Purchase claims

The Purchase Claim functionality allows you to create and manage purchase claims for returning items purchased from the vendor or adjusting the purchase prices. You can track and manage issues related to defective products, shipping errors, or other problems arising during purchase.

To create a purchase claim from purchase receipts

1. Select the search icon , enter Purchase Claims, and then choose the related link.

   The Purchase Claims list page opens.

2. On the action bar, select New to create a new entry.

3. On the Purchase Claim card, on the General FastTab, fill in the following fields.

   Field	Description
   No.	Select the number series from the No. Series list to generate a unique claim number for the document.
   Vendor No.	Select the number of the vendor who returns the items.
   Vendor Name 2	If there is an additional name for the vendor, you can enter it in this field to differentiate the vendor’s name from another vendor with a similar name.
   Vendor Name	This field is automatically updated with the name of the selected vendor.
   Vendor Cr. Memo No.	This field is editable. If it is not filled in manually, it will be updated automatically once the purchase claim is released or posted. It is the number that the vendor uses for the credit memo you are creating in the purchase return order or credit memo related to the claim. You cannot have the same vendor credit memo number for more than one document of the same vendor.
   Posting Date	Specifies the work date on which the purchase claim and the related purchase documents are posted is updated automatically. You can modify this date before posting the claim. Modifying the posting date will also change the posting date in all the related documents.
   Document Date	The Document Date reflects the value selected in the Posting Date field. You can change the value if required.
   Status	Indicates whether the document is Open or Released.
   Claim Calculation Method	This field specifies the price calculation method specified in the Claim Calculation Method field on the Claim Setup page. You cannot change the value if a purchase related document is already created with the existing value from Claims.

4. On the Lines FastTab, on the action bar, click Get Receipt Lines to view the list of all the purchase receipt lines of the selected vendor.

5. On the Claims - Get Purchase Receipt Lines page,

   • Turn on the Show Reversible Lines Only toggle to display all the available receipt lines to be reversed on the posted purchase invoice.
     Only the remaining quantities purchased from the specific receipt can be returned. Some of these items may have been sold to customers, while others may have been returned to the vendor. For example, on a posted purchase invoice with an original quantity of 20, if 15 items have already been sold, the quantity that is available to be reversed is 5.
   • The Posted Receipts field specifies the total number of posted receipts lines related to the selected vendor.
   • Select the receipt lines to add them to the purchase claim lines, and then click OK.

   The system will notify when the Claims contains:

   • Items that are partially applied.
   • Items that are fully applied.
   • Same item from the same receipt included in another claim for that vendor.

6. On the Purchase Claim page, on the Lines FastTab , the following fields are updated automatically:

   Field	Description
   Item No.	Specifies the number of the purchased item for which you are creating the claim with direct unit cost.
   Description	Describes the name of the item for which you are creating a claim.
   Location Code	Specifies the inventory location at which the items are received and stored. This value is inherited from the receipt.
   Original Quantity	Specifies the total number of items originally purchased from the vendor. This value is inherited from the receipt.
   Original Unit Price	Specifies the price per item originally purchased from the vendor. This value is inherited from the receipt.
   Original Unit Price Excl. VAT	Specifies the price per unit, excluding tax, originally purchased from the vendor. This value is inherited from the receipt.
   Original Unit of Measure	Specifies the Unit of Measure for the item, as stated on the item line of the receipt.
   Original Applied Price Unit of Measure	Specifies the Unit of Measure used by the vendor to price the item. If this value differs from the UoM on the item line of the receipt, it is inherited from the Applied Purchase Price and Discount page for that item line.
   Original Quantity Expressed in the UoM	Specifies the number of units (expressed in the unit of measure code) are linked to the number of units as specified in the field Quantity Expressed in the Base Unit of Measure.
   Applied Direct Unit Cost	Specifies the item’s price for the Unit of Measure used by the vendor for pricing. If this value differs from the price on the relevant item line on the receipt, it is inherited from the Applied Purchase Price and Discount page for that item line.
   Original Line Amount Excl. VAT	Specifies the net amount, excluding any invoice discount amount, that was to be paid for items on the line, as stated in the purchase order.
   Claim Applied Price Unit of Measure	Specifies the Unit of Measure used by the vendor to set the price for the item. This can differ from the claim unit of measure. This field has the same value as the Original Document Price Unit of Measure.
   Claim Quantity Expressed in the UoM	Specifies the number of units (expressed in the unit of measure code) are linked to the number of units as specified in the Quantity Expressed in the Base Unit of Measure field.
   Amount	Specifies the price difference between the original price and the claim unit price. This field will be available only for items with the Claim Calculation Method chosen as New Price.
   Document Type	Specifies the type of document from which the receipt lines are retrieved.
   Receipt No.	Specifies the document number of the selected document type.
   Receipt Line No.	Specifies the receipt line number, updated from the Purchase Receipt Lines page.
   Pstd. Sales Claim No.	Specifies the number of the related Posted Sales Claim line. Here, the purchase claim is initiated from a posted sales claim where the customer has returned products purchased from this vendor.
   Pstd. Sales Claim Line No.	Specifies the number of related posted sales claim lines.
   Document Created	Specifies if the claim line is already included in the related Purchase Return Order or Purchase Credit Memo. It prevents duplication of credit or the items that will be returned.
   Claim Unit of Measure	Specifies the unit of measure for which the Claim Unit Price Excl. VAT is set. By default, the value for this field is the same as the Original Unit of Measure field.

