From the wholesale module there is the option to create credit memo orders. A credit order is the return of a wholesale sale, or the return of a part of it. In the panel they are created from the NEW DEVOLUTION ORDER button on the wholesale sales list.
Although in this article we explain how to do it step by step, it should be noted that the process is exactly the same as placing a sales order but entering the quantities in negative value (instead of putting a 5 in case of sending 5 items, put a -5 since we are returning it).
Ordering requirements
It is important to have created the sale for which you want to make the credit.
Steps to create and place credit memo orders
Go to the side menu and click on the SALES button in the WHOLESALE section.
You will see the list of sales. Returns are listed in the RETURN PENDING and RETURN RECEIVED tabs. Click the NEW DEVOLUTION ORDER button at the top right of the screen.
Once inside the new return screen, you must fill in the following fields:
Customer*: the customer making the return. You can create it from the "+👤" icon or from the CONTACTS section.
Pricing Tier*: the price list that will be applied to the return.
Stock warehouse*: the warehouse the returned stock will go back to.
Sale warehouse: the warehouse, showroom or sample room from which the sales reps handled the return (optional).
Sales agent: the agent handling the return.
Period/Season*: the period in which the return is made, useful when analysing data. For example Spring/Summer in fashion or Black Friday 2021 in electronics.
Presale collection: the presale collection you want to link it to, if applicable.
Serial number*: the series that will identify the return (for example the "Return DV…" series). It can be configured from DEFAULT SERIAL NUMBER SETTINGS.
Delivery Notes Serial number: the series of the return delivery notes, generated as you receive them.
Start Shipping Date and Cancel Date: indicative dates for the return.
Recommended retail rate: shown as extra information when printing the catalog.
Invoice language*: the customer's language, used to print the order and catalogs.
Notes and Tags: extra information and tags to make future searches easier.
Once the mandatory fields are filled in (customer, stock warehouse, price list, period/season and serial number) click the CONTINUE button.
You will have changed tabs and now it is time to add the products being returned. You have 4 options:
Scan the barcode of any product.
Search in the search bar for the product code.
Click on the magnifying glass, select multiple products at once and use filters to go faster.
Create a new product with the product creator.
Once you introduce the items you want to sell, a matrix will be created with all the variants (sizes, sizes, colors, tastes, etc.), with a small box for each one, where you will have to introduce the quantity in NEGATIVE for each one of the variants that are being returned to us.
Next to the sorting options there is the VISUALIZATION option (eye icon), which lets you show or hide details such as prices, taxes, SKUs, stock and total shipped. If you negotiate prices with the customer, you can edit the price of each variant from here.
You also find below the sizes of each product variant the stock you currently have, to facilitate the sales order knowing the current stock.
You will observe that as you have been entering the amounts you will be showing the cost of the credit that have to return us, in real time, both at the product level and at the bottom of the page the total. In this price neither taxes nor discounts are still contemplated.
Once all the products have been entered, click the CONFIRM button so that the return stays in a pending-to-receive status.
In order to provide the customer with the order data, click on the top right menu, with three vertical dots, and you will be able to see the following options:
Create labels: in case the customer needs us to send him the labels, this option will pass all the products to the label creation section so that you can print them. For more information on how to create labels see the section on how to create labels.
Edit order: With this option, you will have the possibility to edit the order already confirmed in order to make corrections.
Update products: in case of making changes in the file of one of the products that you have already introduced, these will not be reflected in the current purchase for security reasons, a change in a product should never modify old purchases or sales. In case you really need to update the product of this subscription, you can delete the product and add it again, or click on this option to update products to update all of them.
Create a proforma invoice: in case you want the client to sign a proforma invoice, this option will create such invoice.
Print sales order with prices: allows you to print the order with prices. You can send you this file via e-mail if you want to be sure that you are in line with the prices.
Print sales order without prices: allows you to print the credit order without the valuation.
Print catalog: allows you to print the subscription order with more details about the products and including images.
Export Excel: This option allows you to download an excel with the order information that will be useful for our customer to enter the order data into their computer system.
Download images: This option downloads all the images of the products in the sale in a compressed file. It is useful if the customer wants the images to put them on his computer system or web page.
Steps to receive a return:
Go to the side menu and click on the SALES button in the WHOLESALE section.
Search from the search bar for the return you want to receive (or use the RETURN PENDING tab); you can use the order code, text that may be in the notes or even the code of one of the products you have just received.
Once inside the return, go to the delivery notes tab. In this list you will see the different delivery notes received for this return. To create your first delivery note click the NEW DELIVERY button.
Now you are on the delivery note page, where a box with several options appears at the top:
Serial number: autogenerated delivery note serial number, configurable from DEFAULT SERIAL NUMBER SETTINGS.
Status: delivery note status (receiving draft, received).
Shipping address, Notes (visible on the invoice) and Private notes.
Created by: user who created the return delivery note.
Received by: user who received the return delivery note.
Now it is time to start receiving the part of the subscription order that you want to send.
Once you have entered all the stock that has arrived, click the RECEIVE button. At this point all stock will be updated, adding the units you have just marked in the order.
The delivery note will move to Received status and the stock will enter the warehouse. If you made a mistake, you can undo it with the CANCEL RECEPTION button.
As extra options, you can autocomplete all pending items (useful for not having to go one by one) and print the delivery note (with or without economic valuation).