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									                       Finance 9.0 Baseline Delivery Workshops
                                            February 26-27, 2008




Return to Vendor
    Process




   Beth Stanton – CSU, San Bernardino
                                                Return to Vendor



     RTV: Return to Vendor

        –   It’s a way to track merchandise
            returns



        –   You can configure RTVs to issue system
            credits (not covered in this presentation) or
            just for tracking



Finance 9.0 Baseline Delivery Workshops
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                                                Before System RTVs



     Before System RTVs
        –   Off-line and not cross-referenced
        –   Usually noted in PO comments

        –   Often did not advise AP when credits should
            be expected

        –   Manual holds on POs so that payment
            wouldn’t go out (7.5)
        –   Altered the receiving record so that PO lines
            could be cancelled (pre-PO Recon Workbench)

Finance 9.0 Baseline Delivery Workshops
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                                                  PS RTV Process



     PS RTV Process
        –   Add through the Return to Vendor pages




            See FIS90_BPG_ReturntoVendor(RTVs) Business
            Process Guide for additional information
Finance 9.0 Baseline Delivery Workshops
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                                          PeoplSoft Return to Vendor Process



     PS RTV Process - continued
     –    Pull line(s) in from the receiver
     –    Specify quantities to be returned and when
          they’ll be shipped
     –    Reference vendor issued RMA (return
          merchandise authorization)
     –    Include informational comments that can be
          printed on the RTV Dispatch (use as a packing
          slip) or can remain internal


Finance 9.0 Baseline Delivery Workshops
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                                              RTV Defaults



     RTV Defaults
        –   Tracking only: RTV Debit Memo unchecked
            (default)




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                                          Types of RTVs



     Three Types of RTVs
         –    Return for Credit
         –    Return for Exchange

         –    Return for Replacement




Finance 9.0 Baseline Delivery Workshops
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                                                           Return for Credits



     Return for Credit
       –   For whatever reason you don’t want it
           anymore and don’t want to pay for it, or, if
           already paid, want a refund
              •   No receipt changes
              •   System will not withhold payment for returned item
              •   If AP short pays in anticipation of the vendor credit,
                  the PO will need to be manually closed




Finance 9.0 Baseline Delivery Workshops
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                                                       Return for Exchange



     Return for Exchange
       –   You received what you ordered, but now want
           something else instead
           •   No receipt changes
           •   Need to order new item through a new line on the
               original PO or through a new PO
           •   Can cross reference the new PO line to the RTV line
           •   System will not withhold payment for returned item
           •   If AP short pays in anticipation of the vendor credit,
               the PO will need to be manually closed



Finance 9.0 Baseline Delivery Workshops
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                                                     Return for Replacement



     Return for Replacement
        –   You want what was ordered, but what was
            initially received was damaged, didn’t work
            properly, or perhaps the wrong item was sent
                •   Accepted quantity on the receiver is automatically
                    reduced by the quantity returned to the vendor
                •   No changes need to be made to the PO lines
                •   AP may have trouble with matching on the original
                    invoice since the accepted quantity will be less than
                    the received and invoiced quantities.
                •   When the replacement is delivered, Receiving is able
                    to enter a new receiver against the original PO line

Finance 9.0 Baseline Delivery Workshops
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                                               Delivered Reports



     Delivered Reports
        –   RTV Dispatch – use as a packing list for the
            return




Finance 9.0 Baseline Delivery Workshops
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                                          Delivered Reports, Cont.



     Delivered Reports – continued
        –   Details Report




Finance 9.0 Baseline Delivery Workshops
                                                              11
                                          Delivered Reports, continued.



     Delivered Reports – continued
        –   Credits Report – copy to AP so that they
            know what to expect with Credit or Exchange
            RTVs




Finance 9.0 Baseline Delivery Workshops
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                                                      What it doesn’t do.



     What it doesn’t do…
        –    It doesn’t take care of the accounting…
             •   Vendors have to issue credits
             •   It doesn’t hold up payments except on unmatched
                 receivers where a replacement RTV has reduced the
                 accepted quantity
         –       POs may have to be manually closed through
                 the Reconciliation Workbench: timing is a
                 campus decision




Finance 9.0 Baseline Delivery Workshops
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                                                Benefits



     Benefits
        –   Document Status cross-referencing




Finance 9.0 Baseline Delivery Workshops
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     Benefits - continued
        –   Receiving records are kept intact and still
            allow for receipt of replacement merchandise
            on open POs
        –   Delivered reports can be used for packing lists
            and AP notification




Finance 9.0 Baseline Delivery Workshops
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                                          The End




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Finance 9.0 Baseline Delivery Workshops
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