1. Openbravo QuickStart 2
User Manual
Chapter 08 – Supplier Return
to Replacement
v2.0.1
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Introduction ....................................................................................... 1
Abstract Business Process .................................................................. 1
Roles Involved .................................................................................... 2
Configuration ...................................................................................... 2
Storage Bins ...................................................................................... 3
Step-by-Step....................................................................................... 3
Supplier Return to Debit ...................................................................... 3
Procure to Pay ................................................................................... 3
Return Product ................................................................................... 4
Returning the Whole Shipment .......................................................... 4
Returning a Partial Shipment ............................................................. 4
Receive Replacement .......................................................................... 5
Create Invoice ................................................................................... 5
Accounting .......................................................................................... 6
Introduction
This workflow manages the return of goods you have purchased back to the vendor,
requesting replacement:
• sending back the merchandise.
• requesting replacement from the vendor.
Abstract Business Process
The abstract supplier return to replacement process is defined by the following diagram:

2. The following sub-processes form it:
• Return Product
• Receive Replacement
• Create Invoice
• Supplier Return to Debit sub-process
• Procure to Pay sub-process
Roles Involved
The following roles are involved with this process:
• Finance - this role authorizes debits of returns
• Material Management - send back the items in questions and receive replacement
Configuration
For this process to be used effectively, we recommend creating a separate storage bin for
holding received items that need to be returned.

3. Storage Bins
Please see Wall to Wall Accuracy Count chapter for more information on how to setup
warehouses and storage bins. We recommend creating an additional one for items to be
returned to the vendor:
Step-by-Step
Supplier Return to Debit
A combination of roles will have to be used here since several this process contains several
other sub-processes.
In case when merchandise is already invoiced, the full process of supplier return to debit
needs to be performed first. This way, the items will be returned and debit received from
the supplier. Follow the corresponding chapter of Supplier Return to Debit for more
information on this.
Procure to Pay
A combination of roles will have to be used here since several this process contains several
other sub-processes.
Next, the full process of procurement needs to be initiated again. This way, the items that
need to be replaced will be ordered and delivered again. Make sure additional care is paid to
submitting the purchase order to the vendor so that the error does not happen again. Use
the Description and Order Reference fields within the [Header] of the purchase order to
detail the situation and refer to the old purchase order that was returned to the vendor.

4. Return Product
The Material Management role should be used.
Returning a product that has not yet been invoiced can be done in two ways, depending on
the quantity:
• If a whole shipment is being returned, simply void the original Goods Receipt and
send back the merchandise
• If only a partial shipment has been returned, the void the original Goods Receipt
and create a new one only for the items kept.
Returning the Whole Shipment
Returning the whole shipment is easy in Openbravo ERP. Since existing Goods Receipt
document cannot be changed or erased, it needs to be voided. This is done by clicking the
Close button inside the original goods receipt (Procurement Management ||
Transactions|| Goods Receipt window):
and confirming it with OK. This way, the inventory update of this document will be voided
(the system automatically creates an identical goods receipt with negative quantities) and
the original purchase order will again be marked as pending.
Returning a Partial Shipment
When returning only part of the shipment that has been received from the vendor, the
following steps are required:
1. Void the original Goods Receipt document, same as just described above
2. Create a new Goods Receipt for the items kept. Follow the Procure to Pay
chapter for more information on this process.

5. 3. Send back the items that should be replaced.
This way, the items kept will not be marked as pending anymore but the ones that have
been returned will because the original purchase order has been untouched and is not fully
delivered yet.
Receive Replacement
The Material Management role should be used.
When the items that were sent back for replacement are finally received, record this
transaction by filling another Goods Receipt document. If all items from the original
purchase order have been received, they will not show up as pending anymore. Follow the
Procure to Pay chapter for more information on this process.
Create Invoice
The Finance role should be used.
If all items have been received, continue with the normal Procure to Pay process as
described in the corresponding chapter of the user manual by eventually receiving a
purchase invoice for all items of the original purchase order. Use the Purchase Invoice
window to create it.
However, if not all replacement items will be received, in other words, some may never
arrive, then those need to be canceled so that they do not appear as pending anymore. To
do so, close the original purchase order by clicking the Close button inside of it:

6. and confirming with OK. Then create the purchase invoice by creating a new header
manually for the specific vendor and adding all invoiced products to the [Lines] using the
Create Lines From dialog:
Note: The Create Lines From dialoge can be used repetitively, for example, once for each
Goods Receipt linked to the original purchase order.
Accounting
No specific accounting settings are required for this business process nor are there any
specifics in general ledger postings compared to the regular Procure to Pay process.