Understanding the RTV Business Process
This chapter provides an overview of the return to vendor (RTV) business process and discusses how to:
Set up RTV processing options.
Create RTV transactions without purchase orders.
Create RTV transactions against closed purchase orders.
Select RTV Source Details.
Enter RTV transactions.
Dispatch and print RTV transactions.
Use the Return to Vendor (RTV) EIP.
Reconcile RTV transactions.
Inquire about RTVs.
Understanding the RTV Business Process
There are a variety of business reasons for initiating a vendor return. You may receive defective materials, too many items, items shipped in error, or items that you no longer require. When you return goods or services purchased from a vendor, you enter an RTV transaction in PeopleSoft Purchasing. Typically, this RTV transaction specifies the purchase order from which the materials were acquired; however, returns can be processed in PeopleSoft Purchasing without referencing the original purchase order if this detail is no longer available.
To initiate the RTV process, identify the items being returned to the vendor by entering descriptive information such as the vendor ID and vendor RMA (return material authorization) number in the RTV component. These pages provide various selection criteria that enable you to locate the correct purchase order or receipt line and other information to process the return. An RTV transaction can impact other areas such as inventory levels, payables credits, assets, and vendor performance statistics. You can use a streamlined RTV process for inventory and subcontracting transactions.
These are the basic steps in RTV transaction processing:
If available, determine the source purchase order and receipt to associate with the RTV.
Create the RTV using the Return to Vendor page and related pages.
Ship the return to the vendor.
Close the RTV transaction using the RTV Reconciliation Application Engine process (PO_RTVRECON). This prepares the RTV for PeopleSoft Payables processing.
Run the Voucher Build Application Engine process (AP_VCHRBLD) to stage the adjustment voucher.
Create the adjustment voucher in PeopleSoft Payables.
This diagram illustrates a more detailed view of the process:
RTV process overview
See Also
Item Rejection Versus Item Returns
In PeopleSoft Purchasing, rejecting an item is different than returning an item using a RTV transaction.
When you reject an item during receiving, the item is never recognized as a part of the accepted quantity in the system. For example, suppose that one of the items delivered to the receiving dock has been crushed beyond recognition, you reject the item, and have the carrier take it back. This item quantity is entered into the system as a rejected quantity and is not included in the accepted quantity.
When you return an item using an RTV transaction, the item has already been entered into the system as a part of the accepted quantity. As an example, suppose that you received, accepted, and moved an item to an inspection location. If this item fails inspection, return it to the vendor by creating an RTV transaction.
There are two reject actions in PeopleSoft Purchasing: credit and replace. When you enter a rejected quantity, the purchase order schedule remains open in anticipation of receiving the replacement items for the rejected quantity. Both the credit and replace reject actions result in the same action to the receipt (receipt quantity minus the reject quantity equals the accepted quantity). No further processing is associated with the action. As a result, neither RTV transactions nor debit memos are generated for receipts where the items are rejected on the receipt.
There are three return actions in PeopleSoft Purchasing used by RTV transactions: credit, exchange, and replace. You can create a debit memo for the returned item during the RTV process. You can define this option while defining a vendor's procurement options. at the vendor location and at the PeopleSoft Payables business unit level on the Payables Definition - Voucher Build page. To view the default settings, see the Return To Vendor Defaults page. Based on these settings, the payment process either creates a separate debit memo or adds the debit to the vendor balance and lists the debit on the remittance advice.
The RTV Debit Memo check box does not impact the creation of the adjustment voucher in PeopleSoft Payables. You create the RTV transaction based upon the setting for the RTV Adjustment Option field on the Payable Definition - Voucher Build page, where you can specify the voucher build criteria for the business unit.
Values are:
No Adj: The Voucher Build process does not select or create an adjustment voucher from the RTV transaction.
Create: The Voucher Build process selects and creates an adjustment voucher from the RTV transaction.
Stage: The Voucher Build process selects and stages an adjustment voucher from the RTV transaction.
The adjustment voucher is staged or held in the Quick Invoice Entry component until you update the adjustment vouchers build status to To Build on the Quick Invoice page.
Note. If you reject items and also return the same items originating from the same source purchase order, the net receipt quantity is reduced twice. The reject quantity that you enter at receiving is deducted from receipt accept quantity and the net receipt quantity. The return quantity is updated for RTV transactions during inspection, or the RTV process updates the receipt return quantity and may be deducted from the net received quantity on the receipt depending on the return action and the RTV Adjust Source check box selection. Because the reject has already been accounted for in its own transaction, do not include it in the RTV transaction.
See Also
Setting Up PeopleSoft Payables Business Units
Running the Voucher Build Process and Reviewing Messages
Return Actions Review for RTV Transactions
The PeopleSoft Purchasing RTV business process supports three types of return actions: return for credit, return for exchange, and return for replacement. You can make these types of returns against closed purchase orders.
To enter adjustment fees for the RTV transactions, select the RTV Adjust Fees check box on the Purchasing Definition - Business Unit Options page.
If you select the RTV Adjust Source or RTV Adjust Fees check box, this is reflected on the Return To Vendor Defaults page.
Return for Credit
A return for credit involves returning the items to the vendor without requesting replacements. When you designate a vendor return as a return for credit, you can elect to have the system automatically create a debit memo, eliminating the need for manual intervention.
A return for credit is not available for receipts which originate from a purchase order that is using a procurement card as the payment method.
Return for Exchange
This type of return indicates that a different item is being substituted in exchange for the original item ordered. This enables you to exchange item A for item B from the same vendor or exchange item A for the same item from a different vendor. When you return an item for exchange, the return portion of the exchange is handled like a return for credit. If you want, the return can be made against a closed purchase order. Then, manually enter the order portion of the exchange on a purchase order. You can order the item on a new purchase order or on a new line of an existing purchase order. The return for exchange remains open in the system until it is matched with the new purchase order or new purchase order line.
Return for Replacement
This type of return indicates that the vendor is shipping the same items to replace the original returned goods. You receive these replacements against the original purchase order. For replacement returns, select the RTV Reopen PO check box on the Purchasing Definition - Business Unit Options page to reopen the affected purchase order.
For replacement returns, select the RTV Adjust Source check box on the Purchasing Definition - Business Unit Options page to adjust the net received quantity on the receipt automatically. You can also select the RTV Adjustment Voucher field on the Payables - Voucher Build page, as well as on the Return To Vendor Defaults page.
Note. If you process either a Return for Credit or a Return
for Exchange action for a contract line item, and the original purchase order
(either the purchase order selected or the purchase order associated with
the receipt selected on the RTV document) references that contract, the RTV
Reconciliation process updates the line amount and quantity to reflect the
return.
If you process either a return for credit or a return for exchange action
for a contract category line, and the original purchase order, either the
purchase order selected or the purchase order associated with the receipt
selected on the RTV document, references that contract category line, the
RTV Reconciliation process updates the category released amount and quantity
to reflect the return.
If you process either a Return for Credit or a Return for Exchange action
for a contract with open references, and the original purchase order (either
the purchase order selected or the purchase order associated with the receipt
selected on the RTV document) references those open references, the RTV Reconciliation
process updates the open item reference amount.
The RTV Reconciliation process updates the contract total amount once
the RTV line status changes to shipped.
See Also
Establishing PeopleSoft Purchasing Business Units
RTV Data Change Review
When you save an RTV record, the system performs several edits and updates:
An RTV ID is assigned to the return.
The RTV ID along with the PeopleSoft Purchasing business unit is used to identify the return transaction uniquely to PeopleSoft Purchasing and to retrieve information within the system.
If the return is for replacement, the net quantity received on the receipt for each item associated with the return is updated if you selected the RTV Adjust Source check box on the Purchasing Definition - Business Unit Options page.
The quantity returned on the receipt is adjusted by the quantity returned, and the original receipt quantity is retained in the Quantity Received field for audit and analysis purposes. The receipt accept quantity remains unchanged, as it is used by PeopleSoft Payables matching.
This table lists the system actions that are invoked by saving an RTV transaction with various combinations of return actions and adjustment defaults. Adjustment defaults appear on the Return To Vendor Defaults page.
|
RTV Adjust Source |
RTV Adjustment Voucher |
Return Action |
System Action |
|
Y |
Y |
Credit or Exchange |
The return quantity on the receipt record increases according to the quantity returned. An adjustment voucher is created. |
|
N |
N |
Credit or Exchange |
The return quantity on the receipt record increases according to the quantity returned. |
|
Y |
N |
Credit or Exchange |
The return quantity on the receipt record increases according to the quantity returned. |
|
N |
Y |
Credit or Exchange |
The return quantity on the receipt record increases according to the quantity returned. An adjustment voucher is created. |
|
Y |
Y |
Replacement |
|
|
N |
N |
Replacement |
The return quantity on the receipt record increases according to the quantity returned. If you select the RTV Reopen PO check box on the Purchasing Definition - Business Unit Options page and the purchase order is closed, the header status changes to Dispatched. The line, schedule, and distribution statuses change to Open. |
|
Y |
N |
Replacement |
|
|
N |
Y |
Replacement |
|
Inventory Return Records
If you installed PeopleSoft Inventory and the items to be returned to the vendor are in PeopleSoft Inventory, an inventory issue transaction is required to ship the items back to the vendor. When the RTV line disposition is Ship, inventory personnel use the Express Issue page to specify and record the exact inventory being returned, including the current material storage location. If the RTV line value is Destroy, the goods are removed from inventory using the inventory adjustment function instead of an express issue.
