Request change: A change is required for the purchase order. The purchase order is re-assigned to the user who submitted it.
  • Delegate: The purchase order must be reviewed by another user. It is delegated to another user defined in the workflow

Confirm purchase order

Purchasing agent

You can confirm the purchase order in two ways:

  • With printing: Confirm the purchase order using the confirmation button.
  • Without printing: Confirm the purchase order using the confirm button.

To view the confirmation document, go to the Purchase orders page. On the Action Pane, click the Purchase tab. In the Journals group, click Sub rental order confirmations.

Post product receipt

Warehouse worker

Post the product receipt for the negative line to return items to the vendor.

After posting, review the receipt in the Product receipt journal page.

Submit purchase order to workflow

Purchasing agent

Submit the purchase invoice to the workflow so it can be reviewed.

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