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Return to supplier

Return to Supplier, hereinafter refereed to as RTS, refers to the process which enables Organization Units to return products to a supplier (e.g. damaged or unwanted products). This new feature describes the process of handling the RTS orders of picking and shipping the order lines by use of the Return to Supplier user tasks.

How to create a Return to Supplier user task

At the moment an RTS order can be created in two ways

  • By use of the Companion App (see user manual RMA)
  • Non-Companion app entry: Using service PushSalesOrder

Functional description

Step by step description to create Return to Supplier user tasks and how to handle them:

  • Start the Companion app;
  • Login on an Organization Unit (e.g. a shop);
  • Navigate to RMA by use of the hamburger menu;
  • On the RMA page, validate the toaster message "Order type updated to: RMA.";
  • Add products to the cart by either scanning the barcodes or adding them via the product search.
  • After adding all the products that need to be returned to a supplier, click on the next button;
  • On the checkout page make sure to provide input for the required fields by use of the dropdown. An order remark can be added to the order optionally.
  • If all order requirements are met, the button Place order gets enabled. When the order is ready to be placed, click on the Place order button. After this step, a Return to Supplier user task gets generated for the originating Organization Unit.
  • Navigate to the Tasks tab on the companion app.
  • Below the All tasks section, click on Stock movement tasks
  • On the Stock movement tasks page look for the Return to supplier # user task and open it
    • Background information:
      • After a user has started a Return to Supplier user task, which is available for everyone, EVA creates a duplicate of the parent task and assigns this duplicate to the user.
      • At the same time a colleague can help pick the remaining order lines for the RTS order by opening the Return to supplier # task which is available for everyone. By starting this task, another duplicate is created. This task only shows the remaining order lines that are not yet picked.
      • For every completed Return to supplier user task a unique shipment is created.
      • Users without the FinalizeReturnToSupplierOrder functionality can only complete the Return to suppliers user tasks by picking remaining order lines and creating shipments until there are no order lines left to be picked.
  • (Dependent on the App:ReturnToSupplier:ShipmentCanHaveTrackingCode setting the user is prompted to scan a shipment label to set on the unique shipment and to get started with the user task. Scan the packslip after which the companion app proceeds to the user task. A toaster is shown "Shipment label saved").
  • On the Return to Supplier task page there are several elements to be aware of:
    • The Products section shows the list of order lines and quantities which the RTS order contains and need to be picked;
    • Products can be picked by either scanning the product barcodes (1 scan instantly picks all remaining quantities of that order line) or by (multi-)selecting the product card(s) the user would like to create a shipment for. After a product card is selected, a quantity selector is shown which can be used to partially pick the order line. The quantity selector only supports values greater than 0 and equal or below the maximum quantity on the order line. Selecting product card(s) enables the Add to shipment button. Clicking on this button moves the selected product(s) to the Picked items list.
  • The Picked items can be seen by clicking on the box icon in the top right corner. Clicking the icon shows the picked items modal. This modal can be used to get an overview of the picked items and allows the user to remove items from the picked items. This can be done by selecting the product card and clicking on the button Remove from selection.
  • Whenever the Return to Supplier task contains a large number of order lines, users may use the magnifying glass icon to open the Search for product modal. This modal allows the user to search for a specific product by either its product name or product number. Picking items from this modal works similar to the (multi-)selection method described above.
  • When the user has picked all the products or wants to create a shipment with the selection of picked products, the Return to supplier task can be completed by clicking on the Create shipment button. This will prompt the user to print a shipment receipt. This can be done by selection a station which has a thermal receipt printer attached. After the station of choice is selected, proceed by clicking the Print button.
  • As long as the Return to supplier task is not finalized, the parent task remains visible on the Stock movement tasks page until a user with the functionality FinalizeReturnToSupplierOrder creates a shipment and finishes the task. When this functionality is active on the user's role, the companion app shows a modal which prompts the user to finish the task. This will finish the task (including all duplicates) and ship all shipments that have been created for the order so far. Beware that finishing the return to supplier task when there are still remaining lines to be picked, these remaining lines will be cancelled on the order.
  • Dependent on the setting Orders:CreatePurchaseOrderFromReturnToSupplierOrderEVA automatically creates a Purchase Order for the destination Organization Unit to be received.

Configuration of Suppliers

Admin → Stock → Suppliers

Hierarchical configuration which looks at the parent Organization Unit that holds stock to select as Supplier in the RMA flow on the Companion app.

These can be either internal or external supplier relations.

Settings

Mandatory:

ReturnToSupplierSettings:EnableTasks enables the functionality if set to true on the Organization Unit to handle the Return to Supplier user task.

Orders:CreatePurchaseOrderFromReturnToSupplierOrder if set to true creates an automatic purchase order (SOPO = Sales Order - Purchase Order) for the related finalized Return to Supplier user task. This Purchase order can be received by the destination OU by use of the Admin.

Optional:

App:ReturnToSupplier:ShipmentCanHaveTrackingCode is an optional setting which decides whether scanning a packslip is required or not. If set to true the companion app reacts by showing an additional page to scan a packslip after opening a Return to Supplier user task.

ListReturnableSuppliersForOrderLegacyMode is a setting which enables a customer to support the legacy RMA scenario in which the configuration of suppliers is not going fully down the relation tree. If the supplier was 'Netherlands' which is a container OU, this will be returned, instead of the returnable OU's that are 'under' this container OU.

Functionalities

The Return to Supplier user tasks can be handled by users that have the functionality ReturnToSupplierOrders enabled on their role. This functionality allows users to start and complete the Return to Supplier user task.

Additional functionality to finalize the Return to supplier user task needs permission FinalizeReturnToSupplierOrder.

Additional notes:

  • Compared to the legacy RMA flow, where lineactiontype reserve is used, the new and improved RTS flow makes use of lineactiontype ship.
  • Stock mutations are committed after completing a Return to Supplier user task. This may lead to discrepancy of quantities in the RTS user task compared to the actual active stock in the store as carry out sales in the time in between generating the user task and finalizing it impact the stock.