Items designated for vendor returns may be physically stored separately from other stock. This material may have been determined to be defective or inadequate after inspection, and subsequently stored in quarantined or return staging areas until the vendor grants authorization to return the goods.
When goods are returned from PeopleSoft Inventory, an RTV transaction is recorded in the Inventory Transaction table. Running the Transaction Costing process creates a costed transaction line, and if appropriate, creates a Purchase Price Variance transaction.
A streamlined (express) process for returning goods to vendors is also available for inventory-related transactions. This process eliminates the need to go back and forth between PeopleSoft Purchasing and Inventory when processing returns to vendors.
See Also
Creating Online Orders Using Express Issue in PeopleSoft Inventory
Making Stock Quantity Adjustments and Transfers Within the Business Unit
Return to Vendor Streamline ProcessingYou can use return to vendor streamline processing options when returning goods to vendors for inventory-related transactions. This process eliminates the need to go back and forth between PeopleSoft Purchasing and Inventory and simplifies several inventory reduction options to a single step. Also, return to vendor transactions between PeopleSoft Purchasing and Production Control subcontracts can use streamline processing. Subcontracting is a production process where components or end items are sent to outside vendors for end-item processing, such as a rework or an inspection. When a vendor return is necessary, the subcontracting process applies the return as scrap when the return is for credit.
Note. The RTV Streamline feature is an optional feature, and you can still use the manual multistep method of returning inventory or subcontract items to the vendor.
Using streamline processing for vendor returns, you can:
Use the Express option and ship or scrap goods immediately using the Source Information tab on the Maintain Return To Vendor page in Purchasing.
This is the RTV process option that by creating data-collection transactions causes the inventory issue (automatic issue) or adjustment (automatic adjustment) action to be performed from the PeopleSoft Purchasing RTV component.
Use the Fulfillment option to schedule the fulfillment process and generate a pick plan for warehouse personnel to pick and ship goods back to the vendor.
This is the RTV process option that by creating material stock request transactions causes the RTV transaction to be processed through the PeopleSoft Inventory fulfillment process.
Create data-collection transactions for subcontract related transactions that cause the subcontract completions or negative completions action to be performed from the PeopleSoft Purchasing RTV and Receiving components.
Subcontract or outside processing for items represent services provided by vendors. These items can be noninventory items that represent the actual supplier contribution in the build process. The subcontract item appears on the purchase order and accounts payable invoice. Subcontracting is the manufacturing environment where part of the manufacturing process is processed outside or subcontracted. This is when a customer maintains and manages an internal manufacturing environment, dealing with production IDs, bills of materials, and routings.
Send automatic notifications to warehouse personnel when the Manual option is being used for inventory lines on the RTV.
The Events and Notifications function generates and issues the email notification messages and worklist entries. When the inventory manager has been notified, the system updates the notification status on the RTV.
Using the Express inventory process option on the RTV line and when the RTV line disposition is Ship, the RTV component creates the material stock request in a Shipped status, creates shipping documents, such as the packing list, and dispatches the RTV transactions to the vendor, all in one step. When the return line disposition is Destroy, you can use express processing to create the Inventory return to vendor, adjust inventory balance, and dispatch the return transactions to the vendor at the same time. The system makes parallel changes in PeopleSoft Inventory for the processing of issue and adjustment transactions related to PeopleSoft Purchasing RTV express processing.
Note. The RTV Streamline feature is not enabled when the PeopleSoft Inventory business unit uses an external warehouse control (Warehouse Management System (WMS)). The system cannot synchronize balances for express issue and adjustment functions performed within PeopleSoft Inventory. You use the Inventory Business Unit Options page to set external warehouse control for an Inventory business unit.
To set up RTV Streamline functions, you begin by defining user preferences and business unit options. These settings define default values that the system uses for RTV express processing. After you establish default values, you use the Add/Update RTV component to maintain the dispatch option and source information for express processing.
Using the dispatch option, you define how to dispatch the RTV. This can be either manually or when the RTV is shipped. Manual processing requires that you submit the RTV Dispatch/Print process from the Process Scheduler. When RTV is shipped value is selected, the system automatically submits the RTV Dispatch/Print process when the RTV status is set to Shipped.
Source information includes the PeopleSoft Inventory process and status, and subcontract details. The Inventory process defines how the system processes each RTV line in PeopleSoft Inventory. When you use manual processing, you must use the PeopleSoft Inventory Express Issue component to issue Inventory returns being shipped to the vendor when the line disposition line is Ship. Or, when the line disposition is Destroy, you must use the Inventory Adjustment component to adjust balances for PeopleSoft Inventory returns.
The Express Inventory process enables RTV Streamline processing for a RTV line that is based on the line disposition. The system performs parallel processing in PeopleSoft Inventory with the express option. An Inventory Fulfillment process is also available when the line disposition is Ship. This enables parallel processing for material stock requests in PeopleSoft Inventory.
A subcontract streamline option is also available when the production ID has a value. Subcontract processing is described in the next section.
See Defining Receivables User Preferences.
See Creating Business Unit Options.
This list provides a high-level overview of how you would set up and use the RTV Streamline feature to complete a purchase order receipt inspection that requires a return to vendor. You:
Set the user preference RTV Inventory Ship Option field value to Express.
Create and dispatch a purchase order for an inventory-related line that requires an inspection.
Receive the purchase order and putaway the stock to inventory.
Open the receipt using the PeopleSoft Purchasing Inspect Receipts component, and enter the receipt quantity as the inspection quantity.
Click the RTV Setup link and complete the fields on the RTV Setup page.
Information on this page includes the RTV quantity, reason code, and rejection action.
Click the RTV Create button and the system creates the RTV.
Access the RTV using the RTV Add/Update component.
The system displays the RTV you created using the Inspect Receipts component. The Inventory Process field value is Express and the INV Status field value is Processing.
You can now dispatch the RTV and process PeopleSoft Purchasing and Inventory transactions in parallel.
The next diagram illustrates the streamlined process flow for RTV goods where, based on inventory details, you can ship, destroy, or fulfill returns to vendors:
Streamlined RTV processing for use with inventory transactions
Streamline Subcontract Processing
In manufacturing environments where part of the manufacturing process is subcontracted, you generally maintain and manage an internal manufacturing environment that processes production IDs, bills of materials, and routings. You can use Purchasing RTV express processing where data-collection transactions, such as subcontract completions or negative completions, can be processed at the same time for PeopleSoft Purchasing and the Receiving component. Subcontract items represent services provided by a vendor. These items can be noninventory items that represent the actual supplier contribution in the build process. The subcontract item appears on the purchase order and PeopleSoft Accounts Payable invoices.
To use streamline subcontract processing, the system provides:
A Subcontract Streamline feature setting in user preferences.
A Streamline check box on the RTV line when the production ID has a value.
The system automatically deselects the Streamline check box if the setID for the RTV business unit does not exist in the data collection setup.
Validation routines to ensure that values such as serial ID, lot ID, and production ID are valid in the PeopleSoft Inventory business unit.
A link to storage locations so that storage areas and storage levels for inventory-related RTV detail rows so that you can specify the picking location.
Support for negative production completion and scrap streamline for subcontract RTVs so that you can process the RTVs when completions are finished for the associated receipt.
This is accomplished using data-collections functionality to process subcontract-related RTV lines. You enable the functionality using the Receiver / RTV Setup link on the Procurement User Preferences page. Select the Subcontract Streamline check box option on the Receiver Setup page. The RTV component creates data-collection transactions for negative production completion and production scrap for the operation that you are returning against. The system automatically submits the Production Completion process to the Process Scheduler to complete the return.
When the source for a RTV line is a receipt line that is serial or lot controlled, you must select the appropriate receipt detail row that contains the serial or lot ID from the time of receipt. That value is then copied to the RTV detail row. The system copies the serial and lot control indicators from the receipt line to the RTV line, after which you cannot change the RTV line. The serial and lot control is always deselected for subcontract RTV lines when the operation sequence is not the last operation sequence.
The serial ID and lot ID appear for lot- and serial-controlled items when the operation sequence is the last operation for the production ID. The item ID that the system uses for serial and lot validation is the assembly item ID, not the item ID from the purchase order line, receipt line, or RTV line.
See Source Information.
Asset Return Records
If you have installed PeopleSoft Asset Management, and the item that you are returning is designated as an asset, information about this return must be communicated to PeopleSoft Asset Management.
