Receiving from supplier – returned claim from supplier

Any repaired or replaced product that is received from the supplier after a previous claim must be received to stock again. This is the only way that enables the product from the claim to be issued to the customer at a later date. This is done using the document Returned claim from supplier.

The person responsible receives the repaired product from the supplier and the attached packing slip (see the example image below). The person responsible receives the product to stock and archives the attached document in PANTHEON.

CASE SUMMARY The supplier Emendo sent a repaired tent LARA3, which had been previously received to service. The supplier also enclosed the packing slip for the product sent. The person responsible, Sandy Service, enters the receipt details, receive the product to stock and archive the supplier's packing slip to the documentation. This is done as follows: Creating a receiving document Entering data into the header of the returned claim from supplier Entering data into the item lines of the returned claim from supplier Checking the value of the returned claim from supplier and entering notes Archiving the attached documentation to PANTHEON Creating a returned claim from supplier report

1. Creating a receiving document

To create a returned claim from supplier, the person responsible opens the menu Service | Receiving | From supplier and selects the corresponding document type: 1400 - Returned claim from supplier.

The form Returned claim from supplier opens, where the person responsible clicks the toolbar button (Insert record).

2. Entering data into the header of the returned claim from supplier

In the document header, the person responsible selects the supplier, fills in and checks the details of the claim.

In this case, the supplier attached a packing slip to the repaired product and sent both by post.

The person responsible enters the details of the packing slip in the field Record, in this case the packing slip number 22/0064. The date of issue of the packing slip is entered in the field Date.

From the drop-down list of the field Deliver via, the person responsible selects the option P - Postal.

In the field Department, the person responsible enters the department that received the product and document, in this case: Services.

3. Entering data into the item lines of the returned claim from supplier

The person responsible then enters the item lines on the Returned claim from supplier document. The item lines contain information about the items that are received to service, because they were repaired or replaced.

The product from the customer claim was sent for repair, which was also recorded in PANTHEON using the document Claim made to supplier. The documents Claim made to supplier issued to the selected supplier are shown in the section Unsolved claims on the tab Lines.

By double-clicking the selected item LARA3 in the column Item, the item line from the document is added to the section Returned goods, where the person responsible specifies the quantity of items received in the column Quantity.

After adding an item line to the section Returned goods, the item line is also shown on the tab Lines. The selected item is no longer displayed in the section Unsolved claims.

HINT You can also add an item by typing it directly into the item line on the tab Lines or by using the button Find doc.

The remaining information in the item line is automatically populated from the previous linked documents. In the field in the column Cost ctr., the person responsible selects Services from the drop-down list.

4. Checking the value of the received customer claim and entering notes

In the footer of the window Returned claim from supplier, the person responsible keeps track of the value of the returned claim from supplier. The value entered in the field Total shows the total value of all valuation prices in all item lines of the document.

In the field Document note, the person responsible enters a meaningful note.

5. Archiving the attached documentation to PANTHEON

The person responsible then imports a copy of the attached packing slip into the PANTHEON documentation.

To import the photo and the claim report, the person responsible opens the tab Documentation and double-clicks the empty field in the column Document of the empty row.

A window Open appears on the screen, as shown in the image below. In the window, the person responsible searches for the desired file and adds it to the Documentation using the button Open.

Then, the document type, the date of validity and the name of the attached document is specified. The document is thus archived in PANTHEON.

6. Creating a returned claim from supplier report

Once the person responsible has entered all the necessary data, a receiving slip is created for internal records. This is done by clicking the button Report at the bottom of the window Returned claim from supplier or by selecting the toolbar icon (Reports).

This opens a report window, where the report can be exported to the desired format (such as PDF, as shown in the image below) or printed using a connected printer.

IMPORTANT Localized images for this page have not been generated yet and will be inserted at a later stage.