Process for Returning Goods to the Manufacturer or Vendor

EPASS Support

03-Apr-2026

Process for Returning Goods to the Manufacturer or Vendor

Returning goods to a manufacturer or vendor is typically required when:

• A model was accidentally ordered.
• A damaged or incorrect model was received.

Solution:
The proper way to process a return in the system is by creating a negative Purchase Order (PO) for the item(s) being returned.

Steps

1. Navigate to Purchasing → Maintenance, click Add PO, select the supplier, and click OK to create a PO.
2. Select the PO created in step 1 & click on Order & Receive Only mode on the toolbar
3. Add the models to the PO, set Quantity Ordered = -1, and click OK.
4. Click Serial and attach the correct serial number for the item.
   Important: Delete the Original Supplier Invoice from the serial before clicking OK; otherwise, the PO will not appear on the PO-14 Report or in Serial Costing.
5. Click OK again to complete the negative PO.

1. Record Vendor Payment (Credit Memo) -Once payment or credit is received from the vendor, cost the PO:
   1. Navigate to Purchasing → Maintenance and search for the PO.
   2. Open the PO in Cost Only mode.
   3. Select the model line, click Serial, and enter the cost and supplier invoice.

1. Record the Credit Memo in Accounts Payable (AP)
   1. Go to AP → Transaction Processing → Add Invoice → OK
   2. Enter supplier information, amount, and supplier invoice.
   3. Complete the distribution, click OK, then Post AP Invoice.

Additional Tip:
You can run the PO-14 Report to see which POs are still outstanding.
Please click here to see how to run report.