Window Returns to Suppliers

The Return to Suppliers List window is the fundamental starting point for managing all merchandise exits intended to be returned to suppliers. Designed to centralize and organize the return processes for defective, surplus or non-compliant products, this interface allows for a panoramic and updated view of the status of each return management. From here, users can quickly access the history, filter them by their status, such as pending, authorized or received by the supplier, and perform efficient operational tracking that serves as the basis for account reconciliation, warranty management and quality control of purchases.

This window not only facilitates consultation, but it is also the central module for executing key actions in the purchasing cycle and inventory control. It allows generating new return requests from entry documents (such as purchase orders or receipts), reviewing their complete details, managing the necessary authorizations and tracking the supplier's response (such as the issuance of a credit note). Its structured design guarantees documentary control of exits for this concept, optimizes resource recovery and ensures complete traceability, from the receipt of defective material to the agreed solution with the supplier.

The Return to Suppliers List window is designed to display all merchandise return documents to suppliers generated by the company. This window is divided into 2 sections:

Upper Section: Displays a list of return documents, with document number, supplier name, process status (e.g. pending, sent, closed), total value to recover and creation date.
Lower Section: Displays all items included in the selected return. Product code, name, units to return, reason for return and reference value.

By right-clicking on the upper section, a pop-up menu appears with the options:

Export to Excel: This option generates a downloadable Excel file with the list of returns.
Print: Allows printing the list of return documents to suppliers.
Filters: Allows displaying only returns according to the user's search criteria. By date, supplier, status, related purchase order number, etc.
Remove Filters
Convert Document: Allows creating a new document from the selected document. The current document will not be modified. With this option, you can duplicate the return or convert it into another type of related document, such as an internal transfer to a "quarantine" area or a purchase request for replacement.

At the bottom of the window, there are 3 buttons:

New Return: This option allows creating a new Return to Supplier document, typically selecting items from a previous receipt or purchase invoice.
View Return: Opens the return document in Edit or View mode, allowing you to review the details and history of the management.
Delete: Deletes the selected Return document. Only documents that are in the initial state (pending) and have not been sent or processed can be deleted.

Lifecycle of Returns to Suppliers

The Return to Supplier document follows a flow of states that reflects the logistical and administrative process with the supplier:

DRAFT / OPEN: Initial state. The document has been created with the items and reasons for the return, but it has not yet been formalized or sent to the supplier. The inventory of the products to be returned may be reserved or still in the general warehouse. The document can be modified or deleted.

CLOSED / RECONCILED: Final state. The supplier has accepted the return and has issued the corresponding credit note or has replaced the merchandise. The transaction is completely resolved from an administrative and accounting point of view. A Closed Return cannot be modified.