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Create a Goods Return Note

Overview​

This section explains how to create a return from a buyer as a Goods Return Note.

Purpose​

By creating a Goods Return Note, you can centrally manage return information from buyers.

Goods Return Notes can be applied to Invoices, allowing price adjustments associated with returns to be reflected in the billing.

By recording reasons at both the document level and the line item level, you can ensure compliance and control.

Feature Description​

Data Sources for Goods Return Notes​

Goods Return Notes can be created from the following two types of data sources.

Reference data, input specifications, and setting items vary depending on the data source.

  • Delivery Note: Based on the data from a Delivery Note, you select return items and input line item details.
    Currency, Transaction Term, Deposit Condition, Inventory Operation, and SKU details are inherited from the Delivery Note settings.
  • Original (Without data source): Without referencing document-derived data, you select return items and input line item details from the product master.
    Currency, Transaction Term, Deposit Condition, and Inventory Operation are configured on the Goods Return Note side.

Constraint of Choices by Core Preferences​

The following items have available choices determined by the Core Preferences.

  • Selectable Currencies
  • Selectable Transaction Terms
  • Selectable Deposit Conditions

If the data source is Original (Without data source), you configure Currency, Transaction Term, and Deposit Condition on the Goods Return Note side.

Inventory Operation​

You can perform transfers via Inventory Operation simultaneously with the creation of the Goods Return Note.

  • If the Data Source is a Delivery Note: If Inventory Operation was enabled at the time of creation or completion of the source Delivery Note, it is automatically enabled.
    The source of the transfer is fixed to the destination specified on the Delivery Note side.
  • If the Data Source is Original (Without data source): You can choose whether to enable or disable it.
    If enabling, specify the source and destination for the inventory.

Automatic Generation Rules for Goods Return Note Numbers​

You can specify whether the Goods Return Note No. is automatically generated or manually customized.

When automatically generated, it is created based on DEXTRE's standard rules or the Document Numbering Rule Settings.

For details, refer to Configure Document Numbering Rules.

Instructions​

Navigating to the Operation Screen​

  1. Click the Transactions menu > Delivery Management.
  2. Click Create Return Delivery Note.
    The screen transitions to "Create a New Goods Return Note."

How to Input the Form​

Selecting Buyer and Data Source Type​

  1. Search Buyers
    You can search and filter the buyer for whom you want to create the Goods Return Note using various items.

  2. Select a Buyer
    Click the Select button for the buyer to create the Goods Return Note.

  3. Data Source Type
    Select either Delivery Note or Original (Without data source) from the pull-down menu for the data source type to be used.

Inputting when the Data Source is a Delivery Note​

If you selected Delivery Note as the data source, input the following items:

  1. Search Delivery Note
    You can search for the Delivery Note to serve as the data source by filtering conditions from various items.

  2. Select Delivery Notes
    Click the Select button for the Delivery Note to be used as the data source.

    Only one Delivery Note can be selected.

  3. Inventory Operation
    Input this only if the Inventory Operation of the selected Delivery Note is enabled.

    Select the Label and Location that will be the destination for the inventory from the respective pull-down menus.

  4. Items
    Based on the selected Delivery Note, input forms for SKU line items that are candidates for return will be added.

    Input the following information for the SKUs to be returned:

    • Quantity: Enter the quantity to be returned.
    • Reason: You can enter a reason for each SKU. The entered reason will be included in the SKU details in the PDF.

Inputting when the Data Source is Original (Without data source)​

If you selected Original (Without data source) as the data source, input the following items:

  1. Currency
    Select the currency to be used for the Goods Return Note from the pull-down menu.

  2. Transaction Condition
    Select the Transaction Term from the pull-down menu.

    Also, enter the transaction term rate corresponding to the selected Transaction Term.

  3. Deposit Condition
    Select either With Deposit or Without Deposit from the pull-down menu.

  4. Use Inventory Operation
    Specify whether to perform an inventory transfer simultaneously with the creation of the Goods Return Note using the toggle button.

    • Enable: Performs an inventory transfer simultaneously with the creation of the Goods Return Note. Also specify the inventory Source and Destination.
    • Disable: Does not transfer inventory even when a Goods Return Note is created.

  5. Select SKU Items
    Enter the quantity for each SKU selected via Add an Item.

    To add SKUs, click Add an Item as needed.
    The "Select Products" modal opens.

    Check the checkboxes for the products to be included in the Goods Return Note.

    • Multiple products can be selected.
    • You can filter products by entering conditions in Search Products.
    • To select all products that match the search criteria, click Select All.
    • To uncheck all, click Unselect All.

    Once selection is complete, click the Select button.
    The selected products will be added to the Select SKU Items section.

  6. Items
    The SKUs for which quantities were entered will be added as line items.

    Input the following items:

    • Reason: You can enter a reason for each SKU. The entered reason will be included in the SKU details in the PDF.
    • Price: You can change the amount by entering it directly.
    • Tax: You can change the tax to be applied.

