This process transfers the details of the original returns transaction to a new transaction which reflects the correct Return Authorisation and claim reference number so that matching can take place.
When a claim is created for a return the system generates an R/A (returns authorisation) number and claim reference number. The warehouse transaction must use the same RA number in order to match these two transactions. A situation may arise where the warehouse receives a physical return from a customer before the claims authorisation has been passed through to the warehouse. The claim may or may not have been raised on the system. So, other may use an incorrect quantity or an incorrect item.
The transfer can only take place if the status of the returns transaction is OW (Receiving into Warehouse) and the receiving process has not been confirmed (F17 to complete).
This process is subject to User Access Restrictions. Refer to User Access/Restrictions documentation for more information on this feature.
A dummy customer number can be used if a Return is received but the warehouse is not sure of the customer. This might be necessary if it is important to have the stock on the system as soon as possible.
Transfer returns to another claim
- In the menu, expand Base Modules > Distribution > Debtors & Claims > Claims > Entry and double-click Returns Maint (After Receipt). DSE122 Returns Maintenance panel appears.
- Enter claim reference number for the return which is to be transferred.
- Click OK to confirm the selection. DSE122 Returns Maintenance main panel appears.
| Function | Description |
| Change customer | Access Return Maintenance – Change customer to transfer claim details to correct customer. |
| Option | Description |
| Transfer | Access Return Maintenance – Transfer, to transfer RA to new but existing claim. |
- Select the item to be transferred and right click option Transfer. DSE122 Returns Maintenance – Transfer panel appears.
| Field | Description |
| Claim ref no | Enter new claim reference number where current selected item details are to be transferred. |
| Customer | Name of the customer to which item details are to be transferred. Enter either claim ref no or combination of customer and customer claim number. |
| Cust claim no | Enter customer claim number to which item details are to be transferred. |
- Enter the above information, as necessary.
- Click OK to confirm. Selected item details are transferred to new customer claim details.
Transfer claim to correct customer
- In the menu, expand Base Modules > Distribution > Debtors & Claims > Claims > Entry and double-click Returns Maint (After Receipt). DSE122 Returns Maintenance panel appears.
- Enter claim reference number for the return which is to be transferred.
- Click OK to confirm the selection. DSE122 Returns Maintenance main panel appears.
- Click function Change customer. DSE122C Returns Maintenance – Change customer panel appears.
- Key in customer number and billing number against which current claim details are to be transferred.
- Click OK to confirm the changes. Selected claim details are transferred to correct customer.
| Note | This program will also allow the billing account to be changed. If the user enters a customer number and searches on the billing account, the system will retrieve only valid billing accounts for that customer number. There is now validation to prevent an invalid customer/billing combination from being entered. If the billing account field is left blank, then the default billing account is used. |
