Return by Order (Production)

Action: RETURN

This form is used to mark orders as returned for any store/accounts.. The order's status must be Received, Picked Up, Shipped, or Lost before it may be returned. Once an order is selected, the rental items are displayed in the grid. A operator can check or un-check each item to indicate if it is present.

This functions is used: 1) Not for Retail store locations to return customer rental orders ( BBL recommends the user utilizes the customer Order Return function found on the main menu of TPOS when returning customer orders), or 2) A Service Center location that does not track any rental inventory with serial/ID numbers.

This method of order return is the preferred method when inventory ID/Serial numbers are not used extensively. It is dependent on the operator doing a thorough check to insure all rental items are back. If the Serial numbers must be scanned for Return? option is checked on the Rental tab of the System/Store Setup form, then user must scan the serial number for each tracked item. The user can check the Present? checkbox for non-tracked items, however.

Operation

Once the order is entered, it will display ALL rental items on the order. The operator would simply indicate to the system which items were returned by checking it's Present? checkbox or scanning a serial number of a item on the displayed order.

Note on Set-up

Service Center/Warehouse Registers (workstations) should be set to the Service Center/Warehouse production store/account location code created in the Store/Account form and this store/account location should be set to a Pricing/Type of WHOLESALE.

The system setting: System/Store Set-up->Rental Tab->Serial numbers must be scanned for Return? controls the exact behavior of this form. With this option: ​ SET/Checked, it forces a operator to scan/enter all tracked inventory serial/ID numbers to return.

Entering a Order #, Customer or Event displays all items on the order. Scanning a serial ID number will return & display that tracked item only and display other Non-Tracked items on the order.

Scanning a serial ID number will return that tracked item and all the non-tracked items that were on the order. The user cannot manually check the Present? box for any other tracked item that may show on the order. A tracked item's Serial/ID number must be entered for it to be marked present.

UnSet/UnChecked, Entering a Order #, selecting a Customer or Event or entering/scanning a Serial/ID number of any item on a order displays all items on the order. Once the order's items are displayed the operator may indicate which items are Present? by checking the Present? box next to each item.

Any items NOT checked as Present? will be marked as LOST for a order with Pickup at location that is a retail pricing type store/account (this assumes a company owned retail store).

If an item is marked Present, the status is changed to the status specified for Return order to on the Stores form-Rental Tab for the store actually performing the return. It can be Returned, Shipped Back, Laundry, Wait Laundry, or Done.

The status of returned items (those marked Present?) will be changed to Laundry, Wait Laundry or Done. The status depends upon the Return to setting within the Stores/Accounts maintenance form for the Register location processing the return.

Return to Status may be Returned, Shipped Back, Laundry, Wait Laundry, or Done.
​ Status Hint: The Store/Account where the Terminal/PC is logged in as that is performing the item return will determine the Return To status of the item(s) being returned. WinTPS lookups the Return To rule for the location of the Terminal/PC performing the return. For example, if the Workstation/Register performing the actual return is assigned to store/account 300. WinTPS will look in the Store/Accounts form for account 300's RETURN TO setting and use that status for returned order items.

Lost Items

​ Lost Fees Hint: The Store/Account where the Terminal/PC is logged in as that is performing the item return will determine how LOST fees are processed when items on the order are being returned.

Retail vs Wholesale Store/Accounts

Returning at a Workstation/Register assigned to Retail pricing/type Store/Accounts The assumption is the order is being returned when the customer is present thus allowing for collection. ​ Order Items that are not present have their inventory status changed to Lost and Currently Available? for rental in un-checked. If an order is returned where items are already marked Lost, those items can be checked on this form to indicate they are present and their order status will be changed to RETURN and inventory status cleared from LOST. Also they will become Available for rental again.

As items are marked to Lost, a sale transaction with style code LOST ITEM is added to the customer ticket associated with the order and the sales price is set to the replacement cost entered in inventory of the item lost. This is charging the customer/store/account for the lost item. When/if the lost item is returned the original charge on the ticket must be manually adjusted and canceled by the operator.

Returning at a Workstation/Register assigned to WHOLESALE pricing/type Store/Accounts

This function does not create LOST fees. Items are assumed to be Late until they are marked returned via this form.

