# Returns Process

Updated: 10/14/2021, 2:20:00 PM
Created: 10/14/2021, 2:20:00 PM
Last Updated By: mikes
Read Time: 11 minute(s)

After you have sold books for your term, you can return extra books and books that were shipped incorrectly to the vendors, if the vendors allow this. This section covers the functions used in this process.

# The Returns Menu

The Returns Menu contains functions dealing with the return of books to vendors. This section covers these functions.

# Printing a List of Expiring Invoices

To print a list of invoices that will be expiring shortly, follow these steps.

  1. From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the List of Expiring Invoices option to get to the Return Sort Parameters screen (TX-04-01-01).
  2. The Store field is automatically filled with the default store for the user. To change it, enter “<” followed by the store number. For a list of stores, enter “??” in the store field.
  3. In the Months to Expire field. Enter the greatest number of months before an invoice expires that you want to include on this report.
  4. In the Sort by field, enter “T” to sort by title, “A” to sort by author, “I” to sort by ISBN, or “P” to sort by PO line number.
  5. In the Edition Notes or Expiring Invoices field, enter “N” to select by edition notes, or “E” to select by expiring invoices.
  6. Enter “Y” to run the report or “X” to cancel.

# Creating System Suggested Returns

To create system suggested chargebacks, follow these steps. If you wish to delete one or more chargebacks, you can do so from the Chargeback Maintenance screen.

Note that system suggested returns exclude any quantity to cover for all open terms from being added to a return. If you purchased 10 of a title from the vendor and have a quantity to cover of 10, the suggested return will not include that title. If you have a QTC of 8 then the suggested return will only suggest 2.

If you want to override this behavior you may do so in TX-SU-2-5 (Return Parameters). If you place a Y in the "Suggest Returns Ignore QTC" field then the system will ignore any current/future need for a title and suggest a quantity up to the total amount you have purchased from that vendor.

  1. From the CourseTrak Main Menu, select the Returns option followed by the Returns option, the Create System Suggested Returns option (TX-03-01-02).
  2. The Store field is automatically filled in with the default for the user. To change it, enter "<" followed by the new store number. For a list of stores, enter "??" in the Store field.
  3. In the Sales Cutoff Date field, enter the last date of sales that you want to take into account when calculating the number of books to return. If you don’t want to limit the returns created by date, leave this field blank.
  4. In the Vendor # fields, enter the vendors for which you want to create suggested returns. If you wish to create returns for all vendors, leave these fields blank.
  5. In the Vendor Type field, enter the vendor type for which you want to create suggested returns. If you do not wish to limit by vendor type, leave this field blank.
  6. In the Expire Days field, enter the maximum number of days before an invoice expires for the invoice to be included in the suggested returns.
  7. In the Cost or Expire field, enter “C” to select invoices based on cost or “E” to select invoices based on expiration date.
  8. Enter “Y” to create suggested returns.

# Creating a Manual Chargeback

To enter a chargeback into the system manually, follow these steps.

  1. From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the Enter/Maintain Returns option to get to the Return Maintenance screen (TX-04-01-03).
  2. The Store field is automatically filled in with the default for the user. To change it, enter "<" followed by the new store number.
  3. In the Charge Back # field, enter the chargeback you want to modify or enter “.” to create a new chargeback.
  4. In the Vendor field, enter the vendor for which you are entering a return.
  5. In the Return Authorization field, enter the return authorization number given to you by the vendor, if it applies.
  6. In the Return to Vendor field, enter the alternate vendor to which the books should be returned.
  7. Enter “A” to add a new book to the return.
  8. In the ISBN field, enter the ISBN for the book you want to select. If you aren't sure of the ISBN, you can search for it by entering "[AUTHOR]/", "[TITLE]", or "[AUTHOR]/[TITLE]".
  9. In the Quantity New field, enter the new quantity that you want to return.
  10. In the Quantity Used field, enter the used quantity that you want to return.
  11. In the Qty Pick New field, enter the new quantity that you want to return.
  12. In the Qty Pick Used field, enter the used quantity that you want to return.
  13. In the Reason field, enter the reason code for this return. For a list, enter “??”. For more information, see section Return Reason Codes in the CourseTrak Setup Guide.
  14. In the Auto/Manual field, enter “A” to automatically select invoice numbers or “M” to manually select them.
  15. In the Cost/Exp Date field, enter “C” to select invoices by cost or “E” to select them by expiration date.
  16. In the Our PO Line # field, enter the purchase order and line number for the item.
  17. In the Vendor Inv # field, enter the vendor’s invoice number for the item.
  18. In the RQty field, enter the quantity you wish to return.
  19. In the Inv Cost field, enter the cost of the item you are returning.
  20. In the Penalty field, enter the vendor penalty charge for returning books.
  21. Press [ENTER] to save changes to the book or enter “X” to cancel.
  22. Press [ENTER] to save changes to the chargeback or enter “X” to cancel.

# Printing a Picking Document

To print a picking document for your returns, follow these steps.

