Dynamics 365 for Finance and Operations – Focusing on Purchase Order Returns

Once you have the Purchase Order process down pat, you already know about return orders and didn’t even realize it!  Sort of …

Return orders in D365 is a Purchase order with a negative quantity!  Voila!

Of course, as with anything in Dynamics 365 for Finance and Operations, there are multiple ways to do the same thing.  Read on to learn more!

Option 1

Original Purchase order

Navigate to Procurement and sourcing > Purchase orders > All purchase orders.

Open the original Purchase order used to procure the item being returned to the vendor.  Yeah, you can maintain a Purchase order even after it has been received and invoiced.  Cool huh?  And, best of all, the link between the original purchase and the return is forever captured.

Click Edit.

Click Add line.

Enter the item number of the item to be returned along with the quantity being returned, but with a minus sign in front of the quantity.

Purchase Order add line

Confirm the Purchase order.

Open the Receive tab of the Purchase order, to see Receipts list and Product receipt are now available.

Option 2

Ok, so the original Purchase was not recorded on a Purchase order in D365, or the items being returned cannot be linked to an original Purchase order.  No worries!  Create a new Purchase order and start fresh.

Navigate to Procurement and sourcing > Purchase orders > All purchase orders.

Click New.

Enter the PO Header details.

Click OK.

Enter the item number of the item to be returned along with the quantity being returned, but with a minus sign in front of the quantity.

confirm purchase order

Confirm the Purchase order.

Open the Receive tab of the Purchase order, to see Receipts list and Product receipt are now available.

Option 3

Navigate to Procurement and sourcing > Purchase orders > All purchase orders.

Click New.

Enter the PO Header details, and select Purchase type Returned order.

A new field will appear for the RMA number, which is required for a Returned order.

returned order

Click OK.

Enter the item number of the item to be returned along with the quantity being returned, but with a minus sign in front of the quantity.

Confirm the Purchase order.

Open the Receive tab of the Purchase order, to see Receipts list and Product receipt are now available.

The Purchase order will display in the Open Purchase order grid as a Returned order.

open purchase order grid dynamics 365

Additional functionality

Associate a reason for return with the negative quantity order line by opening the line details and navigating to the Setup tab.

setup tab

Maintain the correct delivery dates on the Line details, Delivery tab.

delivery tab

Update the Product description Text by navigating to the Line details, General tab.  Use this field to provide additional information to the vendor and/or warehouse.

general tab line details

Track the RMA number assigned to the return by the Vendor, by updating the Reference fields in the Purchase order header.*

reference fields

Remove the cash discount, by maintaining the Vendor cash discount field in the Purchase order header.

vendor cash discount field

Maintain the purchase price on the line to reflect the proper credit amount to be received from the vendor.

purchase price line

Include notes specific to the return order, using document management*:

notes document management

*For printing of this information, the field must be mapped to the proper reports/forms.

Have other Microsoft Dynamics AX/365 inquiries or needs? Visit our Help Desk Support page to see how our experts can help!

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