How to process a purchase order return in which the original supplier's invoice is paid by a credit card vendor

This article describes how to process a purchase order return in which the original supplier's invoice is paid by a credit card vendor.

Applies to:   Microsoft Dynamics GP
Original KB number:   933644

Step 1: Process the return by using credit in Purchase Order Processing

1. Process the return as you typically do in Purchase Order Processing in Microsoft Dynamics GP. To do it, select Transactions, point to Purchasing, and then select Returns Transaction Entry.
2. In the Type list, select Return w/Credit.
3. Enter the purchase order number, the receipt number, and the item number. Change the amount to the amount that is being returned. This step creates a credit memo in Payables Management in Microsoft Dynamics GP for the vendor from whom you purchased the items.

Step 2: Void the first credit memo

To apply the credit to the correct vendor in Payables Management, void the credit memo that you created in step 3 in the Step 1: Process the return by using credit in Purchase Order Processing section. To do it, follow these steps:

1. Select Transactions, point to Purchasing, and then select Void Open Transactions.
2. Select the vendor from whom you purchased the inventory items, and then select the credit memo that was created in step 3 in the Step 1: Process the return by using credit in Purchase Order Processing section.
3. Select the Void check box next to the credit memo that you want to void, and then select Void.

Step 3: Create a new credit memo for the credit card vendor

1. Select Transactions, point to Purchasing, and then select Transaction Entry.

2. In the Document Type list, select Credit Memo.

3. In the Vendor ID field, enter the credit card vendor ID.

4. In the Doc. Date field, enter the date.

5. If this transaction is to be saved and not immediately posted, enter a batch number in the Batch ID field.

6. In the Credit Memos field, type the credit amount.

7. In the Document Number field, type a document number.

8. If you want to immediately apply this credit, select Apply.

9. In the Apply Payables Documents window, locate the invoice that was created by the payment that was made by the credit card vendor. It's the payment that was made for the purchase of inventory items from the supplier.

10. Select OK.

11. Use one of the following steps:

    • If the transaction is in a batch that is to be posted later, select Save.

    • If the transaction is to be posted immediately, select Post.

    • If the transaction is in a batch that is to be posted immediately, select Transactions, point to Purchasing, and then select Batches. To locate the batch, select the lookup button, and then select Post to post the batch.

    • To apply the credit memo to the credit card vendor later, follow these steps:

      1. Select Transactions, point to Purchasing, and then select Apply Payables Documents.
      2. In the Vendor ID field, enter the vendor ID.
      3. In the Document No. field, enter the document number, or find the credit memo by using the left-arrow button or the right-arrow button.
      4. Find the invoice transaction, and then select the check box next to the credit memo that should be applied.
      5. Select OK.