Creating a debit memo in Purchase Order module for returned items on PO


We had an employee try something new, and entered a bunch of returns using the PO module. These are outstanding in Purchasing Clearing. The credits from the vendor were processed via A/P directly to COGS. I'd like to invoice these returns, and get them out of purchasing clearing, even though I'd have to write them off from the vendors account subsequently. However when I go into Purchase Order> Process Receipt of Invoice and attempt to create a debit memo, the PO with open returns shows nothing available to invoice. Any suggestions? Thanks.

  • 0

    The returns may have been marked as return for credit instead of replacement, so review your line quantities. Unless these were actually shipped out of the warehouse(s), your inventory could also be affected if they were marked return for replacement. You're best approach to reconcile it all might be to manually close the POs and create GL entries directly against the purchases clearing counts and COGS accounts that were used for the AP credit offset. From your description, it would appear the vendor credits were already processed. Hopefully the vendors know that as well.

  • 0 in reply to Contefication

    Thanks, what you describe is more or less how we have been doing it, but I think I just figured it out. When we go into "Process Receipt of Invoice" we have to select debit memo, and then only click on the return lookup, without providing a vendor or PO#, and then it seems to work fine. Really weird, I just got lucky when I did that accidentally. . 

  • 0 in reply to Vrooom

    The vendor should only restrict the data appearing in the PO or Rtrn lookups. Although the interface allows you to select either a PO or Return, it must be one or the other. The PO and Return lookups allow you to select the associated line data from one document type or the other. There are also restrictions on the data depending on the document type: Invoice, Credit Memo, Debit Memo.

    This is an excerpt from some older documentation but it seems to explain the features more effectively than application help.