Using Previous Sales for Returns in Prophet 21

Today, we will review how to process returns in Prophet 21—using Previous Sales within the Order Entry screen. Like the Previous Requests window, the Previous Sales screen is launched directly from Sales Order Entry.

Understanding Previous Sales in Returns

An effective returns system requires being able to quickly match transactions with the returned items. By using the Previous Sales window in Prophet 21, you can save a great deal of time and simplify your team’s return processes.

Using Previous Sales for Returns in Prophet 21

1. Initiating the Return: To begin, create a Return Merchandise Authorization (RMA) and input the items for return.
2. Linking to Previous Invoices: When prompted, select the option to link the return to a previous invoice. Then choose the specific invoice or sales transaction to connect with the return.
3. Navigating Previous Sales: Right-click on the item ID in the order entry screen to open Previous Sales. Note that this screen looks very similar to the Previous Requests screen.
4. Query and Selection: Input specific details such as item ID, description, invoice number, order number, or customer PO number. Next, right-click and enter the query. Based on the previous sales data, P21 will retrieve the items you can return.
5. Item Details for Returns: The Query Results page also gives you a great deal of relevant information, including the quantities available for return, invoice numbers, pricing details, customer PO numbers, and more.
6. Modification within Limits: Unlike Previous Requests, modifying the information for items in Previous Sales has a few limits. While quantities can be adjusted, price changes could be restricted, as it’s often tied to the original invoice.
7. Changing the Return Quantity: Select the item you want to return and enter the correct quantity in the Return Qty column.

Conclusion

Using the order entry screen’s Previous Sales function for processing returns offers a quick boost to your team’s ability to effectively handle customer returns. It also helps to reduce mistakes, increases efficiency, and reinforces accurate documentation by linking returns to previous sales transactions.

If you have any questions about using Previous Sales for returns in Prophet 21, comment below.

Continue Learning: A quick overview of the basics of doing an RMA (return) receipt in P21.