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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / PO Closed - Need to do...
Microsoft Dynamics GP (Archived)

PO Closed - Need to do a Return

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Posted on by Bill Campbell 22,647

Situation
Have a PO that shows the RECEIPT for the item - QTY 1
On the same PO we have an INVOICE for the same item - QTY 1

All is correct, so GP does the GP thing and changes the status of the PO to CLOSED

Perfect - - - except 10 days later the end use customer of the item ( item delivered to site ) determines that the ITEM is busted.

Now we need to do a RETURN to the supplier who will like send out a new ITEM to replace the old one - but the time it takes may be months.

So, all is well, we have a PO that is properly closed and all we need to do is enter a RETURN

PROBLEM

When we enter the RETURNS TRANSACTION Entry screen, enter the VENDOR and tab down to the PO Number, when we enter that PO number, enter the ITEM NUMBER - tab over to the RECEIPT Number field - we get NOTHING - the system will not show any RECEIPTS to match up to in order to make the RETURN

Of course when we tab off that field we are told - you have to enter something here - and we can not proceed.

Attempted so far .....

1. Leave the PO Line blank -- enter the Item number manually -- tab over to the RECEIPT field and click lookup - we get a list of OTHER receipts but not the one we want

2. we have tried to manually enter the RECEIPT we know is attached to the PO and we get the message that 'there is no qty to return on this receipt'

QUESTIONS
1. what the heck are we missing?

2. can you do a RETURN against a CLOSED PO, where the ITEM was sold ?

*This post is locked for comments

  • Bill Campbell Profile Picture
    Bill Campbell 22,647 on at
    RE: PO Closed - Need to do a Return

    Leslie / Thomas, in fact we had just come across this yesterday during our planning and review meeting with the developer as we were working out how they have to change their RETURN process.

    The developer was only looking at Purchasing for the RETURN and we discussed with them that we ( GP ) need the Sales Item to be returned.  Once I said that I realized the issue was that the Purchase Receipt layer was out of wack due to the fact that they were trying to return to VENDOR something that in GP was still in the hands of the Customer.

    Once we determined that they had not coded to return the sale we know that we had the solution to this problem figure out - at least on paper - now the developer has to figure out how to make it work in the eConnect world.

    I am going to start a new thread for that conversation but, I believe we know the issue here is resolved, as Thomas noted, if the item is not returned from the sale, then the system has no idea that it can return it to the Vendor.

    Thanks to everyone for the hard work and time on this matter.

  • L Vail Profile Picture
    L Vail 65,271 on at
    RE: PO Closed - Need to do a Return

    Hi Bill,

    Thomas may have hit on the missing link. Had the item you are trying to return to the vendor already been sold?

    Leslie

  • Verified answer
    Thomas Newcomb Profile Picture
    Thomas Newcomb 1,810 on at
    RE: PO Closed - Need to do a Return

    Hi Bill!

    To answer your questions.

    Q1. what are we missing?

    A1. Nothing looking through the steps you are mentioning everything is correct.

    Q2. can you do a RETURN against a CLOSED PO, where the ITEM was sold ?

    A2. No. If the item layer has already been sold you are unable create a return using that layer which is what GP will try to do.

    Instead you can perform a manual return on the item following the steps in the KB article below.

    862350 How to enter a purchase order return to a vendor for an item that was sold in Microsoft Dynamics GP

    support.microsoft.com/.../en-US

    Please let me know if you have any additional guidance!

    ~Thomas Newcomb

    ------------------------------------------

    Microsoft Dynamics GP Support

    ------------------------------------------

    This posting is provided "AS IS" with no warranties, and confers no rights

  • Beat Bucher GP Geek GPUG All Star Profile Picture
    Beat Bucher GP Gee... 28,021 Super User 2024 Season 1 on at
    RE: PO Closed - Need to do a Return

    Love your reply Leslie..

    Agree that this kind of stubbornness sometimes makes us spend hours on a problem, but finally makes us feel proud and happy to help others..

    Just the way it is ...

    Keep going!

  • L Vail Profile Picture
    L Vail 65,271 on at
    RE: PO Closed - Need to do a Return

    Ahh, but it is challenges like this that keep us sharp, and tired. We've been going back and forth since 4 o'clock this afternoon. If only I could figure out a way to get paid for this kind of stubbornness. Please do tell when you discover the answer.

    Kind regards,

    Leslie

  • Bill Campbell Profile Picture
    Bill Campbell 22,647 on at
    RE: PO Closed - Need to do a Return

    I just spent 3 hours trying to figure this out and I need to spend the next 2 hours writing out how I think it is working.

    Think Purchase Receipts file / FIFO / no Sales Return / eager AP clerk doing FAST return

    That should paint the picture - but I will be back with a fully explanation.

  • L Vail Profile Picture
    L Vail 65,271 on at
    RE: PO Closed - Need to do a Return

    Bill,

    Just for fun I paid the vendor invoice before I did the return and everything still worked for me. Mine is a very plane Jane system. No Project, No Manufacturing. What are the modules/ ISV applications that are installed?

    Kind regards,

    Leslie

  • L Vail Profile Picture
    L Vail 65,271 on at
    RE: PO Closed - Need to do a Return

    Bill,

    Here's what I did

    1. enter a PO for 128 DRAM

    2. received the128 DRAM

    3. did invoice matching for 128 DRAM

    4. I have not paid the invoice in payables.

    5. At this point, the PO is closed. I have not moved it to history.

    6. Time to do the return

    7. Open Return Transactions Entry

    8. Set Type to Return with Credit

    9. Mark the checkbox to Replace Returned Goods

    10. I drop down to the scrolling window and lookup the PO, Item and then the Receipt. Data is populated in each field as expected.

    11. Post the return

    12. Check the PO Status, it is now Released.

    I went through this on two different machines just because I could. What's different in my steps.

  • Bill Campbell Profile Picture
    Bill Campbell 22,647 on at
    RE: PO Closed - Need to do a Return

    Ok, so this will allow me to:

    1. enter the header details

    2. skip the PO number

    3. enter the ITEM number

    4. in the RECEIPT list are all the RECEIPTS - but not the one that I am looking for.

    Other test

    1. enter the header details

    2. enter the PO that I want to RETURN against

    3. enter the ITEM number

    4. click the look up on the RECEIPT field and get BLANK screen

    So I see a number of different RECEIPT number - but not what I want.

    Closer

  • Suggested answer
    L Vail Profile Picture
    L Vail 65,271 on at
    RE: PO Closed - Need to do a Return

    Hi Bill,

    Try Return with Credit and then check the Replace Returned Goods checkbox.

    Kind regards,

    Leslie

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