This article explains how to process a Vendor Return for parts in Blackpurl, including the Part Return and the Return Credit steps, and how to run a report on Vendor Returns.
Overview
Processing a Vendor Return is a two-step process:
Processing the return itself (Part Return)
Processing the vendor-issued Credit Note against the Vendor Return (Return Credit)
The process is split into two steps because you may have multiple Vendor Returns attached to one Vendor Credit Note, or one Vendor Credit Note that covers multiple Vendor Returns.
Step 1: Process the Part Return
A Part Return is required when you are physically returning parts to a vendor. Before you begin, make sure you have adequate available stock on hand for each part you want to return — Blackpurl will not allow a Vendor Return to be processed if there is insufficient stock on hand.
1. In the Blackpurl header, navigate to Ordering > Parts Return > Return.
2. In the Select a Vendor window, type your search keyword to find the relevant vendor. The system lists matching results as you type. Click your vendor's name to select it.
3. After selecting the vendor, Blackpurl automatically opens the Vendor Return screen and populates the vendor's details. Fill in the top section of the return, including fields such as Reason, Tracking #, and RMA#.
4. Add parts to the Vendor Return using one of the two options:
Returning parts to the same vendor listed on the Part Record — click Add Items.
Returning parts to a different vendor than what is listed on the Part Record — click Add From Another Vendor.
Both options open the Search to Add field where you can search for the parts to include on this Vendor Return.
5. In the Search to Add field, search for the relevant part and click to select it. The part must have available stock on hand to be added. The system adds the part to the RETURN section of the Vendor Return.
6. Enter the RETURN QTY and update the ITEM COST if applicable. Repeat steps 4 and 5 for any additional parts to return on this Vendor Return.
Vendor Return Statuses
The Vendor Return moves through the following statuses as you progress through the process.
Status | What it means |
In Progress | Line items can be added, modified, or removed. On the Part Record, quantities are shown as committed and are no longer available to sell. |
Submitted | No new line items can be added, but quantities, costs, and existing line items can still be modified or removed. |
Approved | Line items can no longer be removed. Only the cost of existing line items can be altered. In-stock quantities are reduced by the quantities sent back, and Blackpurl uses the RMA# as the reference number on Cost Tracking Activities on the Part Record. |
1. When you have submitted the Vendor Return request to the vendor, click Submit Return. This changes the status to Submitted.
2. Once the vendor has approved the Vendor Return and provided a Return Merchandise Authorization (RMA) number, enter the RMA number in the RMA# field in the Info section, then click Set As Approved. This changes the status to Approved.
Accounting Integration — Part Return
For dealerships with an accounting integration, setting the Vendor Return to Approved generates the following journal entries in your accounting software:
Debit — Inventory Accrual account: The dealership is still waiting for a Credit Memo from the vendor, so the entry sits in this clearing account until the Vendor Credit Note is received.
Credit — relevant Inventory account: The dealership is returning goods, reducing your inventory value.
Step 2: Process the Return Credit
Once you receive the vendor's Credit Note, process the Return Credit to apply it against the Vendor Return.
1. In the Blackpurl header, navigate to Ordering > Parts Return > Credit.
2. In the Select a Vendor window, type your search keyword to find the relevant vendor. Click the vendor's name to select it.
3. After selecting the vendor, Blackpurl automatically opens the Return Credit screen and populates the vendor's details. Enter the Credit Memo # and select which Vendor Returns you want to include in this Return Credit.
4. Once you have selected the Vendor Returns, the screen lists the line items from those returns. Confirm which lines and costs will be credited.
5. If the vendor is also crediting other charges such as freight, click Other Charges and search for the relevant charge to add it to the Return Credit.
6. If the vendor is charging a restocking fee, add it in the Other Charges section as a negative value.
7. Check all figures and line items to confirm that the Blackpurl Credit Memo total matches the hard copy of the vendor's Credit Memo, then click Process Credit.
The Vendor Return status changes to Credited. This means line items can no longer be modified or removed, and the Credit Memo has been received and processed with final cost values confirmed.
Accounting Integration — Return Credit
For dealerships with an accounting integration, once the status is Credited, the following journal entries are processed in your accounting software:
Debit — Accounts Payable: For the vendor's Credit Note.
Credit — Inventory Accrual account: This clearing account returns to zero, as it was only holding the entry until the Credit Note was received.
Reporting on Vendor Returns
Running a Vendor Returns report regularly helps you ensure that your dealership is processing, finalising, and receiving all relevant documentation — such as Vendor Credit Notes — in a timely manner.
1. In the Blackpurl header, navigate to Ordering > Parts Return.
2. Use the Filter button to filter the list by Vendor or by Status.
