Understanding the "Return Original Quantity" Option in Business Central

Understanding the "Return Original Quantity" Option in Business Central

In Microsoft Dynamics 365 Business Central, the "Return Original Quantity" option is available on the Posted Purchase Document Lines or Posted Sales Document Lines page. This setting can sometimes be confusing for users who are trying to reverse or return quantities associated with posted transactions. In this blog, we will explore what the "Return Original Quantity" option does, its purpose, and when you might use it.

What is the "Return Original Quantity" Option?

The "Return Original Quantity" option is a checkbox that appears when you're viewing posted purchase or sales documents, such as invoices or receipts. This option allows users to specify whether they want to return the entire original quantity from the selected document lines.

How Does the "Return Original Quantity" Option Work?

1. Original Quantity Reference:

   • When you enable the "Return Original Quantity" checkbox, Business Central automatically selects the full, original quantity from the posted document line that you are looking to reverse or return.
   • This means that if you initially purchased or sold a quantity of 100 units and you check this box, the system will set up a return or reversal for all 100 units, assuming no partial quantities are required.

2. Flexibility for Partial Returns:

   • If the checkbox is not selected, you have the flexibility to specify a different quantity to return or reverse. For example, you can choose to return only 50 units out of the original 100, depending on your needs.
   • This is useful in scenarios where you only need to return or correct part of the quantity due to partial damage, partial acceptance, or any other specific business requirement.

3. Automating the Reversal Process:

   • When you select "Return Original Quantity," it simplifies and automates the process of creating a return or credit for the full amount originally posted. This can save time and reduce the risk of errors, especially in cases where the entire transaction needs to be reversed or returned.

When Should You Use "Return Original Quantity"?

1. Full Return or Reversal Needed:

   • Use this option when you need to return or reverse the entire quantity of the original transaction. For example, if an entire shipment was incorrect or damaged, and you want to return everything, selecting this checkbox will automatically set the return quantity to the full amount.

2. Simplifying the Process:

   • If your goal is to quickly process a return or reversal without manually entering quantities, the "Return Original Quantity" option is helpful. It reduces manual input and ensures that the quantity being returned matches the original posted quantity.

3. Consistency in Returns:

   • This option can also be useful for maintaining consistency in inventory management when you always want returns to be made for the full amount, aligning with your organization's return policy or procedures.

When Should You Leave "Return Original Quantity" Unchecked?

1. Partial Returns or Reversals:

   • Leave the checkbox unchecked if you need to return or reverse only a portion of the original quantity. For example, if you only need to return 20 units out of the 100 originally purchased, you should not check this option. Instead, manually specify the quantity to be returned.

2. Handling Complex Return Scenarios:

   • In cases where the return involves different quantities, adjustments, or partial credits, manually entering the quantities provides more control and flexibility over the return process.

Conclusion

The "Return Original Quantity" option in Business Central is a useful feature for quickly and accurately processing full returns or reversals of posted sales or purchase document lines. By understanding how and when to use this option, you can streamline your return processes, reduce manual effort, and maintain consistency in your inventory management. However, always consider your specific business needs, as there are cases where leaving the checkbox unchecked will provide the flexibility required for partial or adjusted returns.