The RTV Reconciliation process produces this notification when it closes the asset-related RTV transaction and creates a retirement transaction that is sent to the interface table in PeopleSoft Asset Management, if the original asset receipt transaction in the interface table has already been processed. If it has not yet been processed, then the unprocessed asset receipt information in the table is adjusted to reflect the returned goods, and a retirement transaction is not required.
Note. The update of the asset transaction is only done if an adjustment voucher is not to be created. In the case where PeopleSoft Payables creates an adjustment voucher, PeopleSoft Payables will create the transactions to update the assets.
The RTV Reconciliation process recognizes a return as an asset item, if the source receipt has a PeopleSoft Asset Management business unit and a profile ID assigned.
See Also
Understanding Asset Retirement
Common Elements Used in This Chapter
|
IN Unit (PeopleSoft Inventory business unit) |
If the item is an inventory item, displays the inventory business unit that applies to the item. |
|
Lot ID |
If the item is lot-controlled, displays the lot ID assigned to the item. |
|
PO/Purchase Order |
Displays the purchase order associated with the receipt against which you are creating the vendor return. |
|
PO Unit (PeopleSoft Purchasing business unit) |
Displays the PeopleSoft Purchasing business unit associated with the purchase order. |
|
Receipt Line |
Displays the receipt line associated with the items that you want to return. |
|
Receipt No (receipt number) |
Displays the receipt number associated with the items that you want to return. |
|
Receipt Unit/BU Recv (receipt unit/business unit receiving) |
Displays the receiving business unit associated with the receipt against which you are creating the vendor return. |
|
Recv Date/Received Date |
Displays the date on which the item was received. |
|
Rev/Revision |
Displays the revision number associated with the item ID, if applicable. |
|
Serial ID |
If the item is serial-controlled, displays the serial ID assigned to the item. |
|
Vendor/Vendor ID |
Displays the vendor that supplied the item being returned. |
|
Vndr UOM/Vendor Unit of Measure |
Displays the unit of measure assigned to the item by the vendor. |
Setting Up RTV Processing Options
To set up RTV processing options:
Define RTV processing options for the Purchasing business unit on the Purchasing Definition - Business Unit Options page.
Relevant fields are RTV Adjust Source, RTV Adjust Fees, and RTV Reopen PO. For RTV express processing you also need to define values for these fields:
Notify Inventory Manager
RTV Dispatch Option
RTV Inventory Ship Option
RTV Inventory Destroy Option
Define user preference options for RTV Streamline processing on the Procurement - Receiver Setup page
These fields include:RTV Dispatch Option, RTV Inventory Ship Option, and RTV Inventory Destroy Option fields.
Define RTV voucher build options for the PeopleSoft Payables business unit on the Payables Definition - Voucher Build page. Select the RTV Debit Memo check box and the appropriate RTV Adjustment Option field value.
PeopleSoft provides the ability to automatically create adjustment vouchers in the PeopleSoft Payables system from vendor returns. These adjustment vouchers can be either processed automatically or staged for review and approval. Set up the default options for each PeopleSoft Payables business unit that will be processing adjustment vouchers from vendor returns. When processing RTV adjustment vouchers, the system first considers the vendor information (be it user-defined or system-defaulted). If no vendor information is available, the system then goes to the next higher level in the default hierarchy, the PeopleSoft Payables business unit.
Note. You can override these options at the vendor level.
Define RTV miscellaneous charges and fees that apply to vendor returns on the Misc Charge/Landed Cost Defn page.
Once you define miscellaneous charge codes, set up the vendor-specific RTV fee information. You can set up RTV fee information for all of the vendors on the Vendor's Return to Vendor Fees page or for specific item-vendor relationships on the Vendor Item Return Fees page.
Define RTV processing options for each vendor, if required.
PeopleSoft provides the ability to override default options that were defined for the PeopleSoft Payables business unit by setting up RTV processing options at the vendor level. You can complete this setup when defining a vendor and vendor location and specifying the RTV options as part of the procurement set up.
See Also
Defining PeopleSoft Purchasing Business Units and Processing Options
Defining Miscellaneous Charges and Landed Costs
Creating RTV Transactions Without Purchase
Orders
PeopleSoft Purchasing enables you to perform free-form RTV entry. You can return items by creating RTVs without source purchase orders or receipts. Acceptable return actions for RTVs without purchase orders are return for credit and return for exchange.
This return method enables items to be returned to a vendor other than the original vendor of the order. You can use this method to return goods that were received using a customer RMA where the vendor is willing to accept the goods.
Accomplish the return by entering detailed RTV information, such as serial IDs and the department and account that should be credited for the return.
To enter free-form vendor returns:
Access the Return to Vendor page in Add mode.
Do not select a purchase order or receipt against which to apply the vendor return.
Enter the appropriate RTV header information, such as vendor, buyer, and so forth.
Enter the items and quantities that you want to return.
The price used to cost the return is the last purchase order price paid for the item.
If necessary, enter the appropriate distribution ChartField values to be credited for the return. If the item is an inventory item, enter the PeopleSoft Inventory business unit from where inventory items are to be shipped or destroyed.
See Also
Creating RTV Transactions Against Closed
Purchase Orders
The PeopleSoft Purchasing RTV process enables you to return items against closed purchase orders.
If the return action is return for credit or return for exchange, the purchase order does not reopen, but you are able to continue with the return.
In the case of returns for replacement, if commitment control is disabled, you can reopen the affected purchase orders automatically. To do this, select the RTV Reopen PO check box on the Purchasing Definition - Business Unit Options page.
When you enter a return for replacement with this check box selected, you receive a warning message notifying you that the purchase order is to be reopened. If you approve, the purchase order header status changes to Dispatch. The purchase order line and schedule statuses change to Active and the Distribution status changes to Open.
See Also
Defining PeopleSoft Purchasing Business Units and Processing Options
Selecting RTV Source Details
Use the Select Source Details pages to retrieve and choose the distribution information against which you are returning a product. The appropriate distribution selection page opens to display the distribution line information that corresponds to the current purchase order or receipt line. This enables the RTV process to accurately credit the appropriate distributions.
If the receipt has already been moved to PeopleSoft Inventory or PeopleSoft Asset Management, the appropriate source selection page displays lot, serial, and asset information to help you identify the correct receipt. If you are returning against a serialized receipt, select the serial ID being returned.
The returned quantity can be split across multiple purchase order or receiving distribution lines. If there is only one distribution, you do not need to access this page. The distribution is automatically selected from the originating transaction and you can click the RTV Details link to access the Distribution Details page.
To access the appropriate Select Source Details page, click the Select Source Details link on the Return to Vendor page.
The page you access depends on what you are returning against:
If you are returning against a purchase order distribution, the Select Purchase Order Distribution page appears.
If you are returning against a receipt that is a noninventory receipt, the Select Receipt Distribution page appears.
If you are returning against an inventory-related receipt, the Select Receipt Assets page appears.
Once the appropriate purchase order or receipt distribution records are selected, you can enter the return quantity on the Distribution Details page.
See Also
Selecting Asset Return Details
Selecting Receipt Distribution Return Details
Entering RTV Transactions
This section discusses how to:
Enter RTV information.
Select receipt lines for item returns.
View item receipt details.
Enter RTV defaults.
Override the vendor RTV ship to address.
Select purchase order distribution return details.
Select receipt distribution return details.
Select asset return details.
Enter distribution return details.
Access RTV fees.
Enter RTV header details.
Access RTV progressive numbers.
These rules are enforced during the selection process to select the appropriate purchase order or receipt lines on the Return to Vendor page:
A return against a one-time vendor is not allowed.
To process the return, the vendor type must be changed to regular or permanent in the Vendor Information component.
If the purchase order line is designated as receipt required, the return must be specified against the receipt document.
If only the purchase order number is known, you can select the receipt line by purchase order number using the Select Receipt page.
