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Sales Returns

Introduction

Sales Returns Excelerator is a tool that allows you to enter and modify Sage 200 returns in Excel. This feature-rich tool offers the following benefits:

  • You can create and modify returns individually or in bulk on a single sheet.
  • Existing returns can be easily downloaded and modified.
  • Sales orders can be browsed, and details can be copied to the return.
  • Some return header details can be modified without their details.
  • Browse Sage data and pick what you want to enter on the sheet.
  • You can print the existing returns directly from Excel.

For more information see Introducing Excelerator and check out this Quick Tutorial.

Info

To use Sales Returns Excelerator, the user must have access to the following features in Sage:

  • Enter New Sales Return
  • Amend Sales Return
  • View Sales Return

See also: Sage 200 Configuration

Standard Templates

Codis offers the S200SOPReturnTemplate.xlsx template that can be used to enter quotation details. This template can be customized as per your requirements, or you can even create your own. Please refer to the " Designing Templates" section to learn more about customizing templates.

The S200SOPReturnTemplate.xlsx consists of different sheets that help you with the following:

  • Single - Entry of a single quotation
  • Multiple - Entry of multiple quotations
  • HeaderOnly - Amendment of quotation headers.

Options

Don't Clear Header Ranges?

This option controls whether single-cell ranges (those generally at the head of the spreadsheet) will be cleared when the Clear button is clicked.

This can be useful if you want to keep header information when, for instance, entering a series of single returns for the same customer.

Delete existing lines when amending Sales returns?

This option controls the behaviour of Excelerator when saving an existing return and when there is a line number missing from the order you are saving that is present on the existing return in Sage.

If this option is "Yes", Excelerator will delete that line. If this option is "No", Excelerator will leave this line unchanged.

Ignore completed Sales Returns?

This option affects which returns are shown in the "Download" option.

If it is ticked, completed returns will not be shown. Otherwise, all returns will be shown.

Ignore return line(s) with zero quantity?

This can be useful, for instance, if a sheet has a standard return set up with items already entered, and the user has to enter quantities. In these circumstances, zero is a valid quantity, meaning this item is not being returned.

Customer Order Form shows an example of this in use.

Ignore returns having zero quantity in all lines?

Used with the "Ignore return line(s) with zero quantity?" option. If all detail lines for an order have zero quantity, then this return will not be created, but the data is considered valid, and other returns on the sheet will be processed.

Ignore uncompleted Sales Orders?

This option relates to the Download Sales Order option. If this option is ticked, then uncompleted Sales Orders will not be listed on downloading Sales Orders. But if this option is ticked, then the Download Sales Order list will show all the orders.

Copy the order dispatched quantity to return quantity

This option relates to the Download Sales Orders option. If this is ticked, then when downloading sales orders, the returned quantity will be set to the dispatched quantity. If it is not ticked, the returned quantity will be left blank.

Remove all free text and comment lines when downloading a sales order

This option relates to the Download Sales Orders option. If this is ticked, then when downloading sales orders, comments and free text lines will not be downloaded onto the sheet.

Download Sales Returns

To download sales returns, you can choose the "Download Sales Returns" option, which works similarly to the sales returns browse. Upon selection, a browse will be displayed, and the chosen return(s) will be downloaded to your worksheet. Additionally, an option can be used to exclude complete returns (refer to Options for more details).

Unlike the browse, the following options are available when downloading returns:

  • Clear before download: Any returns already entered on the sheet will be cleared.
  • Append: The returns you are downloading will be added to the sheet after any orders already entered on the worksheet.
  • Append from current cell: The returns you are downloading will be added to the sheet from the current cell.

Download Sales Orders

This option will list sales orders, which can then be downloaded and a return created. There is also a browse available from the Context Menu that performs a similar function.

Because a return can be for more than one sales order, more than one sales order can be downloaded onto a single return. If you are using a single return template and a customer code is entered, the browse will only show orders for that customer.

The browse and download will copy the entire Order onto the sheet.

The Copy the Order despatched quantity to return quantity option determines whether the returned quantity is updated. If this is not ticked, you can fill in the order lines that are returned with the quantity returned, and the other lines will be ignored.

The following ranges are provided to track the source order:

  • Sales Order Number (header). Because this is a single value per return, it cannot be used to track multiple orders per return.
  • Order Line Quantity - the quantity ordered.
  • Order Number - this is a detail range that shows the original Order. This can be used to track multiple orders per return.
  • Original Order - also a detail range. It will show the original line number on the original Order.
  • Despatch quantity - the quantity despatched for the Order.

These are not saved against the return (unless you use an Excel formula to copy the values into saved ranges).

Printing

To print sales returns in Excelerator, simply click on the Print button. However, do note that the sales returns must already exist in Sage. You cannot print new returns on your worksheet until you have successfully saved them to Sage.

Once you are ready to print, the option will allow you to print all the sales returns document numbers on the sheet or only the ones you have selected. For more information on printing, refer to the Printing section.

Calculate Values

The Calculate Values option will populate prices and values on your sales order return. Values already entered will not be overwritten.

As prices can depend on the customer and standard item quantities being ordered, these should be entered before clicking the _Calculate Value_s button.

The gif below shows the Calculate Values option in action...

Delete Sales Returns Items

Excelerator offers two ways to delete order lines.

Context Menu Delete Item (s) button

To delete items, select the item(s) by clicking in the line number range (or any detail range) and clicking on the right button on your mouse, then selecting "Delete Item(s)".

Info

You should only use the context delete button after downloading or saving to Sage.
The order on the worksheet must appear as it does in Sage.

This button will only appear on the context menu when the line number range is present, and a line number is entered.

This feature works best when amending a single return.

Info

If amending a single return, you can select multiple lines to delete.

Ribbon "Delete Order Items" button

This menu option will allow you to delete lines from the sales order.

You should download a single order. Click on the delete option, giving you a list of lines to choose which to delete.

Clear All

This menu option will clear down the data in the Excelerator ranges.

You can choose to only clear the detail ranges by changing the "Don't Clear Header Ranges" under Options.

See also: Clear Excel Data.