(SRM) (0616) SALES RETURN Manual: 1.0 Context

[SRM][0616] SALES RETURN
MANUAL
1.0 CONTEXT
Sales returns is a process when the customer returns the goods partially or fully. The
Sales returns process is used to compensate customers for the items returned to the
warehouse. The sales return order is the central document that allows the user to register a
compensation agreement settled with a customer.
2.0 PURPOSE
This manual describes the process to be followed to create a return sales order, credit
note and stock movement in SAP
3.0 SCOPE
The processes in this manual are applicable for all goods of Personal Health returned
by customers to warehouse in India under the purview of the warehousing &
distribution function.
4.0 RESPONSIBILITY & AUTHORITY

Warehouse Manager W&D Operations is responsible for implementing the
procedures described in this manual. In addition, the following personnel are
responsible for executing the various steps described in this manual:
a. CFA Manager/ Assistant Manager
b. CFA SAP Senior Data entry Operator
c. CFA SAP Data entry Operator
5.0 DESCRIPTION
Once the goods returned by the customer are received physically at the warehouse
and checked to be in saleable condition or if the goods are returned as they are in
damaged condition, the following process needs to be followed in SAP to complete
the sales return process.
5.1 CREATION OF SALES RETURN ORDER
In SAP (CEP 402) Enter T-Code VA01
a. Put order type: ZRE
b. Put Sales Organization: IN12
c. Distribution Channel: CP
d. Division: CE
e. Click BillDoc tab

f. Enter Invoice number in the field Billing Document
g. Click Selection List
h. Select the CTNs for which credit orders to be entered
i. Click Copy
j. Order Return Overview:

k. Enter Sold-To-Party code & Ship-To-Party code (mandatory)
l. Enter Invoice number in Purch.Order.no.
m. Enter Order Reason
n. Enter Material, Order Quantity & Plnt
o. Save the order
p. Return order number will be generated at the bottom of the screen
q. Send email to Infosys team to release the return order number

generated
5.2 CREATION OF CREDIT MEMO
In SAP (CEP 402) Enter T-Code VA02
a. Enter return order number
b. Click on Document Flow
c. Copy Return Delivery (Example: 113560698)
d. Enter T-Code VL02N

e. Paste the Return Delivery in the field Outbound Delivery
f. Execute Post Goods Issue (PGI) for Return Delivery

g. Enter T-Code VF04 for generating credit memo
h. Enter Billing Date from, Shipping Point (Mandatory)
i. Click on DisplayBillList
j. Select the order lines for which Credit memo is to be generated
k. Click on Individual Billing Document
l. In the menu bar click on Goto-Header-Output-Select Printer-Save

1 In output screen put Output Type IN03 & press enter. Then select
Medium as External send.
2 In output screen go to Communication Method and put the below

mentioned parameters:
a In Comm. Strategy put MAIL
b In Logical destination put IN49
c In Archiving mode select Print and archive
m. Credit memo number gets saved and is displayed at the bottom of the
screen
5.3 MOVEMENT OF RETURN STOCKS IN SAP

In SAP (CEP 402) Enter T-Code MB1B
a. Enter Doc Header Text, Mov Type, Plnt & SLoc
b. Enter Receiving Location as REBL
c. Enter Material, Qty & Save
5.4 CREDIT NOTE ADJUSTMENT PROCESS

In cases when the credit note has to be entered for the complete invoice, a
reversal of billed and FOC quantities is done and credit note is entered against
entire invoice quantity.
In case of partial returns such as carton damage, product damage, etc the
value of returned items is considered while completing the CN.
In case of returns more than a single slab, FOC is to be entered according to

the scheme billed and FOC material billed in the invoice.
Example: In case billing is 100 quantity and FOC quantity is 10, here the
scheme is 10:1. In this case if we get back 23 quantity, credit note will be
entered for 21 quantity against value and 2 quantity will be entered as FOC
returns.
If in case of lack of clarity of scheme and slab, warehouse needs to enter the
Credit order and give the CO number to Infosys, and with a remark: Check for
FOC slab and release.
6.0 REASON CODES TO BE USED
The following order reason codes to be used for all Credit order entries done in VA01
Reas
on Accountabi Approving
# Code Reason lity authority Narration
National Sales
Settlement /
Commercial return Manager/
1 6RI F&A Recon related
(MCN) Commercial
returns
controller
Refusal Not Regional
Full & instant
2 6S2 Ordered or Sales Commercial
returns
Cancelled Manager
3 6SN Partial Refusal Sales Branch Manager Part load refused
Damaged goods Regional W&D Box Damage &
4 P10 Warehouse
delivered Manager Product damage
Refusals/Order Central MOD Orderdesk entry
5 R*G Sales
intake mistakes Order Desk errors
Regional
MRP discrepancy
6 R01 Price Difference F&A Commercial
returns
Manager
Billed Not Shipped - Regional F and D Invoicing error
7 U84 Warehouse
Warehouse Error Manager without dispatch
8 PCB Transport Related Warehouse Warehouse Short
Claim Manager Supply/Transit
Damage
Refused as
Refusal Date of Order desk/ Central MOD shipment
9 6S1
Delivery out of limit Warehouse Order Desk delivered after
RDD
1 Warehouse
6MY Shipment Error Warehouse No Store action
0 Manager
Branch Service Defective
1 Defective Per
U33 Service Head/ Zonal returns from
1 Returns Policy
Service Manager Service centre
7.0 SALES RETURN TRACKER
All goods returned to the warehouse needs to be tracked in the below given format.
The consolidated sales return tracker of the previous month for a Zone (North & East /
West & South) needs to be published by the Zonal Transportation Manager to the
National Finance Controller by the 2nd working day of the subsequent month.
8.0 EXCEPTION
If Order reason codes do not appear in VA01 order overview please follow the below
process
8.1 ENABLING ORDER REASON CODE
In SAP (CEP 402) home screen
a. Click on the Customize Local Layout Icon on the home screen
b. Click Options
c. Drop down Interaction Design
d. Select Visualization & Interaction
e. Click the check boxes as shown in below screen
f. Click on Apply & OK
END OF DOCUMENT

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[SRM][0616] SALES RETURN

4.0 RESPONSIBILITY & AUTHORITY

e. Click BillDoc tab

j. Order Return Overview:

q. Send email to Infosys team to release the return order number

d. Enter T-Code VL02N

f. Execute Post Goods Issue (PGI) for Return Delivery

j. Select the order lines for which Credit memo is to be generated

k. Click on Individual Billing Document

l. In the menu bar click on Goto-Header-Output-Select Printer-Save

2 In output screen go to Communication Method and put the below

5.3 MOVEMENT OF RETURN STOCKS IN SAP

5.4 CREDIT NOTE ADJUSTMENT PROCESS

In case of returns more than a single slab, FOC is to be entered according to

6.0 REASON CODES TO BE USED

7.0 SALES RETURN TRACKER

In SAP (CEP 402) home screen

a. Click on the Customize Local Layout Icon on the home screen

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