Pages Used to Enter RTV Transactions|
Page Name |
Definition Name |
Navigation |
Usage |
|
RTV |
Purchasing, Return To Vendor, Add/Update RTV |
Enter RTV information. |
|
|
RTV_ITEM_DESCR, RTV_RECV_IT_DESCR |
Click the Description link on the Return To Vendor and Select Receipt pages. The item description link includes the first 30 characters of the item's description in the Transaction Item Description text box on the Item Description page. |
Enter and view descriptions for a specific item. |
|
|
RTV_LN_DISTRIB |
Click the RTV Details button on the Return to Vendor page. |
Enter distribution information for the item that you want to return. If there is only one distribution for the selected purchase order or receipt line, the distribution is automatically selected. If you are returning a serialized item, the quantity is set to 1 and the quantity field is unavailable for entry. |
|
|
RTV_SOURCE_DTL |
Click the Source Details button on the Distribution Details page. |
View source purchase order and receipt information for the selected RTV distribution line. |
|
|
RTV_COMMENTS_SEC |
|
Enter comments at the RTV line level. You can enter a unique comment, or you can select from predefined standard comments. |
|
|
RTV_PICK_RECV_WRK |
Click the Select Receipt link on the Return to Vendor page. |
Enter search parameters to retrieve receipt lines that you want to transfer to the Return to Vendor page. If receiving is required, use the Select Receipt page accessed from the Return to Vendor page. Use the Pick Purchase Order page only if receiving is not required for the purchase order. |
|
|
RTV_RECV_QTY |
Click the Details link on the Select Receipt page. |
View details of the RTV transaction at the purchase order schedule level. |
|
|
RTV_DEFAUTLS |
Click the RTV Defaults link on the Return to Vendor page. |
View details regarding how the RTV adjustments are to be handled. View the method by which the vendor is to be notified of the RTV transaction. |
|
|
RTV_ADDR_DTL |
Click the Override Vendor Address link on the Return to Vendor page. |
Override the vendor's ship to address for this return. You may want to do this if the vendor has a return address that is different than the ordering address. You can enter an address for an entirely different vendor. You may want to do this if you have ordered an item from one vendor and can exchange it with a different vendor. |
|
|
RTV_PICK_PO_DIST |
Click the Select Source Details button on the Return to Vendor page. |
If you are returning against a purchase order distribution, the Select Purchase Order Distribution page appears. Retrieve and select the distribution information against which you are returning a product. |
|
|
RTV_PICK_ASSET |
Click the Select Source Details button on the Return to Vendor page. |
If you are returning against a receipt that is a noninventory receipt, the Select Receipt Distribution page appears. Retrieve and select the distribution information against which you are returning a product. |
|
|
RTV_PICK_ASSET |
Click the Select Source Details link on the Return to Vendor page. |
If you are returning against an inventory-related receipt, the Select Receipt Assets page appears. Retrieve and select the distribution information against which you are returning a product. |
|
|
Storage Location Search |
RTV_STOR_LOC_SRCH |
Click the Storage Location Search button on the Maintain Return to Vendor - Distribution Details page. |
Search for storage locations. |
|
Return To Vendor Line Comments |
RTV_COMMENTS_SEC |
Click the Comments button on the Return to Vendor page. |
Enter return to vendor header comments. |
|
RTV_LN_FEE |
Click the RTV Fees link on the Return to Vendor page. |
View the fees that appear by default onto the RTV transaction from the vendor, vendor-item, and the receipt. If you select the RTV Adjust Fees check box, you can enter additional fees. You can enter a restocking fee that some vendors charge for returning items using this same functionality. |
|
|
PO_PICK_ORDERS |
Click the Select PO link on the Return to Vendor page. |
Search for and retrieve purchase order schedules against which to create RTVs. Only purchase orders that do not require receipts are available for selection. If the purchase order that you are returning against requires receiving, use the use the Select Receipt page to retrieve receipt lines against which to create the vendor returns. |
|
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RTV_HDR_DTLS |
Click the Header Details link on the Return to Vendor page. |
Enter RTV header details, including shipping information. |
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RTV_COMMENTS_SEC |
Click the Header Comment link on the Return to Vendor page. |
Enter comments at the RTV header level. You can enter a unique comment, or you can select from predefined standard comments. |
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RTV_LN_SHP_DSP_SEC |
Click the Return To Vendor Pro Numbers link on the Return to Vendor page. |
Update or insert multiple progressive numbers for noninventory RTV lines. |
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PRCR_DOCSTAT_INQ |
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Review information about procurement documents associated with this vendor return. |
Entering RTV Information
Access the Return To Vendor page (Purchasing, Return To Vendor, Add/Update RTV).
RTV Lines
Select the RTV Lines tab to view and update basic information for a return to vendor item.
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Action |
Select the return action for the returned merchandise. This selection determines valid selections for the other options on the page. Note. A Credit action is not available for receipts which originate from a purchase order that is using a procurement card as the payment method. |
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Disposition |
Displays the disposition for the returned merchandise. Ship appears by default. Ship: Indicates that the RTV goods are to be shipped back to the vendor. Use the Express Issue page function to process inventory-related transactions. Destroy: Indicates that the RTV goods are to be destroyed. Use the inventory adjustment function to remove the goods from inventory, if the transaction is inventory-related. |
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Reason |
Select the reason for returning the product to the vendor. These values are defined on the Reasons Codes page in the Set Up Financials/Supply Chain component. During the reason validation, the system verifies that a PeopleSoft Inventory adjustment reason also exists for use with express RTVs when the RTV line is PeopleSoft Inventory-related, and the disposition status is Destroy. The system performs additional edits to verify that the return reason value exists as a PeopleSoft Inventory adjustment reason code. The system displays an error message when an adjustment reason code is not found for the code you select in the Reason field. You define PeopleSoft Inventory adjustment types using the Return Type Codes page for Inventory product-related settings in the Set Up Financials/Supply Chain component. |
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RMA Number |
Enter the return material authorization number typically provided by the vendor. |
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RMA Line |
Enter the RMA Line number provided by the vendor if multiple items are being returned against a single RMA number. |
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Item ID |
Displays the item being returned to the vendor. |
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Description |
Click to view more information about the item description. |
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Return Qty (returned quantity) |
Displays the quantity to be returned to the vendor. This value appears by default from the value that you entered in the Return Qty field on the Distribution Details page. |
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Ship Qty (shipped quantity) |
Displays the quantity shipped back to the vendor. This value appears by default from the value that you entered in the Ship Qty field on the Distribution Details page. If the RTV line is not inventory related and there is only one distributionm you can enter the ship quantity at the line level, eliminating the need to go to the distribution details page to enter the quantity value. |
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Ship Date |
Represents the ship date from the distribution details page. If the RTV line is not inventory related and there is only one distribution, you can enter the ship date the line level, eliminating the need to go to the distribution details page to enter the ship date value. |
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Vndr UOM (vendor unit of measure) |
Displays the UOM assigned to the item by the vendor. This value appears by default from the vendor UOM defined for the item on the Vendor's UOM & Pricing Info page when the vendor return is created without a source purchase order or receipt. If the vendor return is created with a source purchase order or receipt line, the vendor UOM appears by default from the appropriate document. |
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Std UOM (standard UOM) |
Displays the UOM that reflects the most common UOM for the item. This value appears by default from the standard UOM defined for the item on the Purchasing Attributes page. |
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Click to access the Select Receipt Details page for vendor returns. |
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Click to access the Distribution Details page for vendor returns. |
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Click to access the Return To Vendor Line Comments page for vendor returns. This page is similar to the comments page used to make comments about the purchase order. |
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Click to access the Return To Vendor Fees page. See Accessing RTV Fees. |
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Click to access the Distribution Details page for vendor returns. |
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Status |
Displays the status of the RTV line. Values are: Open: This status appears by default when the vendor return is initiated. Shipped: The line has been shipped. A line is considered shipped when the line's Ship Qty equals the Return Qty. Closed: The line has been closed. Cancelled: The line has been canceled. |
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Cancel Line
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Click this button to cancel the selected RTV line and associated distributions. You cannot reverse the canceling of an RTV line. |
Optional Input
Select the Optional Input tab. You use the tab to define shipping methods, carrier, and lading information.
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Rev (revision) |
Displays the revision associated with the item ID, if applicable. |
Return Amounts
Select the Return Amounts tab.
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Price |
Displays the unit price of the item. This value appears by default from the Last PO Price defined for the item on the Purchasing Attributes page if the vendor return is created without a source purchase order or receipt. If the vendor return is created with a source purchase order or receipt line, the price appears by default from the appropriate document. |
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Merchandise Amt (merchandise amount) |
Displays the total price of the items being returned, along with the currency in which it is expressed. |
Source Information Tab
Select the Source Information tab.
