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Inventory Return Order Grid

The Return Order screen allows the User to create and manage Inventory Return Orders. Return Orders require a Vendor and a Warehouse, Equipment from the Warehouse can then be added to the Return Order. A Return authorization number for the Order may be specified.

Return Order basics video

Return Order tabs

Inventory Return Order

On the Return Order are the following tabs: Equipment, Activity/Remarks, Attachments, and User Defined Fields.

Adding a new Return Order

To create a new Return Order click the 'Add' button on the grid.

Add New Existing Equipment

When the Return Order form opens, add the Warehouse the Equipment will be returned to and the Vendor as well. Users may also specify a return authorization number if applicable. Add Equipment to the Order on the Equipment tab which will appear in the grid with status set to 'Returned'.

  • The Warehouse on the Return Order Form Header is only a placeholder, a default value. It is used for the Warehouse Picker on the Return Order Process form (when you decide to Repair/Replace/One-Way the line item). You can change that Warehouse selection to an alternate and the Repair/Replace Equipment will be stored to that Warehouse. There is no additional logic behind this field.
  • The Vendor selection filters which Equipment Catalogs can be added to the Return Order. It is not possible to return something to a vendor that can't be ordered from that vendor

The status of the Return Order must be set to 'Open' in order to receive Equipment back into Inventory. When you receive items back from repairs/replacement, select their lines from the Return Order and click the Process Item(s) button. You can do multiple at once if you wish.

Manage Return Order Equipment Received

Within this form, you can use the Edit Selected button to update incoming items' conditions and return statuses (Repair or Replace) as well as assign new Serial Numbers and Asset Tags. You can also quickly switch the Repair or Replace status using the Repair , Replace  or One Way buttons to change selected rows' return status. Lastly, you can change the destination Warehouse of the received items. You'll be limited to the Warehouse selected for the Return Order, and its descendant Warehouse Locations.

Manage Return Order Equipment Received

When you're finished making adjustments, click the Save and Close button. You'll be warned that the action cannot be undone. Confirm to continue, and your item is placed back into Inventory at "Unassigned" status.

Closing The Order

You can close the Return Order at any point after it is Open. Once all anticipated items on the Return Order are processed, closing finalizes the Order, and it cannot be reopened. Sometimes you may be returning items with no expectation of repair or replacement. The Order keeps track of when and where "Returned" Equipment was sent back. In the sample above, the last visible record would be left out of Inventory because it was Returned with no further action taken. This is made Explicit with the requirement to click the One Way button.


Return Order Form Buttons

Add to Order

To use theAdd to Order button the Return Order must be at a 'Pending' Status.

  1. Click theAdd to Order button.
  2. This will open the 'Add New Existing Equipment' form.
    Add New Existing Equipment
  3. Select the Equipment from the grid to be Returned.
  4. Click the Save and Close button.

The Equipment will now be added to the grid on the Equipment tab. The Return Order can be advanced when all Equipment has been added.

Remove from Order

To use the Remove from Order button the Return Order must be at a 'Pending' Status and there must already be some Equipment in the grid.

  1. Select the Equipment from the grid to remove from the order.
  2. Click the Remove from Order button.
    Note: This will only remove the association of the Equipment from the Return Order and will not delete the Equipment or the Return Order.

Process Items(s)

To use theProcess Item(s) button the Return Order must be at an 'Open' Status.

  1. Select the Equipment to be processed.
  2. Click theProcess Item(s) button.
  3. This will open the 'Manage Return Order Equipment Processing' form.

    Manage Return Order Equipment Processing

From this form, the User can adjust some key options before receiving an item for tracking reasons. The User can assign incoming repaired/replaced Equipment to any Warehouse. If an item was received on a different date then the current date, the User can edit the 'Received Date' here as well. Selected items from the Order cannot be processed here with individual Warehouse and Date assignment. All items selected for this form will be processed with the set values. To set different Warehouses or Dates, select appropriate items separately.

Edit Selected

The User can modify the 'Action', 'Asset Tag', 'Serial Number', 'Equipment ID', and 'Condition' by following these steps:

  1. Click the Edit Selected button.
  2. This will open the 'Manage Return Order Equipment Received' sub-form.
    Manage Return Order Equipment Received
  3. Select the Action using the drop-down, either Repair or Replace. The difference is explained on the Return Order wiki.
  4. If desired change the Asset Tag, Serial Number, and Equipment ID.
  5. Select the 'Condition' with the drop-down, either 'New', 'Used', or 'Refurbished'.
  6. Click the Save and Close button.
Repair

When the User clicks the Repair button, it processes the Equipment as the same physical inventory, updating the record to reflect that the Inventory was edited.

The User can add the 'Repair' option to the 'Process As' Field by following these steps:

  1. Click theRepair button.
  2. This will insert 'Repair' into the 'Processed As' Column.
    Return Order Equipment Processing

3. When the Repair  button is selected this states that the same Equipment must come back after the Equipment it has been returned.

Replace

When the User clicks the Replace button, PCR-360 generates a NEW Equipment record whereas Repair updates the original Equipment record.

The User can add the 'Replace' option to the 'Process As" Field by following these steps:

  1. Click the Replace button.
  2. This will insert 'Replace' into the 'Processed As' Column.
    Manage Return Order Processing Form
  3. When the Replace button is selected this states that different Equipment is expected back after the original Equipment has been returned.

       In the data sample below, one item was Replaced while the other Repaired. The Return Order keeps track of all outgoing and incoming Equipment records related to that particular Order, so replacements are also listed on the Order.

Return Order Equipment Grid

One Way

The One Way button appears on the Return Order form. Processing a Return Order item as One Way tells PCR-360 that an item is being returned completely and there is no expectation of that item being placed back into Inventory. This sets the Equipment record to Returned.

The User can add the 'One Way' option to the 'Process As" Field by following these steps:

  1. Click the One Way button.
  2. This will insert 'One Way' into the 'Processed As' Column.
    Manage Return Order Processing
  3. When the One Way button is selected this states that no Equipment is expected back after the Equipment has been returned.

When finished click the Process button. Confirm this is the action desired at the prompt. Once the Equipment is 'Processed' the status will be set to 'Unassigned'. When all the Equipment has been Processed, the Status of the Return Order

can be set to 'Closed'.


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