At some point Production management may wish run a report of all past due Orders, via the Orders Report->Orders. The status of the non-returned items on the order can manually be marked LOST and a LOST ITEM sales transaction in the amount of item's replacement cost can be manually added to that order's original ticket. The next time an invoice is printed for a wholesale account that has had new transactions created,i.e. LOST fees, the invoice will contain the fees/charges.

Note During the WinTPS Production (when installed) Assembly when a item marked LOST is scanned onto a new order the system also checks the inventory status and clears it and makes sure it is set to available for rental. The assemble also checks the orders and will change the STATUS to DONE if not already set, except for a order with a status of LOST. It skips lost as a reminder that the order was returned lost.

Late Fees

Late fees are charged for retail & wholesale store/accounts based upon the LATE FEE calculation settings found in System/Store Setup - Rental Tab.

ProfitSystem computes a late fee as the daily late fee charge for the item type (on the Item Type form) times the number of days late. For Wholesale store/accounts the shipping Ret Days is added to the order's Return Date. ​ If the late fee is set to Daily, then the late fee is computed when the entire order is returned, and is the total number of days late times the daily late fee, as set in System/Store Setup - Rental Tab). For Wholesale store/accounts the shipping Ret Days (set on the Shipping Method) is added to the order's Return Date ​ Late fees are Sales transactions with a Store Style called Late Fee and are automatically created. Late Fee transactions obey the System Setting-> Rental Production-> Apply late fees to retail accounts when returning in production? Unchecked, Returning by Order (Production or Return by Serial, the system will NOT charge late fees for orders with RETAIL pricing/type Pickup at Store/Account. Check it will calculate and apply late fees to retail customer tickets.

Late Fees are entered onto the order's ticket for the customer/account to pay. Of course a Late Fee may be manually adjusted as any other sales transaction. Late Fees for store/accounts with Pricing/Type of wholesale will be invoiced for the fees the next time a invoice for the account is printed.

This Return by Order for automatically creates a bag/batch return number which is assigned to each returned item for tracking purposes. Items are marked Wait Laundry status based on the PC/Terminal and it's store/account assigned and it's RETURN ORDER TO setting and may be sent to laundry via the Send to Laundry function. ​ It does not support the Hot item alert feature that the Return by Item function supports.

Any older order(s) containing the same tracked item being returned will be automatically set to status of Done ( if they are not already marked Done). If the TRACKED item being returned is marked as not available for rental in the inventory, the system marks as available and the inventory status is cleared. Status updates occur on the Inventory->Rental tab-> Rental Sizes-> Serial Number form.

No Shows

Occasionally, rental orders are placed and the customer does not pick it up. ProfitSystem will tag those orders with a NO SHOW when returned with order status of RECEIVED.

Fields

Only one of the following data options is required to display the order.

Serial number...Enter the ID/serial number of an item to be returned. All of the rental items on that order will be displayed. This only works when the ID/Serial number was captured at check in or when the Rental Production module is installed and ID numbers used.

Order number...Enter the actual order number being returned.

Customer number...Enter the customer number. If the customer has any orders of status Picked Up, they are displayed in the upper list.

Confirmation number...Enter the confirmation number that was assigned to the order . The system will display the order that has that confirmation number assigned. If more than one order has the same confirmation number the system will allow the operator to choose a single order.

Event number...Enter the event number. All the orders for that event will be displayed so you can select the correct one.

Grid

Item list...ProfitSystem displays all the rental items on the selected order. Check Present? for the items being returned, leave it unchecked for the items that are missing.

Operation

Once the order is found, it's items are display within the grid. The grid shows the item's description, ID/Serial number (if any), Present? checkbox for the operator to indicate if the item is returned or not, Sub? field displaying the sub contractors vendor code (if the item was sub rented). ​ Check All button...Will check all of the item's Present? checkbox indicating they are returned.

Un-Check All button... Will un-check all of the item's Present? checkbox indicating they are not returned.

Return button... Updates the items that are checked to status of Returned

Cancel button... Throws away the data with no updates.

OK button...Exits the form.