    Initial values for Price and Tax are set based on the settings of the target buyer, currency, transaction term, and product master for the Goods Return Note.

Setting Custom Items​

You can add items that do not exist in the product master.

  1. Custom Items
    Click Add an Item as needed.
    One input field for a custom item will be added.

  2. For each custom item, input the following:

    • Display Name: Enter the display name of the custom item.
    • Quantity: Enter the quantity of the custom item.
    • Price: Enter the wholesale price of the custom item.
    • Tax: Check the tax to be set.
    • Reason: You can enter a reason for each custom item.

    The total amount is calculated as (Price + Applied Tax) × Quantity.

    Unnecessary items can be deleted by clicking the trash can icon.

Basic Information of the Goods Return Note​

Input the following basic information:

  1. Specify whether to register a delivery address or not using the toggle button.

    • Enable Register delivery address: You can register a delivery address. Also set the address information.
    • Disable Register delivery address: The delivery address will not be registered.

    When registering a delivery address, select the following items from the pull-down menu to specify the delivery address:

    • Input New Address: Enter various address information for the delivery destination.
    • Select a delivery address: Select or change the delivery address from the address list.

    The delivery address is treated as the address of the return source (buyer side).

  2. Return Delivery Note No.
    Specify whether to customize the Goods Return Note No. or not using the toggle button.

    • Enable Customize Return Delivery Note No.: Set the Goods Return Note No. via free text.
    • Disable Customize Return Delivery Note No.: The Goods Return Note No. will be automatically generated.

  3. Document Date
    Specify whether to set the document date or not using the toggle button.

    • Enable Set the document date.: Enter the year, month, and day for the Goods Return Note. You can select it from a calendar.
    • Disable Set the document date.: The document date will not be set.

  4. Set as inapplicable to billing notes
    Specify whether to allow the Goods Return Note to be created in a state where it cannot be applied to an Invoice using the toggle button.

    • Yes: You can create the Goods Return Note in a state where it cannot be applied to an Invoice. Use this when you only want to issue the document, such as when payment has already been completed or for a temporary return intended for re-delivery.
    • No: You cannot create the Goods Return Note in a state where it cannot be applied to an Invoice.

  5. Reason
    Enter the return reason for the document. This will be included in the PDF.

  6. Comments in the PDF
    Enter comments to be included in the generated PDF. You can enter up to 100 characters.
    Enter necessary remarks other than the reason.

Setting Tags​

You can set tags for management.

  1. Select Tags
    Select the tags to be applied to the Goods Return Note being created.

    You can set Control Tags for internal data classification and operational notes.
    Control Tags are not visible to buyers.

    Enable the checkboxes for the tags you wish to set from the options.

    To create a new tag, please check How to Create a Tag.
    This explains the tag creation method in detail.

How to Create a Tag​

  1. Click Create Tag.
    The "Create a New Tag" modal opens.

  2. Input the following items:

    • Tag Code (Required)
      Enter a code to identify the tag.
    • Tag Name (Required)
      Enter the display name of the tag.
    • Description
      Enter a short description of the tag.
    • Tag Color
      Specify whether to set a tag color or not using the toggle button.
      • Set Color is enabled: Specify any color from the color picker.
      • Set Color is disabled: No color will be set for the tag.

  3. After confirming the input details, click the Create button.
    The created tag will be added to the options in Select Tags.

Setting Shipping Cost​

You can add a shipping cost to be included in the Goods Return Note.

  1. Click Add a Shipping Cost as needed.
    One line item input field for a shipping fee will be added.

  2. For each line item, input the following:

    • Display Name: Enter the display name for the line item.
    • Cost: Enter the amount for the line item.
    • Apply Taxes: Check the tax to be applied.

    The total amount is calculated as Cost + Applied Tax.

    Unnecessary costs can be deleted by clicking the trash can icon.

Setting Other Costs​

You can add other costs to be included in the Goods Return Note.

  1. Click Add Other Cost as needed.
    One line item input field for other costs will be added.

  2. For each line item, input the following:

    • Display Name: Enter the display name for the line item.
    • Cost: Enter the amount for the line item. You can also enter a negative value to treat it as a discount.
    • Apply Taxes: Check the tax to be applied.

    The total amount is calculated as Cost + Applied Tax.

    Unnecessary costs can be deleted by clicking the trash can icon.

Create the Goods Return Note​

After confirming the input details, click the Create button.

Upon successful processing, the Goods Return Note will be created.

Important Notes​

Amount Calculation when Applying to Invoices​

When applying a Goods Return Note to an Invoice, amounts treated as positive numbers on the Goods Return Note are subtracted from the billing amount.

Conversely, if an amount is added as a negative number in other costs, it will be added to the billing amount.