This is for Newsagencies Only

Before returning magazines through EDI, the following requirements need to be met:
  • Suppliers in Retailer need to be set up to allow for EDI files from XchangeIT.
    • Click HERE for Gordon & Gotch.
    • Click HERE for Integrated Publication Solutions.
  • XChangeIT needs to be installed and the directories need to match in Retailer. (Click HERE to learn more)
  • A returns file for the supplier needs to be present in the Intray folder of XchangeIT.

The process of returning stock through EDI is broken down into 3 parts:

  1. Scanning the magazines to be returned
  2. Importing the EDI Returns Form (Magazines can be scanned before or after this phase)
  3. Processing and sending the Returns Form

1. Scanning Magazines to be Returned

  1. From the main screen of Retailer, click on the Stock -> Stock Returns icons.
  2. In the top section, select the appropriate type of return to process. In most cases, this will be Return Stock from Store to Original Supplier.
    NOTE: For scanning returns to subagents, follow the instructions HERE.
  3. In the Enter Stock Item To Be Returned section:
    • In Stock Item, enter or scan the magazine's barcode. Alternatively, press [Enter] to access the Find Stock Screen.
    • The details of the magazine will appear.
    • In Qty, enter the quantity to be returned.
    • Repeat the steps above until all the magazines have been scanned.
  4. Click Save Current.

2. Importing the EDI Returns Form

  1. From the main screen of Retailer, click on the Stock -> Stock Returns icons.
  2. Click Yes to this message that appears, and the returns file will begin to import.
  3. During this process, a screen may appear, prompting you to select the correct issue. After clicking OK, the Find Stock Screen will appear.
  4. Search for the issue in the Find Stock Screen and click OK.
  5. If the issue cannot be located, click on Cancel and select Add the current stock item to your stock file.
  6. Repeat the steps above until the Return Scanning screen appears.

3. Processing and Sending the Returns Form

  1. When you’ve finished scanning all of your returns, click on Returns Form.
  2. Select the supplier you wish to process returns for and click on the EDI button.
  3. You may be asked to select to view returns from All Suppliers or from the specified supplier. Choose one and click OK.
  4. You will be shown a list of all electronic returns forms from the chosen supplier. Click on the returns form, based on the Recall Date, that you’re currently processing and click on Import.
  5. If you have scanned any early returns, you will be shown a list of them, allowing you to accept or remove any items that you don’t want to return yet. When finished, click Close.
  6. You may then be shown a Magazine Issue Performance Report screen that provides information on arrivals and returns of the magazines. Click Close.
  7. Retailer will compare the items that you’ve scanned against the ones on the electronic returns form and give you a Returns Report. Click on Print to print out the Returns Report.
  8. A screen will appear asking if you are ready to send the returns to the supplier now.
  9. Check over the printed reports very carefully to ensure that they are all correct.
  10. If the quantities/figures on the report are correct, select Yes and click OK to send the returns file to XChangeIT. If not, select No and click Close to return to the Returns Scanning screen to make any necessary changes.
  11. The EDI returns file will be created in the Outtray directory and picked up by XChangeIT.