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PO ID (purchase order ID) |
Displays the purchase order when the return is related to a purchase order. |
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Receipt No (receipt number) |
Displays the receipt number. |
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IN Unit (inventory business unit) |
If the item is associated with a subcontracted operation, this field displays the item's inventory business unit. This field only appears for subcontracted related RTVs. |
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Production ID |
Displays the item's production ID when the item is associated with a subcontracted operation. When the RTV is against the last operation for the production ID and the subcontract value is Streamline, the system uses the field values from the Source Information tab to process the RTV in PeopleSoft Inventory. These values include, for example, the storage location, serial ID, and lot ID . When the RTV line is subcontract related, the Streamline check box is selected, and the return action is for Credit, the system checks to ensure that the return reason value exists as a production scrap code. You define PeopleSoft Inventory adjustment types using the Return Type Codes page in Inventory product-related settings in the Set Up Financials/Supply Chain component. Note. The production ID status must be In Process to create an RTV for a subcontracted receipt. |
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Operation Sequence |
Displays the operation sequence for the subcontracted operation. |
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Last Op Seq (last operation sequence) |
Displays the last operation sequence performed for this production ID. |
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Assembly |
Displays the assembly item ID (manufactured item) and description for a subcontracted related RTV line. This field only appears for subcontracted related RTVs. |
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UOM (unit of measure) |
Displays the UOM for the production ID associated with the subcontracted related RTV line. This field only appears for subcontracted related RTVs. |
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Inventory |
Displays whether the item is an inventory-related item. The RTV line is associated with an inventory business unit if it has one or more distributions with an associated inventory business unit value. Values are: Y: (yes) or N: (no). |
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Inventory Process |
Select the inventory process by which you want to issue or adjust inventory for a RTV line. Inventory process values include: Express: Select to perform RTV Streamline processing for this RTV line. When you use express processing, the system initiates the PeopleSoft Inventory issue (automatic issue) or adjustment (automatic adjustment) when you create data-collection transactions. If the RTV line disposition is Ship, the system creates a material stock request with a status of Shipped to update inventory. If the line disposition is Destroy, the system creates an adjustment transaction for adjusting inventory. Note. You cannot select Express if the Inventory business unit is defined as a Warehouse Management System (WMS) type. Fulfillment: Select to perform RTV fulfillment processing for this RTV line. This enables you to stage RTV fulfillment processing requests for the PeopleSoft Inventory functionality to process and deplete return quantities. When you use fulfillment processing, the system creates and saves a material stock request transaction in Inventory when you dispatch the RTV. The Fulfillment value is only valid if the Disposition status is Ship. The Fulfillment option is not available for the Destroy disposition. Note. If the inventory process value is Fulfillment and you change the disposition status to Destroy, the system displays an error message that the Disposition field value is Ship for use with the Fulfillment option. When you save a RTV line with an Inventory status of Pending, the Inventory process value is Fulfillment, and the disposition value for the line is Ship, the system:
Manual: Indicates that you either use the Inventory Express Issue component to issue inventory returns that are being shipped to the vendor or the Inventory Adjustment component to adjust balances for inventory returns that are to be destroyed. The system does not automatically update inventory values. Note. The system displays an error message when you attempt to change the inventory processing option to Manual and there is inventory demand for the RTV line. Re-Send: Select to send this transaction to PeopleSoft Inventory again. This value is only available when the Inventory status value is Processing. When you resend the transaction, the system sets the Inventory status to Pending and sets the Inventory Process field value back to either the Express or Fulfillment value that it contained before it was changed to the Re-Send status. When you select Re-Send, the system verifies that the RTV business unit, RTV ID, and RTV line do not have uncanceled demand. If they do, the system displays an error message that there is unprocessed demand in Inventory for the RTV line and the value cannot be changed. Note. When an inventory transaction is resent, the quantity sent is the difference between the return quantity and the ship quantity, because partial processing could have occurred on the original transaction. If the INV Status field value is Processing and you change the inventory process to Express or Fulfillment, the system verifies that the RTV business unit, RTV ID, and RTV line do not have uncanceled demand. If they do, the system displays an error message that there is unprocessed demand in Inventory for the RTV line and the value cannot be changed. If there is no demand, the system changes the Inventory Process field value and sets the INV Status field value to Pending. |
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INV Status (inventory status) |
Displays the inventory status for the RTV line. The field is a display-only field and is only visible when the RTV line is inventory-related. Field values include: N/A: (not available) The system assigns this as a default value when none of the RTV lines are inventory-related. Pending Indicates that update requests have not been sent to Inventory for processing. This is the field default value when the RTV line is inventory-related. If the Inventory Process field value is Express or Fulfillment, the update requests have not yet been send to Inventory for processing. Processing Indicates that inventory updates are being processed for either the Express or Fulfill Inventory process value. The system sets this status value when the RTV line is inventory-related and the RTV ship quantity is less than the return quantity, which means that there are inventory updates that have not been completed. Complete Indicates that inventory updates are complete and the RTV shipment quantity is equal to the return quantity. The system sets the status to Complete when the RTV line status is set to Shipped. |
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Streamline |
Select this check box to capture detailed information, such as the serial ID and lot ID, using the assembly item details for the last operation sequence performed for the production ID. The Streamlinecheck box enables you to use streamline updates against subcontracted returned items creating data collection transactions to update production. This check box appears on the RTV line when the Production ID field has a value. The subcontract streamline option defaults onto the RTV line from the user preferences and you can override the value. The system automatically deselects and makes the Streamline check box unavailable if the setID for the RTV business unit does not exists in the data collection setup. Streamline processing for subcontract RTVs enables you to process RTVs if completions have been performed on the associated receipt and the subcontract production header has an In Process status. The system includes negative production completion and production scrap for operations being returned against the subcontract when you select the Streamline check box. When you save data-collection transactions the system calculates the net quantity change. This is the difference in quantity from when you save the transaction and the value from the previous save. Data collection transactions are created for updating the subcontract production tables when the batch update is performed. |
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Return Reason |
Select a return reason code for a line's return. This field displays when the RTV line is subcontract-related and has values for the production ID and operation sequence and you have selected the Streamline check box. |
See Also
Dispatching and Printing RTV Transactions
Entering Distribution Return Details
Defining Purchasing Item Attributes
Setting Up Item Vendor Price Adjustment Rules
Defining Additional Common Information
Selecting Receipt Lines for Item Returns
Access the Select Receipt page (click the Select Receipt link on the Return to Vendor page).
Enter criteria that retrieves the receipt lines that contain the items for which you are creating a vendor return. After you enter the selection criteria, click the Search button.
Note. If you are unable to retrieve data with assorted fields populated, clear all of the criteria with the exception of the information in the PO No, Receipt No, or Vendor ID, fields and try the search again.
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Today +/- |
This value is added and subtracted from the current date to calculate the Start Date and End Date values. This value appears by default from the User Preferences - Procurement: Receiver Setup page. You can also manually enter the start date and end date. |
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Mfg ID (manufacturer ID) |
Select the manufacturer of the item that you are returning. |
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Search |
Click this button to retrieve information that meets the selection criteria and to have this information display in the lower portion of the page. |
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Select All |
Click this link to select all of the receipt lines retrieved. |
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Clear All |
Click this link to clear the check box for all of the lines currently selected. |
Receipt Lines
Select the check box next to the appropriate line to select a receipt line against which to process the vendor return. You can select multiple lines.
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Seq (sequence) |
Uniquely identifies multiple receipts for each receipt line. |
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Vndr Rcpt Qty (vendor receipt quantity) |
Displays the quantity of items received expressed in the vendor UOM. Note. If the RTV is being created from a purchase order or receipt, the vendor unit of measure is the purchase order unit of measure (on the receipt it is called vendor UOM). For RTVs without a source, the vendor UOM is the item/vendor UOM. |
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Vndr Accept Qty (vendor accepted quantity) |
Displays the quantity of items accepted expressed in the vendor UOM. |
Additional Receipt Information
Select the Additional Receipt Information tab.
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Vndr Reject Qty (vendor reject quantity) |
Displays the quantity of items rejected expressed in the Vendor UOM. |
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Rej Reason (reject reason) |
Displays the reject reason entered on the receipt, if part of the receipt quantity was rejected at receiving time. |
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Rej Action (reject action) |
Displays the reject action from the receipt, if part of the receipt quantity was rejected at receiving time. |
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Status |
Displays the status of the associated receipt. |
See Also
Item Rejection Versus Item Returns
Understanding the Receiving Business Process
Viewing Item Receipt Details
Access the Receipt Details page (click the Details link on the Select Receipt page).
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Received Quantity |
Displays the quantity of items delivered. |
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Accepted Qty (accepted quantity) |
Displays the quantity of items accepted. |
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Rejected Qty (rejected quantity) |
Displays the quantity of items rejected at receiving time. |
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Vendor Unit of Measure |
Displays the vendor unit of measure for the receipt. |
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Reject Reason Code |
Displays the reject reason entered on the receipt, if part of the receipt quantity was rejected at receiving time. |
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Action On Rejection |
Displays the reject action on the receipt, if part of the receipt quantity was rejected at receiving time. |
See Also
Item Rejection Versus Item Returns
Entering RTV Defaults
Access the Return to Vendor Defaults page (click the RTV Defaults link on the Return to Vendor page).
