RETURN TO SUPPLIER’S FORM PROCESS
What, When and why?
A return to supplier form is a form that we need to fill in, in order to send parts back to a supplier.
As a general rule, all parts that go out and in requires paper work.
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TIP: Before you begin, a good idea is to print out the CREDIT NOTE and have it in front of you as most of the information on there you will need to fill out this form.
Open the Google form for RTS in the link above
TIP - IF PINNACLE SUPPLIER USE LIVE CHAT TO INFORM THEM PART IS BEING RETURNED THAT WAY YOU HAVE A RECORD OF THIS
Where are the parts now?
This is the current location of part.
How are goods being returned: this will depend whether we are at fault or the supplier
Supplier to pick up-supplier is at fault; mark this box if they are going to pick the part up from here
Courier JJ Auto Parts- we are at fault; we would pay the freight to get the part back to supplier
Why would it be our fault?
E.g. our customer cancelled the job, we incorrectly ordered, we no longer require the part, etc
Courier Supplier to Pay-supplier is at fault; mark this box if they would like us to send the part back at their cost
If supplier pays for return then which carrier to use:
Ask the supplier which courier would they like us to send the part back on.
If supplier is arranging their own freight to pick up goods for return , then we need to note carrier details on the RTS so shipping staff are aware of this when carrier comes to pick up item for return
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Why are parts being returned?
Be clear with the reason to why we are sending the part(s) back to the supplier and select the appropriate reason.
FAQ:
What if I have multiple PO numbers?
You will have to send 1 form for each PO.
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What do the Accountants do with this RTS form?
The accountants use this form to create a negative P.O in Pinnacle. They also credit the amount on MYOB. This is to keep all our accounts balanced.
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If part you received is wrong/damaged (and we still have part) but you haven't done invoice yet ,what to do ?
--If you are getting a replacement item,use a fresh P.O number so things don't get mixed up (OK to use same invoice)
--Do RTS as normal ,in RTS note invoice number as N/A ,not invoiced yet
--Physically put part in RTS crates (NOT bays or credits area) ,
on part tag
note the p.o number ,
your name
date (once credits staff receive return P.O paperwork they will arrange return)
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If the suppliers part is wrong/damaged and was rejected by us UPON DELIVERY
If the part was not accepted and given straight back to the driver we do not have to do the RTS form, the delivery driver should note that the part was rejected on their delivery docket/invoice. We should cancel our purchase order in this case.
We take a copy of drivers invoice and note that the part was rejected, then we file that invoice in the accounts tray.
NOTE: THIS ONLY APPLIES WHEN THE PART DOESN'T STAY HERE AT ALL
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If part was sent direct ,I have done invoice but now I have to do credit ,do I do RTS?
once the P.O invoice is done then if credit done we have to do RTS paperwork ,
note in area on form -where are parts now -we put "still at suppliers.
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TRAINING STEPS FOR THIS TASK
Trainer
open up JJ invoice from sale
talk to supplier and advise them that part is to be returned
note
who did you speak to @ suppliers
what are arrangements for return - are we getting back , who is arranging freight return doing , is supplier getting from JJ or are we sending to them
then trainer advises trainee in writing so they can do the RTS form and finish the return