Changing Credit Orders

To change a credit order you are working on

1. Command options appear once you are done entering line items:

• Add – Select Add to add additional line items to the credit order or to add or credit order line text. See Adding Credit Orders for more information on adding items to credit orders.
• Change – Select Change to change a line item already entered on the credit order.
  • Scroll to the line that needs to be changed and press Enter.
  • A Select An Option window will appear displaying the items originally invoiced. Select the item to be credited and press Enter.
  • For non-lotted and non-individually lotted inventory items, an invoice line item can only appear on a credit order once. If the product is returned to inventory or the message displays “Item already an add back on this credit!!! Press Space Bar.”
  • For lotted and individually lotted items, an invoice line item can appear more than once on a credit order, so that if a sale was made up of multiple lots, those lots may be returned to different lots or locations, but a lot may only appear on a credit order once.
  • If a standard cost item is being credited, where the standard cost has changed, the user will not be allowed to add back to inventory.
• Delete – Select Delete to delete a line item already entered on the credit order.
  • Scroll to the line item to be deleted; the line item will automatically be deleted.
• Text – Select Text to add description text to a line item. Highlight the line you want to add description text to and press Enter. Type the appropriate information and press Enter. The item name will reappear with an asterisk (*) indicating that text has been entered for this item. Both the item name and text entered will print on the order or invoice if the default settings in Shipping Options is turned on.
• Header - Select header to return to the header section to make changes to the credit order header information. Make changes to the highlighted fields as necessary The credit date cannot be changed if the Credit order is in a Ready status.
• Finish (X) – Select Finish(X) to finish the sales order. See Finishing a Sales Order for more information.
• Void – Select Void to void the sales order. See Voiding Sales Orders for more information.
• Exit – Select Exit to exit the sales order. The message line displays "Order was Changed!! Exit Anyway? No/Yes.”
  • Select no to abort exiting this sales order.
  • Select yes to exit without adding this sales order to the system.

2. Select the appropriate command option(s) to make the necessary change(s). Make your changes and press Enter when finished.

3. Command options will appear: select Finish(X).  See Finishing a Credit Order for more information.

To change a previously created credit order

1. Select Credit Orders from the Sales Menu. ASelect A Credit Order window with the following options will appear:

• EXIT – Select EXIT to exit the credit order screen.
• NEW CREDIT - Select NEW CREDIT to create a new Credit order
• PRINT – Select PRINT to print a list of all open, approved, and ready credit orders.
• A list of all Open, Approved, and Credit Orders with the following information
  • The credit order number
  • The date the Credit Order was entered.
  • The Credit Order Status
  • Open – The credit order is opened but not approved to invoice.
  • Approved – The credit order is approved but not made ready to invoice.
  • Ready – The credit order is ready to invoice.
  • The customer ID code
  • Invoice Number - The original Invoice number the Credit Order will be applied to.
  • The credit order date
  • The Amount of the Credit Order
  • The credit order reason description

Scroll down the list and select the credit order to change.

2. Command options will appear:

• Add – Select Add to add additional line items to the credit order. See Adding Credit Orders for more information on adding items to credit orders.
• Change – Select Change to change a line item already entered on the credit order.
  • Scroll to the line that needs to be changed and press Enter.
  • If the credit order is Open or Approved , both the quantity and the price can be changed for a Credit Only line. The quantity can be changed for a Return.
  • If the Credit Order is Ready the quantity returned must equal the committed quantity on the returned lot if the lot is committed to another transaction or has been used in Cost of Goods Sold . The quantity can only be decreased up to the quantity committed or used in Cost of Goods Sold. See Committed Inventory Inquiry and Cost of Goods Sold for more information. The quantity returned can be increased up to the available balance on the original invoice. A "CREDIT ORDER UPDATE ABORTED DUE TO LOT CHANGES " message along with a Select A Problem window will appear when the credit order is finished if the changed quantity returned is less than the committed or costed balance of the original credit order. The window will display the following fields:
    • Item - The Item Id of the item that was a problem.
    • Lot - The Lot Number with a problem.
    • Problem - The problem found with the lot
      • " xxxx.xx Available xxxx.xx Needed " will indicate the amount that must be returned on the credit order
      • "Std Cost addback not allowed - cost has changed " will indicate that the standard cost for the item being returned does not equal the standard cost assigned on the original invoice. To update the credit - change the standard cost for the item to equal the cost assigned on the original invoice, update the credit order , and then change the standard cost back to the new standard see Item for more information. You could also make the credit a credit only and do an inventory adjustment to return /addback the inventory at the current standard cost.
• Delete – Select Delete to delete a line item already entered on the credit order.
  • Scroll to the line item to be deleted; the line item will automatically be deleted.
• Text – Select Text to add description text to a line item. Highlight the line you want to add description text to and press Enter. Type the appropriate information and press Enter. The item name will reappear with an asterisk (*) indicating that text has been entered for this item. Both the item name and text entered will print on the order or invoice if the default settings in Shipping Options is turned on.
• Finish (X) – Select Finish to finish the credit order. Proceed to Finishing Credit Orders.
• Void – Select Void to void the credit order. See Voiding Credit Orders.
• Exit – Select Exit to exit the credit order. The message line displays "Order was Changed!! Exit Anyway? No/Yes.”
  • Select no to abort exiting this sales order.
  • Select yes to exit without adding this sales order to the system.

5. Once the necessary changes have been made use the Finish command option to finish the order and step through the printing and invoicing options. See Finishing Credit Orders for more information.

Note: Ready credit orders cannot be changed or invoiced if one of the line items was added back to inventory because the inventory that was added back may no longer be available or is committed to another transaction. The ready credit order must be invoiced in receivables and the necessary sales order, debit memo, credit memo, or inventory adjustment made to properly record the transaction.

For more information on the Credit Orders option see Credit Orders.

Security Required : Sales - Credit Orders