This is for Newsagencies Only

This advice sheet outlines the correct settings for both returns scanning and the Returns reports.  Have these settings correct will ensure that you returns are as accurate as possible and you will therefore receive the credits you are entitled to.

Returns Scanning Setup 

This area determines when warning messages appear when scanning returns. These are used to notify you of possible problems with the credit being claimed.

From the Main Screen of Retailer, go to Stock Maintenance -> Stock Returns -> Return Stock -> Setup.

  1. Warns you of a possible data entry error. Possible causes for this are:
    1. A barcode was scanned as a quantity
    2. Wrong issue was selected
  2. Warns that you are trying to credit a subagent for a title not on their standing orders. Possible causes for this are:
    1. You did not supply the subagent with this title
    2. The subagent was supplied the title on invoice rather than on a standing order.
    3. The wrong return type was selected
      (eg. Return from Subagent to Original supplier was selected instead of Return from Shop to Original supplier).
  3. Warns that you are trying to return more than the subagent has on standing order. This may occur if:
    1. The subagent was given extras in excess of their supply standing order.
    2. The subagent is returning magazines not supplied by you.
  4. Warns you that the item scanned is a late return. Set the warning to display only for overdue stock items greater than a number of days.  Any scanned returns that trigger this warning may be deemed too late by the supplier and you will not receive a credit.  You may decide not to return the stock item and on save freight costs. 
    NOTE: If this warning occurs regularly, it indicates a breakdown in your returns management process that is potentially costing you money and needs to be addressed urgently. 

We recommend that all the options are ticked,  as it can help prevent time consuming errors on your returns forms and enables you to complete the process faster and with greater confidence.

Returns Form Setup 

This screen controls the returns information shown on the forms and how it’s displayed. The look of the form will vary depending on the supplier.

  1. From the Main Screen of Retailer, go to Stock Maintenance -> Stock Returns -> Returns Report -> Setup.
  2. Click on the ‘Magnifying Glass’ to find a supplier.
  3. Select a supplier and Click on ‘OK’.
  4. Select the required Report Format options.
    1. Create a Supplemental Returns Form - Combines Early and Late return forms into one Supplemental Returns Form.
    2. Display Total Retail and Cost on Returns Form - Displays the Total Retail and Total Cost values along with a count of how many titles are being returned.
      This option makes reconciling your statements faster and easier.
    3. Display Cover Price on Supplemental Returns Form - Displays the cover price on the Supplemental Returns Form.
    4. Display Cover Price on Current Returns Form - Displays the cover price at the end of the current returns report. 
    5. Only create PDF Returns Form - Only creates a PDF in Archive Folder and does not print Returns Form
  5. Select Required Returns Form Format for Current and Early/Late returns.
    1. Default.
    2. Non Newsagency Returns.  Use this format for suppliers that do not provide issue-specific stock.  Its also useful for returning damaged stock to suppliers.
    3. NAPS Format 3 & 4 are now Obsolete as they have been replaced by EDI & GG Returns Format.
    4. EDI Returns Format. When selected, Retailer will ask for a staff name to be entered. This is for the disclaimer that appears at the end of each report.
      NOTE: The EDI Returns Format is the industry standard returns form for issue-specific suppliers
    5. GG Returns Format. This is a specific format that Gordon & Gotch (Also Ovato & Are Direct) use.  Ensure your Gordon & Gotch supplier is setup to use this Returns Form Format.
    6. Books Return Form. This is a format containing Author details, useful for book suppliers.
  6. Select the required Report Order for the supplier.
    Check the manual returns form sent to you from the supplier to find out what order to use.
  7. Set the Number of Copies to Print. 
    We recommend you set this to two for both current and early/late returns.  One to be sent to the supplier and one to kept and filed for account reconciliation.