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RTV Adjust Source |
Provides information about how receipt adjustments are handled. If this check box is selected, the receipt's net received quantity is adjusted if the return action is return for replacement. If this check box is clear, the net received quantity on the receipt is not adjusted. The return quantity is always adjusted. This check box's setting appears by default from the setting on the Purchasing Definition - Business Unit Options page. |
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Notify Inventory Manager |
Select this check box to notify the inventory manager that goods are ready to be shipped back to the vendor. The system generates an email notification to the manager when the Disposition field is set to Ship or Destroy for Inventory RTVs and the Inventory Process is Manual. The default value for this field is set at the business-unit level and is retrieved from the Notify Inventory Manager check box setting on the Purchasing Business Unit Options page. You can override the value for individual vendors by either deselecting or selecting the check box. The system uses the RTV inventory process option and the line disposition, to determine the notification messages that the system sends:
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RTV Adjust Fees |
Provides information about how RTV adjustment fees are handled. If this check box is selected, you can enter adjustment fees for the RTV transaction using the RTV Fees page. If this check box is clear, adjustment fees cannot be entered on the RTV transaction and only appear on the RTV transaction if there is a default value on the vendor or item-vendor relationship or if there are RTV-reversible miscellaneous charges on the receipt. The fees appear on the RTV Fees page but cannot be changed. |
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Inventory Manager Notified |
Displays as selected to indicate that the system has sent the RTV notification or worklist entry to the inventory manager. When the RTV is saved and the Notify Inventory Manager check box has been selected and Inventory Manager Notified is check box is not selected, the system generates the Errors and Warning notification (email, worklist entry, or both). The system selects the Inventory Manager Notified check box as part of the save processing. |
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RTV Debit Memo |
If this check box is selected, an adjustment voucher or debit memo is created for all return actions according to the RTV Adjustment Voucher status setting. |
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RTV Adjustment Voucher |
Indicates the adjustment voucher option setting for the RTV transaction. The system looks at the RTV Adjustment Voucher option setting defined on the Vendor - Location: Procurement Options page to determine the default value that appears here. The RTV Adjustment Voucher option setting you define on the Vendor - Location: Procurement Options page also defaults to the Payables Definition - Voucher Build page. Values are: Create (create adjustment): The Voucher Build process selects and creates an adjustment voucher from the RTV transaction. No Adj (no adjustment): The Voucher Build process does not select or create an adjustment voucher from the RTV transaction. Stage (stage to pending file): The Voucher Build process selects and stages an adjustment voucher from the RTV transaction. The adjustment voucher is staged or held in the Quick Invoice Entry component until you update the adjustment vouchers build status to To Build on the Quick Invoice page. |
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RTV Dispatch Method |
Select the method by which you want to dispatch the vendor returns. The dispatch method that appears by default is defined on the Procurement Options page. Values are EDX (electronic data exchange), Email, Fax, Phone, and Print. |
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RTV Notification Method |
Select the method by which you want to notify the vendor of an RTV transaction that is to be dispatched. Values are Email and Phone. |
Note. There are several combinations of RTV default options that cannot be used. The system issues an invalid combination warning message if you select RTV Debit Memo and No Adj (no adjustment) as the RTV Adjustment Voucher value. If you select RTV Debit Memo, the RTV adjustment voucher must have a value other than No Adj. The system issues an invalid combination warning message if you do not select RTV Debit Memo and instead select Create or Stage as the RTV adjustment voucher.
See Also
Defining PeopleSoft Purchasing Business Units and Processing Options
Basic Voucher and Payment Processing
Overriding the Vendor RTV Address
Access the Override Vendor Address page (click the Override Vendor Address link on the Return to Vendor page).
The vendor address information on this page appears by default from the Vendor Information - Address page.
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Address Sequence Number |
A designated location associated with the vendor, such as corporate office or sales center. Override the default address sequence by entering a value here. This value appears by default from the Return to Vendor page. |
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Contact Sequence Number |
A designated contact at the address given, such as a persons name or position. Override the default contact sequence by entering a value here. |
Override Address
Enter contact and address information to override existing default values.
Selecting Purchase Order Distribution Return
Details
Access the Select Purchase Order page (click the Select Source Details link on the Return to Vendor page).
Select the check box to retrieve and choose a purchase order distribution against which you want to perform an RTV transaction.
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PO Qty (purchase order quantity) |
Displays the number of items in the selected purchase order distribution. |
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PO Amount |
Displays the merchandise amount for the selected purchase order distribution. |
See Also
Understanding PeopleSoft Enterprise ChartFields
Selecting Receipt Distribution Return Details
Access the Select Receipt Distribution page (click the Select Source Details link on the Return to Vendor page).
Select the check box to retrieve and choose a receipt distribution against which you want to perform an RTV transaction.
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Dist Qty (distribution quantity) |
Displays the number of items in the selected receipt distribution. |
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Amount |
Displays the merchandise amount for the selected receipt distribution. |
Selecting Asset Return Details
Access the Select Receipt Assets page (click the Select Source Details button on the Return to Vendor page).
Select the check box next to the asset-receipt distribution source against which you want to perform an RTV transaction.
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AM Unit (PeopleSoft Asset Management business unit) |
Displays the PeopleSoft Asset Management business unit assigned to the purchase order for the selected receipt items by the originating PeopleSoft Purchasing business unit, if applicable. |
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Quantity |
Displays the number of items on the asset distribution line. |
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VIN |
Displays the VIN number associated with the serial-controlled item number that you received associated with the purchase order. Note. This field only appears if you received a serial-controlled item and the Asset Type associated with the item and asset profile was FLEET. |
See Also
Selecting Asset Return Details
Entering Distribution Return Details
Access the Distribution Details page (click the RTV Details button on the Return to Vendor page).
If there is only one distribution for the selected purchase order or receipt line, the distribution is automatically selected.
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Line |
Displays the RTV line number associated with this distribution. |
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Return Qty Vndr (returned quantity to vendor) |
Displays the quantity of items returned to the vendor in the vendor UOM. |
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Amount |
Displays the monetary value of the items returned, along with the currency in which it is expressed. |
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Std Returned Qty (standard returned quantity) |
Displays the quantity of items returned to the vendor in the standard unit of measure. |
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Conversion Rate |
Displays the conversion rate for the standard UOM related to the vendor UOM. |
Distributions
Select the Distributions tab.
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Dist Nbr (distribution number) |
Displays the system-assigned value for this distribution line. |
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Vendor Returned Qty (vendor returned quantity) |
Enter the quantity in the vendor UOM returned on the distribution line. The value in this field appears by default on the Return to Vendor page and determines the value that appears in the Amount field. Note. If the RTV is being created from a purchase order or receipt, the vendor unit of measure is the purchase order unit of measure (on the receipt it is called the vendor UOM). For RTVs without a source, the vendor UOM is the item/vendor UOM. |
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Std Returned Qty (standard returned quantity) |
Enter the quantity in the standard UOM returned on the distribution line. Once you enter the returned quantity in the standard UOM, the system will calculate and enter the vendor returned quantity value for you. The system performs the UOM conversion for you. Using this field enables you to return a quantity to the vendor in a different unit of measure than was on the purchase order. For example, you place a purchase order for two cases of item 10004. In this case the vendor UOM or purchase order UOM is Cases and the standard UOM is Each. Let's say you receive that purchase order for the complete two cases and have started to use that item. Now you receive a recall from the vendor, but you only have a partial quantity left of the quantity originally ordered. You can then create an RTV and use this field (entering the quantity in the standard UOM) to return a partial quantity (10 each) of the case back to the vendor that was originally purchased. Note. This field is only available if the standard UOM is different than the vendor UOM. |
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Req Date (request date) |
Select the date on which you are requesting the RTV transaction. This identifies the date on which you are requesting to have the merchandise shipped or destroyed. |
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Vendor Shipped Qty (vendor shipped quantity) |
Enter the quantity in the vendor UOM shipped back to the vendor. The value in this field appears by default in the Ship Qty field on the Return to Vendor page. If the selected receipt is not a PeopleSoft Inventory receipt, the Vendor Shipped Qty and Ship Date fields are available for entry. Update these fields when the items are physically shipped back to the vendor. When the quantity in Vendor Shipped Qty equals the quantity in Return Qty Vndr and you save the page, the status of the distribution line on the vendor return changes to Shipped. If the selected receipt is a PeopleSoft Inventory receipt, the Vendor Shipped Qty and Ship Date fields are not available for entry. This information is updated when the inventory is shipped out of the PeopleSoft Inventory business unit through the Express Issue page or scrapped on the Inventory Adjustment page. |
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Std Shipped Qty (standard shipped quantity) |
Enter the quantity in the standard UOM shipped back to the vendor. Once you enter the shipped quantity in the standard UOM, the system will calculate and enter the vendor shipped quantity value for you. The system performs the UOM conversion for you. Note. This field is only available if the standard UOM is different than the vendor UOM. |
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Ship Date |
Date on which the RTV items were shipped to the vendor. This appears by default as the current date and is informational only. |
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Status |
Displays the distribution status of the RTV transaction. Values are: Open: This status appears by default when the vendor return is initiated. Shipped: When the vendor shipped quantity value equals the return quantity vendor value and you save the page, the distribution line status changes to Shipped. Closed: The distribution line has been closed by the RTV Reconciliation process. Cancelled: The distribution line has been canceled. You can change the RTV status to Cancelled until a distribution on the RTV transaction has been shipped. |
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Amount |
Displays the value of the items returned on the distribution line, along with the currency in which it is expressed. |
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Click the Select Source Details button to access the Source Details Information page where you can review RTV information such as the PO and receipt order numbers. |
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Click the Cancel Distribution button to cancel the selected distribution row from the RTV transaction. Canceling an RTV distribution cannot be reversed. |
Source Information
Select the Source Information tab.
