Complaint voucher
Description
It happens that goods are taken from the warehouse for a customer's needs, but only at this point is it determined that the goods are defective.
Now, these goods can no longer be assigned to a particular goods receipt, but it must still be possible to return them to the supplier who most probably delivered this part.
This is the function of the complaint document. This can be created directly for a stock removal or optionally also for a quality assurance document that has a stock removal as its predecessor.
If the goods are expected back from the supplier, this can be activated with the checkbox "Goods are expected back", this complaint behaves like an order. The quantity is displayed in the dispatch account until the complete delivery.
It may also be the case that the goods have been ready for some time at the customer and only then the customer discovers that the goods are defective and sends them back. In this case, there is the possibility to search for the original goods withdrawal document on the complaint document using the order number.
A link to a goods withdrawal document is always advisable, as this is the only way to ensure that the material flow and cost distribution is 100% correct and remains traceable for later.
Since a withdrawal document is not always available, for example in the case of Kanban or manual warehouse parts without warehouse management, it is also possible to attach the complaint document directly to an order header so that the flow of goods can be assigned at least to one order or cost object.
The return loop is also fully integrated for this document, i.e. if a goods receipt is not perfect according to this complaint document, it is immediately sent back via a return document.
The difference between the return document and the complaint document is
- The complaint document always refers to a goods removal
- The return document must refer to a goods receipt as a predecessor. The return document can therefore only be used if the disposition process of the part is not yet completed due to a QA or missing goods putaway or staging. If this process has already been completed, there is still the possibility to send the goods back via the complaint document.
If no quality assurance document has been created for the removal from storage, the quantity made available is deducted from the parts requisition item/order item that may have been placed before the goods are removed. It can now be removed again via the staging list.
If the goods receipt now arrives for an item that has already been made available in the meantime by another withdrawal, the status of the goods receipt changes to "goods putaway" and must be put away.
If the item has not yet been removed again, the goods receipt goes to the status "Ready". In the case of partial quantities (requirement has already been partially covered), the goods receipt first goes to the status "staging", but after staging its partial quantity it changes to the status "putaway" so that the remaining quantity can be put away. The cost object is then credited by the goods receipt.
If the complaint document was not expected back, the crediting of the cost unit can take place via an incoming credit note.
Functionality
Incoming credit notes for complaints
It is possible to request a credit note for a complaint, especially if the goods complained about are not expected to be returned. This credit note is to be recorded differently from credit notes received on the basis of return documents, as these are recorded via the order preceding the return document. No purchase order exists in the document history for complaint documents.
Incoming credit notes for complaints are thus to be entered via free items (see docu incoming invoices/incoming invoice items). The complaint can be selected here as the predecessor.
Input window
This window is used to maintain complaint documents
Complaint documents can only be created from stock removals via its toolbar!
| Menu item | Description |
|---|---|
| Edit | - |
| Further processing | _ |
| : : Booking | Booking a supplier complaint - The processing of the supplier complaint has been completed. Depending on the identification whether goods are expected back from the supplier, the supplier complaint is linked either to its own status or to the status of the goods receipts. After posting, it is then also possible to create a goods receipt for this supplier complaint. |
| : : Cancel booking | Open supplier complaint for processing, the status changes to "Unbooked" - A goods receipt cannot be created in this unbooked status |
| : Insert predecessor | Offers the possibility to search for a goods withdrawal document of an order or an order item and to insert it, or to directly assign an order header. When searching for a goods withdrawal document via the order number, the order item search mask opens first. Once an item has been selected and confirmed with OK, a further search window opens, in which only the withdrawals for the part already specified on the complaint document are displayed. A withdrawal document is then selected here and transferred to the complaint document by pressing OK. |
| : Recipient | The recipient of the supplier complaint - Who receives the goods? |
| : : Supplier | Supplier role of a company from the trunk |
| : : Company | Company from the master data, which may not have a supplier role or may no longer have one that is currently valid |
| : : One-way address | Company where no order has yet been placed via the trunk (and is not to be placed in the future), but where there has been an order which is to be claimed now. |
| : Conditions | Conditions can be ready-made text modules for the transmission of the goods |
| : : Insert | Inserts a predefined condition from the master data |
| : : : Purchasing conditions | |
| : : : Text modules | |
| : : : Condition groups | Predefined sets of conditions that can be grouped and inserted without having to insert each condition individually |
| : : Create | Create new condition locally valid for this document |
| : : : Terms of delivery (pricing) | |
| : : : Shipping method | |
| : : : Text module | |
| : : Remove | Removes the selected conditions from the document |
| : Dunning data | Dunning data of the document. A new goods receipt of a supplier complaint can be reminded, just like a purchase order. |
| - | |
| : : : With OLE in the foreground | The print dialogue is opened, the user must wait until the document has been completely printed before he can continue working in the ClassiX system |
| : : : With OLE in the background | The print dialogue is opened, the printing process runs in parallel, so the user does not have to wait until the document is completely printed and can continue to work normally in the ClassiX system |
| Close | Closes the editing window without saving the changes |
| Search | Opens the search mask for complaint documents |
| Symbol | Description |
|---|---|
 | Create new complaint document |
 | Save changes |
 | Delete complaint document |
 | Print complaint document |
  | Create/edit notes |
 | Show part |
 | Show order item |