7. On the Lines FastTab on the Purchase Claim page, the following fields must be filled in manually.

   Field	Description
   Action Type	You must specify the action requested for the claim. Credit – Indicates that a credit must be generated for the customer’s returned or cancelled purchases, overpayments, or any other cause. Return – Indicates that the customer wants to return a product for a refund or replacement.
   Action Quantity	Specifies the quantity of items the vendor should credit/return to the customers. This value is the same as the Remaining Quantity on the Purchase Receipt Lines. This field is editable. You can modify this field if you need to do a partial claim. You cannot add a higher value than the remaining amount.
   Claim New Applied Price Unit	Specifies the price for the unit of measure used by the vendor when setting the unit price. When this field is updated, the Claim Unit Price Excl. VAT is automatically updated. The formula applied for the calculation of this value is: Claim New Applied Price Unit = Claim Unit Price Excl.VAT/ Claim Quantity Expressed in the UoM The value should not be greater than the Original Applied Price Unit Cost. It also should not be a negative value.
   Return Reason Code	You must specify the unique identification code of the return reason for the claim. This can be selected only if you select Return in the Action Type field.

8. In the Claim Unit Price Excl. VAT field, the value is generated based on the option chosen in the Claim Calculation Method field. To learn more, see Step 7 of Claim Setup.

Releasing the Purchase Claim

Once you complete filling all the fields on the Purchase Claim page, you can choose the following actions on the action bar:

You cannot release the Purchase Claim if,

• The Action Type is not defined for all the items.
• Claim Unit Price Excl. VAT is not defined for Credit Items.
• Any mandatory information is not filled in standard purchase documents, managed by the standard release of the system. In this case, the system will initiate a rollback.

On the Purchase Invoice list page, on the Buy-from Vendor History FactBox, you can view the following documents:

• Claims
• Posted Claims
• Return Orders
• Credit Memos
• Posted Receipts
• Posted Return Shipments
• Posted Credit Memos

On the Receipt Information FactBox, you can view the original quantity, actionable quantity, original unit price, and amount associated with the selected purchase claim lines. This helps you view the data without navigating to the posted purchase receipt. This data is updated dynamically.

Item Tracking Lines

In the Action Type field, when you choose Credit, the Item Tracking Lines action is enabled on the Lines FastTab. Select it to open the Posted Tracking Lines page opens with the Posted Purchase Receipt Item Tracking Lines.

When you choose Return in the Action Type field, a Purchase Return Order is created and released for all lines. The Item Tracking Lines are included automatically.

Splitting quantity over lots

You can create Purchase Return Orders and Sales Return Orders with multiple lots by splitting the quantity of items into different lots before releasing the respective Claims document. Follow the below steps:

1. On the Purchase Claim page, in the Action Type field, choose Return.
   The Quantity to Return Per Lot action is enabled on the Lines FastTab.
2. Choose the Quantity to Return Per Lot action.
3. On the Quantity to Return Per Lot page, fill in the required fields.
   On the Purchase Claim page, on the Lines FastTab, the Lot Tracking field is automatically updated as Complete. This occurs only when the value in the Qty. to Return field matches the value in the Action Quantity field.

This feature is also available for Sales Claim.

Posted purchase claim

A Posted Purchase Claim refers to a purchase claim that is finalized and processed. Once a purchase claim is posted, it indicates that the claim has gone through the necessary approvals and adjustments and any applicable refunds or adjustments have been issued.

1. Select the Search icon , enter Posted Purchase Claims, and then choose the related link. The Posted Purchase Claims page opens.
2. Select and click the required No. to open the Posted Purchase Claim page. The Purchase Claim No. specifies the number of the purchase claim from which the posted claim was created. The Pstd. Sales Claim No. and Pstd. Sales Claim Line No. are inherited from the purchase claim in cases where it was initiated from Posted Sales Claim.
3. On the action bar, click Related > Posted Sales Claim, Posted Purchase Return Shipments, or Posted Purchase Credit Memos to view the related documents. The system assigns a new number to the posted purchase claim while maintaining the reference to the original document in the Purchase Claim No. field. This allows for establishing a relationship with all the associated documents.

You can view the Item No., Quantity Returned, and the Total Value Credited for each item in the lines on the Claim Information FactBox on the Posted Purchase Receipt page.

Finished purchase claims report

You can generate and print a Finished Purchase Claims report which includes the records of the posted purchase claims along with the posting date, action type, return reason code, and other required filters.

To access the report, select the Search icon , enter Finished Purchase Claims, and then choose the related link. You can filter the information based on Vendor, Item, Action type or add new filters from the table.