Information on this tab applies to vendor returns that relate to processing inventory and subcontract data transactions. You can use Purchasing RTV streamline processing where data-collection transactions, such as subcontract completions or negative completions, can be processed at the same time for Purchasing and the Receiving component.
Note. The item ID that the system uses to validated the serial and lot data is the assembly item ID not the item ID from the PO line, receipt line, or RTV line.
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Click the Storage Location Search button to access the Storage Location Search page where you can search for and maintain storage information related to this RTV line. This saves you from having to select each inventory location field individually. |
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Lot ID |
Displays the lot ID for the assembly. When the source for a RTV line is a receipt line that is serial or lot controlled, you must select the appropriate receipt detail that contains the serial or lot ID from the time of receipt. The Lot ID field is also available for lot-controlled items being returned without a source receipt. The lot ID that you select must exist in PeopleSoft Inventory. |
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Serial ID |
Select the serial ID for the assembly. This field is not available for non-serial controlled items. The Serial ID field is also available for serial-controlled items being returned without a source receipt. The serial ID that you select must exist in PeopleSoft Inventory. If you are returning a serialized item, the quantity is set to 1 and the quantity field is unavailable for entry. |
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IN Unit (Inventory unit) |
Identifies the PeopleSoft Inventory business unit for the RTV. |
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Staged Date |
Select the date on which inventory associated with this RTV line was placed in inventory. |
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Storage Area |
Select the Inventory storage area where the inventory associated with this RTV line is located. You can use storage levels one through four for all inventory-related RTV detail rows to specify the picking location. |
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Lev 1, Lev 2, Lev 3, and Lev 4 (levels 1, 2, 3, and 4) |
Select inventory storage levels one through four to define the location of goods associated with this RTV line. These are the picking locations for the item. |
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Container |
Displays the container with which the returned item is associated. |
Dist Details
Select the Dist Details (distribution details) tab.
Use this tab to view and define distribution information for the item that you want to return. This information includes, for example, the General Ledger business unit and account, chartfields, category and subcategory, and source type.
See Entering Distribution Information.
See Also
Understanding PeopleSoft Enterprise ChartFields
Creating Online Orders Using Express Issue in PeopleSoft Inventory
Searching for Storage LocationsAccess the Storage Location Search page (click the Storage Location Search button on the Maintain Return to Vendor - Distribution Details page).
As part of RTV streamline processing, you can use the Storage Location Search page to search for storage locations. The criteria fields that appear at the top of the page are transferred from the RTV line and distribution details values. The system displays matching inventory storage location rows for those search values.
To refine the search results, enter additional search field information, and click the Search button. The Lot ID and Serial ID fields in the search criteria and in the Storage Areas grid box is not available when the item is not lot controlled.
After the system displays the search results, you can select only one detail row at a time. When you select a row, the system copies the values from the selected row to the RTV distribution row and returns to the Maintain Return To Vendor - Distribution Details page. You do not have to click the OK button.
Note. If the quantity in the inventory storage location is not sufficient to satisfy the RTV line return quantity, you must insert a new RTV distribution row with the appropriate return quantity assigned to each distribution row for each Inventory storage location.
Accessing RTV Fees
Access the Return to Vendor Fees page (click the RTV Fees button on the Return to Vendor page).
The setting of the RTV Adjust Fees check box on the RTV Defaults page, which appears by default from the RTV Adjust Fees setting on the Purchasing Definition - Business Unit Options page, controls whether fees, such as restocking or processing fees, can be entered or changed on the RTV transaction.
If you select the check box, adjustment fees can be entered here.
If you clear the check box, adjustment fees cannot be entered and appear only if there is a default value defined on the Vendor's Return to Vendor Fees page or the Vendor Item Return Fees page, or if there are RTV reversible fees on the receipt. The fees appear but cannot be changed.
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Misc Chg (miscellaneous charge code) |
Select the identification code assigned to the applicable miscellaneous charge. |
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Reason Code |
Displays the reason for the return. This value appears by default from the RTV line. Reasons are defined on the Reason Codes page. |
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Action |
Displays the type of fee action. Values are CR (credit) and DB (debit). |
|
Percent |
Enter the fee percentage associated with the return reason. |
|
Fee |
Enter the calculated amount of the fee. |
|
Accounting Entry Type |
Select the type of accounting entry associated with this fee. |
|
Cost Element |
Displays the cost element code associated with the RTV item. |
|
Accrue Charge |
Designates whether or not the RTV fees are accrued. If the charge is a landed cost charge copied from the receipt, this setting appears by default from the receipt. Values are: Y (yes) and N (no). |
|
LC Comp (landed cost component) |
Designates whether or not you want the RTV fees marked as landed costs. If the RTV fee is copied from the receipt, this setting appears by default from the receipt. Values are: Y (yes) and N (no). |
|
Process Flag |
Indicates whether or not the RTV fees have been processed. Values are Y (yes) and N (no). |
See Also
Defining PeopleSoft Purchasing Business Units and Processing Options
Item Rejection Versus Item Returns
Defining Additional Common Information
Entering RTV Header Details
Access the Return to Vendor Header Details page (click the Header Details link on the Return to Vendor page).
|
Voucher Adjust Status |
If this check box is selected, the Batch Voucher Build process has processed the RTV transaction. |
|
Freight Terms |
Select the freight terms that apply to this vendor return for shipping the goods back to the vendor, not for what was ordered. Freight terms reflect who holds legal responsibility for the material until ownership has passed. Freight terms are defined on the Freight Terms page. |
Accessing RTV Progressive Numbers
Access the Return To Vendor Pro Numbers page (click the RTV Pro Numbers button on the Return to Vendor page).
For inventory-related RTV lines, the fields in the scroll area are unavailable for entry. If some pro numbers have been entered using Express Issue page, they appear here.
|
Seq (sequence) |
Enter the RTV ship sequence number. |
|
Pro Number (progressive number) |
Enter the progressive number associated with this RTV line. |
See Also
Creating Online Orders Using Express Issue in PeopleSoft Inventory
Dispatching and Printing RTV Transactions
This section provides an overview of the RTV Dispatch/Print process and discusses how to run the RTV Dispatch/Print process.
Understanding the RTV Dispatch/Print ProcessThe RTV Dispatch/Print SQR process (PORT001) dispatches vendor returns based on the selection criteria that you enter on the Dispatch RTVs page and uses the dispatch method that you set on the RTV Defaults page.
When you run this process from the Dispatch RTVs page, you have three choices:
|
Email Application Engine process (PO_RTV_EMAIL) |
Select to run only the Email process. |
|
RTV Dispatch/Print SQR process (PORT001) |
Select to run only the RTV Dispatch/Print process. |
|
RTV Dispatch & Email multiprocess job (RTVDISP) |
Select to run the RTV Dispatch/Print process and then the Email process. |
Dispatching vendor returns by email requires that you run two processes: the RTV Dispatch/Print process and the Email process. The RTV Dispatch/Print process updates the RTV Email queue table and creates an output file in the location that you specify on the File Locations page. The Email process picks up the output file from the specified location and sends out an email message with the vendor return as an attachment through the SMTP gateway. The Email process sends the email to the address that you specify on the Vendor Information - Address page.
For email notifications, the Email process sends out a notification message without a file attachment. Set the notification method for RTV dispatches on the RTV Defaults page. For email dispatches, the Email process sends out a message with an RTV document attached.
To simplify dispatching by email, you can use the RTV Dispatch & Email multiprocess job on the PeopleSoft Process Scheduler Request page that you access from the Dispatch RTVs page. The RTV Dispatch & Email multiprocess job automatically runs the RTV Dispatch/Print process and then the Email process.
When the dispatch method is by fax, the dispatch process creates an RTV file and a fax control file in the locations that you specify on the File Locations page.
When the dispatch method is EDX, the RTV Dispatch/Print process does not create an output file, but updates a series of EC outbound tables. These tables are updated: PS_RTV_DISPHDR_EC, PS_RTV_DISPLN_EC, PS_RTV_DISPDIST_EC, PS_RTV_DISPFEE_EC, and PS_RTV_DISPSHIP_EC.
To print a vendor return only, you can select the Print Only check box on the Dispatch RTVs page and specify the number of copies that you want.
See Also
Preparing to Dispatch by Fax and Email
Page Used to Dispatch and Print RTV Transactions|
Page Name |
Definition Name |
Navigation |
Usage |
|
RUN_PO_RTVDISP |
Purchasing, Return To Vendor, Dispatch RTVs |
Set the parameters for and run these three processes: RTV Dispatch/Print, Email, RTV Dispatch & Email multiprocess job. Also produce the RTV Dispatch/Print report, which provides a printout of selected RTVs. |
Running the RTV Dispatch/Print Process
Access the Dispatch RTVs page (Purchasing, Return To Vendor, Dispatch RTVs).