 | Show stock level |
 | Display stock movements |
 | Display disposition movements |
 | Show logistics account |
 | Call up document history |
| Field | Description |
|---|---|
| Basic data | |
| : Document number | Unique number of the document |
| : Document date | Date of creation of the document |
| : Booking date | When the document is posted, it receives the posting date. |
| : Posting period | Posting period that started at the time the document was created (for statistical purposes) |
| : Editor | The processor of this document |
| : Status | The status of the document |
| : Return delivery | |
| : : Goods are expected back | The goods were sent back to the supplier with the intention of getting them back. If this box is checked, the document is managed in the MRP account as a purchase order. The document is then also given an order status, which can be used to identify whether it has already been delivered in full or in part. |
| : : Date | The date by which the goods are expected to be returned. |
| : : Credit note expected | If an order that has been returned has already been invoiced, an indicator can be set here that the supplier must credit the invoice again. The fields for setting the expected credit note data are now activated. The delivery schedule line takes part in the dunning run "credit memo receipt". |
| : : Value | The expected value of the credit note expected from the supplier. |
| : : : Until : | The due date on which the A/P credit memo should be reminded. |
| : : Causing cost centre | If an intact delivery was destroyed by e.g. a forklift driver of your own company and is therefore returned, the cost centre of the forklift driver (who caused the damage) can be entered here. This information is purely informative and does not cause any charges. |
| : Supplier | - |
| : : Receiver | The supplier to whom the goods are returned and from whom the replacement may also be expected |
| : : Delivery address | The address of the supplier |
| : : Contact person | The contact person of the supplier |
| : : Delivery date | Desired delivery date by which the goods are expected back |
| : : AB Supplier | |
| Part | Opens the part selection mask |
| : : Part | The part that is returned |
| : : Quantity | The quantity of the part to be returned |
| : : Attributes | The characteristics of the part. These can be changed for variant parts by double-clicking. Further attributes can be added by using the right mouse button or the menu |
| : : Serial numbers | The serial numbers with which the part and the supplier complaint are connected. |
| : Predecessor | A predecessor of the type "sales order" or "goods withdrawal document" can be inserted. (See button description "Predecessor") |
| : : predecessor | The preceding goods withdrawal document/customer order |
| Description | The description of the return e.g. short explanation of the defect of the part |
| Conditions | |
| : Conditions | |
| : Delivery note data | - |
| : : Forwarding agency | |
| : : Type of packaging | |
| : : Gross weight | |
| : : Packed, Date | |
| : : Shipping date | |
| : : Shipping costs | |
| button | Description |
|---|---|
| predecessor | A click on this button opens a context menu, which offers the possibility to search for a goods withdrawal document of an order or an order item and to insert it, or to assign an order header directly. When searching for a goods withdrawal document via the order number, the order item search mask opens first. Once an item has been selected and confirmed with OK, a further search window opens, in which only the withdrawals for the part already specified on the complaint document are displayed. A withdrawal document is then selected here and transferred to the complaint document by pressing OK. |
| OK | Changes are saved. If no changes are made, the button is locked. |
| Booking | |
| New | The input window is cleared. |
| Delete | The document is deleted |
| Close | The window is closed without saving changes. If you want to save the changes, you must press the "OK" button. |
List window
This window is used to list complaint documents.
| Menu item | Description |
|---|---|
| Edit | - |
| : Reset | Empty list |
| - | |
| : : : With OLE in the foreground | The print dialogue is opened, the user must wait until the document has been completely printed before he can continue working in the ClassiX system |
| : : : With OLE in the background | The print dialogue is opened, the printing process runs in parallel, so the user does not have to wait until the document is completely printed and can continue to work normally in the ClassiX system |
| Symbol | Description |
|---|---|
 | Empty list |
| Create new complaint document |
 | Processing a complaint document |
| Delete complaint document |
| Print complaint document |
| Create/edit notes |
| Display document history |
 | Copy all objects to the clipboard |
| Field | Description |
|---|---|
| Number | |
| Date | |
| Booked |
| button | Description |
|---|---|
| Edit | The current complaint document is displayed in the input window. |
| New | An empty input window opens. |
| Delete | The selected complaint document is deleted. |
| Close | The window is closed. |
Selection window
This window is used to select complaint documents.
| Menu item | Description |
|---|---|
| Edit | - |
| : Reset | Empty list |
| Symbol | Description |
|---|---|
| Empty list |
| Display document history |
| Field | Description |
|---|---|
| Number | |
| Date | |
| Booked |
| button | Description |
|---|---|
| OK | The selected complaint document is copied. |
| Close | The selection is cancelled. |
Preset
| Field | Description |
|---|---|
| Document default settings for | |
| Presets |
| button | Description |
|---|---|
| OK | |
| Close | The window is closed. |
Goods withdrawal search window
The list shows all goods withdrawals that were created for the specified part in the previously selected order / order items.
| button | Description |
|---|---|
| OK | Adopts the selected goods retrieval to the complaint document |
| Close | The window is closed. |
Related topics
- Return receipt
- Goods receipt
- Removal of goods
- Storage of goods
- Quality assurance
- Returns and complaints
- Index
Technical documentation
Complaints basic module
Module name
purccomp.mod
Classes
Security
In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.
| Message | Parameters | Function | Security |
|---|---|---|---|
| Message | Parameters | Function | Receiver module |
|---|---|---|---|
Complaints editing module
Module name
purccedt.mod
Classes
Security
In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.
| Message | Parameters | Function | Security |
|---|---|---|---|
| Message | Parameters | Function | Receiver module |
|---|---|---|---|
Complaint selection module
Module name
purccsel.mod
Classes
Security
In addition to restricting access rights via the class and its data fields, the module can be restricted in its use via some of the received messages.
| Message | Parameters | Function | Security |
|---|---|---|---|
| Message | Parameters | Function | Receiver module |
|---|---|---|---|
;){kind=link}
;){kind=link}
;){kind=link}