In this post of SlabTutorials, we’re going to shed some light on a topic that a lot of our customers have had problems with lately: how to return slabs in your SlabWare system after the invoice has already been made.
The first point that worths mentioning is that this problem falls into three different cases:
- You sold the items but the customer hasn’t paid for the products yet – that means, the field Delivery Status is not set as SOLD. You will only return the slab and won’t need to generate Credit Memo.
- You have sold and delivered the slab, but the customer wishes to return it and he will not pay for the slab, so you’ll return the slabs and won’t generate any Credit Memo.
- You have delivered the slab, but the customer wishes to return one or more slabs, he has already paid for everything or for a part of the order, and you need to generate a Credit Memo so he can use it on his next order or on the current one.
For cases number 2 and 3, you will generate a Credit Memo for your customer. You can only return a slab or product in those cases if the field “Delivery Status” is set as SOLD.
Tag along and let’s explore each of these scenarios in the titles below!
Case #1: You haven’t delivered and customer hasn’t paid for the products yet
In this case, the field Delivery Status is not set as SOLD. You will not need to generate a Credit Memo.
In this case, all you need to do is delete the slab from the order, by clicking on the trash bin icon, and that slab will return automatically to your inventory. Check out the image below:
IMPORTANT: if you want to keep a register of the slabs that have been returned, DO THIS BEFORE REMOVING THEM from the order:
- Set the order as Sold
- Click on the icon to Return the Slabs (check out the steps on case #2 to know where to find it).
- Generate an Invoice PDF or a Returned Slabs PDF (button on the right side of the box Return Slabs,) and attach that document to your order in the Documents box (check out case #2 below for details).
- Click on the trash bin on the Returned Slabs box in the tab Items Details.
- Set the Order as Hold again to continue editing it.
P.s.: The returned slabs will not be shown in the Invoice PDF that will be generated after they have already been removed from the order.
To register that movement, you can use the Internal Notes section, or add a document related to it in the Documents section, both available in the Order’s Information tab.
Case #2: You have delivered the slab, but the customer wishes to return it and he will not pay for the slab
In this case, you only return the slabs and will not need to generate a Credit Memo for your customer.
When you click on the Return Slab item (check the image below), a new box will appear on the page named Returned Slabs.
If you want that returned slab to be registered on your order, you might get to the Order’s Information tab, scroll down the screen, click to generate the Invoice PDF – or the Returned Slabs PDF – and attach it to your order as a document.
The slabs will appear as RETURNED on your Invoice PDF.
If you prefer, you can generate the Returned Slabs PDF instead of the Invoice PDF. That option is located as a button on the right side of the box Returned Slabs.
Back to the Orders Information tab, if you want to remove the slab and its value from the invoice, you can uncheck the checkbox Returned Slab on Document, located right beside the button to generate the Invoice PDF.
IMPORTANT: if you want to keep a register of the slabs that have been returned, generate a Returned Slabs PDF (Or an Invoice PDF) and attach that document to your order before removing them from your order as shown below. They will not be shown in the Invoice PDF that will be generated after they have already been removed.
When you do that, note that the information about the Returned Slabs will disappear. The box Returned Slabs, and the information about the price on the right column of the page. Also, the price of the slabs will be discounted from the Total Amount.
Also, if you generate a new Invoice PDF, the document will not show the slabs that have been returned after they have been removed from the Order.
Case #3: You have delivered the slab, but the customer wishes to return one or more slabs, and he has already paid for everything or for a part of the order
In this case, you will return the slabs AND generate a Credit Memo for your customer.
To explore this case, let’s assume a slab from our order has been returned.
To generate a Credit Memo for the slabs that have been returned, you must click on the tab Payment Information, and then on the button Add Memo in the box Credit Memo.
On the pop-up screen, select the slabs that have been returned – they appear with a lighter opacity on their tax and value fields.
If you want to, you can add any Extra Values. That is an extra credit you want to give your customers besides the returned slabs’ value. E.G. your slabs are worth $200.00, but you want to give an extra $100.00, so you set that 100.00 on that field, and the total credit for your customer will be $300.00.
Another point of interest is the checkbox “Apply the credit/refer memo in the same order”. If you check this option, the price of the slabs will be applied as “Applied Payment” – in the Statistics field, or a blue highlighted Refer Memo on the table in the Payment Information field – to this same order. That is useful when your customer has paid a part of the total amount, so you “give him a discount” on this order.
If you don’t check that box, your customer will be able to use the credit on a future order – which is useful when he has already paid for everything of the total amount.
Add a Description with the reason why your slabs are being returned (your customer didn’t like them, they arrived broken, etc). Hit Save when you are done.
After your Credit Memo has been created, you can see how the Applied Payment field is shown on the right column of the page. So, the Open Amount + Applied Payment is your order’s total amount. See the image below:
Another point of interest to pay attention: the blue box Refer Memo in the column between Note and Options in the field Payment Information. When a payment comes from a Credit Memo, this blue Refer Memo appears in its line on the table. If the payment source is not a credit memo, the Refer Memo won’t appear in that column.
Now you can see how it appears on your Items Details tab.
Case #4: You have not delivered, but the customer has already paid for everything
You gotta open de Order and under section Delivery Details (Tab Order’s Information), confirm the status is set as Sold. Then hit “Save”.
Not open the tab Items Details and click “Return Slab”:
Then get to the Payment Information tab, and under section Credit Memo, click New.
On the pop up screen, select the slab you’ve just returned, and if you want, you can use the checkbox to apply the credit memo to this same order, or leave it unchecked in case you want to hold this credit for a future purchase.
You should also enter a description such as “Cancelled before delivery”. Then hit save.
The credit will then appear in the Statistic section on the Payment information Tab, and the returned slab will go back to your stock.
Case #5: Client Overpayment
Open the Order, get to the Payment Information tab, and in the section Credit Memo, click New:
And insert the extra amount in the field Extra Values and a note such as “Credit created due to overpayment”:
The system will then create a credit memo for the referred customer, which can be used on his next purchase, or be refunded to him:
What do you about more SlabTutorials?
Try returning slabs on your SlabWare and let us know how it helped you! Also, we’d like to know if there are any other further issues you have, so we can explain it in all its tips-and-tricks.
Take a look at the other posts in our blog to learn more about the system, and if you still have any further questions, contact our team or schedule a training session!