Process Request Parameters
|
Business Unit |
Select a business unit as part of the selection criteria. |
|
RTV ID |
Select an RTV ID as part of the selection criteria. You must specify a business unit before you can enter an RTV ID. When you select a specific RTV ID, only the business unit and RTV ID are used as the selection criteria. |
|
Vendor ID |
Select a vendor ID as part of the selection criteria. |
|
Buyer |
Select a buyer as part of the selection criteria. |
|
Fax Cover Page |
Select a fax cover page, if some of the vendor returns that you are dispatching are to be sent by fax. The fax cover letters are defined on the Fax Cover Letters page. The RTV Dispatch/Print process writes (to the fax control file) the file name associated with the selected cover page combined with the cover page file extension that you defined on the Dispatch Configuration page. |
Statuses to Include
|
Dispatched |
Select this check box to include previously dispatched vendor returns. Records with RTV_HDR.DISPATCH_FLAG = Y are included. |
|
Not Dispatched |
Select this check box to include vendor returns that have never been dispatched. Records with RTV_HDR.DISPATCH_FLAG = N are included. |
|
Open, Closed, Shipped, and Canceled |
Select the specific check box to include vendor returns with the selected statuses. |
Dispatch Methods to Include
|
Print, Fax, EDX (electronic data exchange), E-Mail, and Phone |
Select the specific check box to include vendor returns with the selected dispatch methods. |
Miscellaneous Options
|
Print Only |
Select this check box to print only and not dispatch the RTV transaction. |
|
Print Duplicate |
Select this check box to print only and not dispatch the vendor return. The printed RTV document will have the word Duplicate printed on it. The RTV transaction must have been previously dispatched. |
|
Test Dispatch |
Select this check box to perform a test run of the dispatch. When you select this check box, the process runs, but the vendor returns are not dispatched and are not set to a dispatched status. The printed RTV document has the word Unauthorized printed on it. This enables you to test the EDX, email, or fax setup without actually dispatching or updating the system. |
|
Number of Copies |
Enter the number of copies that you want the process to print. |
Using the RTV EIP
This section provides an overview of the RTV EIP and discusses how to:
Set up the RTV EIP.
Process the RTV EIP.
Understanding the RTV EIPThe RTV EIP processes returns to vendors. This asynchronous batch publish EIP also supports flat-file processing for EDI transaction X.12 180.
Use this EIP to return items to vendors. You typically use EDI to process these transactions.
Run the RTV Dispatch/Print process (PORT001) to stage the RTV.
Use the common Publish Outbound Message page to initiate the PO_RTV Application Engine process that processes the RETURN_TO_VENDOR service operation.
Pages Used to Use the RTV EIP|
Page Name |
Definition Name |
Navigation |
Usage |
|
RTV |
RTV |
Purchasing, Return To Vendor, Add/Update RTV, RTV |
Enter information related to the entire RTV transaction. |
|
IN_RUN_PUB_MSG |
SCM Integrations, Publish Outbound Message |
Initiate the outbound message publish process for outbound PeopleSoft SCM service operations. |
|
|
PO_RUN_RTV |
Select the Return to Vendor check box on the Publish Outbound Message page to enable the Return to Vendor link. Click the Return to Vendor link to launch the Return to Vendor Message Selection Criteria page. |
Launch the Return to Vendor outbound transaction. |
Setting Up the RTV EIPPeopleSoft delivers the service operations in PeopleSoft Integration Broker with a default status of Inactive. You must activate each service operation before attempting to send or receive data from a third-party source or another PeopleSoft system, such as CRM.
Before you can use the RTV EIP, you must:
Setup the service operation within PeopleSoft Integration Broker and Enterprise Components:
Use the information in the table below and refer to the setup instructions in the PeopleSoft Enterprise Supply Chain Management Integration 9.1 PeopleBook, "Understanding SCM Integration" chapter, Setting Up Service Operations section.
See Setting Up Service Operations.
|
Service Operation |
Direction and Type |
Handlers |
Chunking Available? |
Integrates With |
|
RETURN_TO_VENDOR |
Outbound Asynchronous |
ROUTERSENDHDLR |
Yes |
third-party system EDI transaction X.12 180 |
On the RTV, specify EDX as the RTV dispatch method.
See Also
Understanding PeopleSoft Supply Chain Management Enterprise Integration Points
Understanding Electronic Data Interchange
Enterprise PeopleTools PeopleBook: Integration Broker
Processing the RTV EIP
Access the Return to Vendor Message Selection Criteria page (select the Return to Vendor check box on the Publish Outbound Message page to enable the Return to Vendor link and click the Return to Vendor link to launch the Return to Vendor Message Selection Criteria page).
The field values on this page are the same fields that appear on the Request for Quote Message Selection Criteria page.
Reconciling RTV Transactions
This section provides an overview of the RTV Reconciliation process and discusses the page used to reconcile RTV transactions.
Understanding the RTV Reconciliation ProcessThe RTV Reconciliation Application Engine process (PO_RTVRECON) reviews the status of RTV line records to evaluate and update the RTV header record status. The process compares the shipped quantities for the RTV line records to determine whether all of the returned quantities for all of the lines have been shipped. If the shipped quantity equals the return quantity on every line, the process changes the header status to Shipped.
Note. If you process either a return for credit or a return
for exchange action for a contract line item, and the purchase order or purchase
order receipt references that contract, the RTV Reconciliation process updates
the line amount and quantity to reflect the return.
If you process either a return for credit or a return for exchange
action for a contract category line, and the original purchase order, either
the purchase order selected or the purchase order associated with the receipt
selected on the RTV document, references that contract category line, the
RTV Reconciliation process updates the category released amount and quantity
to reflect the return.
If you process either a return for credit or a return for exchange action
for a contract with open references, and the purchase order or purchase order
receipt references those open contract references, the RTV Reconciliation
process updates the open item reference amount.
The RTV Reconciliation process updates the contract total amount once
the RTV line status changes to Shipped.
If the return action on the RTV line is Exchange, an attempt is made to find the purchase order line schedule that contains the exchanged goods. If it is found and the goods have been shipped, the RTV line is eligible for closing. If the purchase order line schedule is not found, the RTV line is not closed.
After the RTV header status changes to Shipped, the process changes the header, line, and schedule statuses to Closed. If the vendor return was against an asset receipt and an adjustment voucher is not being created, an asset retirement transaction is written to the interface table in PeopleSoft Asset Management. In the event the original asset receipt transaction in the interface table has not been processed by PeopleSoft Asset Management, the return quantity is deducted from the original receipt quantity instead of creating a retirement transaction.
Once the RTV IDs status changes to Closed, the RTV record is no longer available to update. You can still view the return using the RTV inquiry pages.
Page Used to Reconcile RTV Transactions|
Page Name |
Definition Name |
Navigation |
Usage |
|
RUN_POC5000 |
Purchasing, Return To Vendor, Reconcile RTVs |
Initiate the RTV Reconciliation process, which evaluates and updates RTV header record statuses. |
Inquiring About RTVs
This section discusses the pages used to inquire about detailed RTV information.
Pages Used to Inquire About RTVs|
Page Name |
Definition Name |
Navigation |
Usage |
|
RTV_INQ |
Purchasing, Return To Vendor, Review RTVs, Return To Vendor Inquiry |
View detailed RTV information, including RTV express details. |
|
|
RTV_DEFAULTS_INQ |
Click the RTV Defaults link on the Return To Vendor Inquiry page. |
View detailed RTV default information. |
|
|
RTV_ADDR_DTL_INQ |
Click the Address link on the RTV Inquiry page. |
View vendor address details. |
|
|
RTV_LN_FEE_DSP |
Click the RTV Fees button on the Return To Vendor Inquiry page. |
View the fees that appeared by default on the RTV transaction from the vendor, vendor-item, and the receipt. |
|
|
RTV_INQ_COMMNT_SEC |
Click the Header Comment link or the Line Comment button on the Return To Vendor Inquiry page. |
View RTV comments entered at the header and line level. |
|
|
RTV_HDR_DTLS_INQ |
Click the Header Details link on the Return To Vendor Inquiry page. |
View detailed RTV header-level information. |
|
|
RTV_LN_DISTRIB_INQ |
Click the RTV Details link on the Return To Vendor Inquiry page. |
View distribution information for the item that you are returning. |
|
|
RTV_SOURCE_DTL_INQ |
Click the Source Details button on the Distribution Details inquiry page. |
View source purchase order and receipt information for the selected RTV distribution line. |
|
|
RTV_LN_SHIP_DISP |
Click the RTV Pro Numbers button on the Return to Vendor inquiry page. |
View progressive numbers for noninventory RTV lines. |
|
|
PRCR_DOCSTAT_INQ |
|
Access and review information about procurement documents associated with a vendor return. |
Click the Line Comments button on the
Return to Vendor page.
