How to Create an Exchange in Orders

How to Create an Exchange in Orders

An Exchange can be handled in orders in AltheaSuite by following below steps.

Login into your AltheaSuite account.

From the main menu, go to Orders > Orders. Next, click on the “New” button to create new order.

Enter the necessary details for the order and enter the SKU of an item need to get exchanged.

Once the item appears in the grid, click on the item’s context menu (three dots) and select “Add Exchange”.

Once you select “Add Exchange”, the item details in the grid will be highlighted in red, indicating that the item is marked for exchange.

Click on “Select Quick Lookup Number”. 

Select the QLN to return from the dropdown menu or type it in manually, then click “OK” to proceed. Once you select the QLN to return, the grid will update with the selected QLN.

Once you click on Create, below message will appear. Click on “Yes” to proceed. It will be a permanent change to the order and cannot be undone.

Go to “Pending Deliveries”, enter the order number, and click on “Schedule On Calendar” to set the pickup / Delivery date. 

Fill the required details to schedule the pickup. Once all necessary information is entered, click “Save” to confirm the pickup. This ensures the driver is assigned to collect the return item from customer.

Once the pick up is scheduled, an auto-generated trip will be created (based on system settings).

Go to trips, select the Trip Scheduled Date. Click on the context menu of the particular trip and select “Accept and Load Truck” to prepare the truck for dispatch.

Enter QLN in the SKU field to load the item that needs to be delivered to the customer.

The returned item will automatically appear under “Loaded Items” section in the trip.

QLN in Red needs to be picked up and the QLN in black is to be delivered to the customer. Click on the “Complete Loading” to finalize the loading process.

Once the loading is complete, select “Start” from the context menu to initiate the trip.

Click on “Start Trip”.

Click on “Deliver”, the screen will indicate that the driver has reached the customer’s address and picked up the item. Take customer’s signature. Add pictures and notes, if required. Once all necessary details are taken, click on ‘Mark as delivered’ and then end the trip by selecting “End Trip”.

After the trip is ended, it will no longer appear in the Trips grid, as the process has been completed and the item successfully delivered and picked up from the customer.

Stock Transactions: To verify the stock movement, navigate to Inventory > Stock transactions and review the transactions.

The returned serial number will be moved to the default warehouse and the status will be updated to “In Hand”.

Navigate to Deliveries > Picked Up Items.

In the grid, the item status will appear as ‘Exchange’.

From the context menu of the picked up item, select Issue Sales Return.

You can adjust the deposit amount to the customer’s account by selecting the “Customer Account”, so that it can be applied to another invoice.

To Create an Invoice for the Item delivered in exchange:

Navigate to Deliveries > Delivery history.

From the context menu of the relevant delivery, select Create Invoice.

Click on “Pay Now” to proceed to the payment screen.

As there was an advance of $1107.74 in the customer’s account from the returned item, this amount has been adjusted against the invoice for exchanged delivered to the customer. The remaining balance was paid by the customer using the preferred payment mode.

Exchange Same Items in Different orders

In case where the same item has been exchanged in two different orders that have already been invoiced.

Order # O00080, SKU 1150271

Order # O00081, SKU 1150271

As a result, there are two entries for this item in the “Picked Up Items” list. 

How to Handle Undelivered Exchange Orders

If you believe that any of the Orders were not actually delivered (i.e. the customer did not receive the new item and the old item was not picked up) please follow the steps below : 

1. Cancel the associated invoice.
2. Mark the order as undelivered – this will remove the item from the Picked Up Items list.
3. Cancel the Order to prevent it from appearing in the Pending Deliveries queue.

If the Exchange was staged but Undelivered

• Use the “Remove from Stage” option for the exchange item.
• Then complete the staging without scanning the QLN of the new item.
• This will move the order back to the Pending Delivery queue.
• From there, you can either reschedule or cancel the order as needed.