  1. From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the Print Picking Documents option to get to the Print Shipping Document screen (TX-04-01-04).
  2. The Store field is automatically filled in with the default for the user. To change it, enter "<" followed by the new store number. For a list of stores, enter "??" in the Store field.
  3. In the Vendor field, enter the vendor for which you want to print the picking document. Leave this field blank for all vendors.
  4. Enter “Y” to run the process or “X” to cancel.

# Printing Return Requests

To print requests for your returns, follow these steps.

  1. From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the Print Permissions Requests option to get to the Print Shipping Document screen (TX-04-01-05).
  2. The Store field is automatically filled in with the default for the user. To change it, enter "<" followed by the new store number. For a list of stores, enter "??" in the Store field.
  3. In the Vendor field, enter the vendor for which you want to print the requests. Leave this field blank for all vendors.
  4. Enter “Y” to run the process or “X” to cancel.

# Printing Chargebacks

To print your returns, follow these steps.

  1. From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the Print Chargebacks option to get to the Print Shipping Document screen (TX-04-01-06).
  2. The Store field is automatically filled in with the default for the user. To change it, enter "<" followed by the new store number. For a list of stores, enter "??" in the Store field.
  3. In the Vendor field, enter the vendor for which you want to print the chargebacks. Leave this field blank for all vendors.
  4. Enter “Y” to run the process or “X” to cancel.

# Reprinting Picking Documents

To reprint your picking documents, follow these steps.

  1. From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the Reprint Picking Documents option to get to the Reprint Document screen (TX-04-01-21).
  2. The Store field is automatically filled in with the default for the user. To change it, enter "<" followed by the new store number. For a list of stores, enter "??" in the Store field.
  3. In the First Return field, enter the first return you want to print. For all returns, leave this blank.
  4. In the Last Return field. Enter the last return you want to print. For all returns, leave this blank.
  5. Enter “Y” to print or “X” to cancel.

# Reprinting Permissions Requests

To reprint your permissions requests, follow these steps.

  1. From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the Reprint Permssions Requests option to get to the Reprint Document screen (TX-04-01-22).

  2. The Store field is automatically filled in with the default for the user. To change it, enter "<" followed by the new store number. For a list of stores, enter "??" in the Store field.

  3. In the First Return field, enter the first return you want to print. For all returns, leave this blank.

  4. In the Last Return field. Enter the last return you want to print. For all returns, leave this blank.

  5. Enter “Y” to print or “X” to cancel.

# Reprinting Chargebacks

To reprint your chargebacks, follow these steps.

  1. From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the Reprint Chargebacks option to get to the Reprint Document screen (TX-04-01-23).
  2. The Store field is automatically filled in with the default for the user. To change it, enter "<" followed by the new store number. For a list of stores, enter "??" in the Store field.
  3. In the First Return field, enter the first return you want to print. For all returns, leave this blank.
  4. In the Last Return field. Enter the last return you want to print. For all returns, leave this blank.
  5. Enter “Y” to print or “X” to cancel.

# Listing Open Permissions

To print a list of open return permissions, follow these steps.

  1. From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the List Open Permissions option (TX-04-01-24).
  2. The Store field is automatically filled with the default store. To change it, enter “M” followed by the store number.
  3. Enter “Y” to print the report or “X” to cancel.

# Clearing Open Chargebacks

To delete chargebacks that have not yet been printed, follow these steps.

  1. From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the Clear Open Chargebacks option to get to the Clear Open Chargebacks screen (TX-04-01-25).
  2. The Store field is automatically filled in with the default for the user. To change it, enter "<" followed by the new store number. For a list of stores, enter "??" in the Store field.
  3. In the Vendor field, enter the vendor for which you want to delete chargebacks. For all vendors, leave this field blank.
  4. Enter “Y” to run the process or “X” to cancel.

# Printing a List of Chargebacks

To print a list of chargebacks, follow these steps.

  1. From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the Chargeback List option to get to the Chargeback Listing Report screen (TX-04-01-26).
  2. The Store field is automatically filled in with the default for the user. To change it, enter "<" followed by the new store number. For a list of stores, enter "??" in the Store field.
  3. In the Chargeback Printed field, enter “Y” if you want to include only chargebacks that have been printed. Otherwise, enter “N”.
  4. In the Chargeback Date field, enter the earliest date that you want to include. If you don’t wish to limit by date, leave this field blank.
  5. In the Vendor Number field, enter the vendor that you want to include. If you don’t wish to limit by vendor, leave this field blank.
  6. In the Chargeback Term field, enter the term that you want to include. If you don’t wish to limit by term, leave this field blank.
  7. In the Permission Required field, enter “Y” if you want to print only chargebacks that require permission. Otherwise, enter “N”.
  8. Enter "Y" to run the process, or "X" to cancel.

# Writeoff List

To print a writeoff list, follow these steps.

  1. From the CourseTrak Main Menu, select the Returns option followed by the Returns option and the Writeoff List option to get to the Return Sort Parameters screen (TX-04-01-27).
  2. The Store field is automatically filled in with the default for the user. To change it, enter "<" followed by the new store number. For a list of stores, enter "??" in the Store field.
  3. In the Sort by field, enter “A” to sort by author, “T” to sort by title, “I” to sort by ISBN or “P” to sort by PO line number.
  4. Enter "Y" to run the process, or "X" to cancel.