Let's get to grips with Part Returns.
The Part Return module provides a dedicated, centralised process for managing supplier returns in Service Geeni, allowing users to create, track and close supplier return requests from one location.
The module supports supplier return scenarios, including:
Credit requests
Stock exchanges
Rejected claims
Part Returns also provides improved visibility of supplier interactions by keeping references, documents, and claim statuses together throughout the entire return lifecycle.
Enable these Module and Access Rights to get the full functionality:
The Part Request access right in Service Geeni allows users to create and manage part requests linked to jobs.
The Accept Parts access right in Service Geeni allows users to approve and confirm the receipt of ordered parts against purchase orders or part requests.
Stock Records
Getting There
To access this module:
Open the Stock module.
Select Part Return.
If the module isn't available, please check your Module Access in User settings.
The Part Return module contains three tabs:
New Request
Sent to Supplier
Closed Claims
Each tab represents a different stage of the supplier return lifecycle.
New Request
The New Request tab is used to create and prepare supplier return requests.
Customer Warranty Claims
Customer warranty claims are created in the Customer Warranty Claims module. Raising a customer warranty claim automatically creates a Part Return request in the Part Return module. The Part Return then follows the same process described in this article.
From this point onwards, the Part Return follows the same workflow described in this article, including submission to the supplier, processing the supplier's response, and closing the claim.
Select Raise New Request to create a new request.
The request window contains the following fields:
Supplier Number
SKU & Miscellaneous: Only one option can be selected.
Selecting a SKU disables Miscellaneous.
Selecting a Miscellaneous item disables the SKU.
Receipt Number: Part Returns are receipt-driven. Once a receipt is selected, the system automatically populates information from the original goods receipt, including:
Quantity: The quantity filed will be restricted to the total number of quantities on that receipt, if the quantity is 1, it will be prepopulated to 1
PO Number
Serial Number
If only one receipt exists for the selected SKU, the receipt number is automatically populated.
Serial Number
Quantity: Quantity is controlled by the selected receipt.
Quantities cannot exceed the available receipt quantity.
Quantities must be greater than zero.
For serialised stock items, quantity is fixed at one.
Return Action: The available return actions depend on the invoicing status of the original purchase order.
For invoiced purchase orders:
Credit Note is the only available action.
For non-invoiced purchase orders:
Credit Note
Exchange
Return
Reason for Return: Reason for Return provides a structured explanation for why an item is being returned. The system includes predefined reasons and also supports custom return reasons to suit your business requirements.
PO Number
Labour Charges
Warranty Reference
Warranty Notes
Branches
Working with Draft Requests
After raising a request, it is saved within the New Request tab.
Until the request is sent to the supplier, it remains editable.
Available actions include:
Edit
Delete
Print
Upload Document
You can also select multiple requests and send them together, provided they belong to the same supplier.
Requests belonging to other suppliers become unavailable for selection.
Sent to Supplier
Selecting Send to Supplier moves the request into the Sent to Supplier tab.
The request status changes to:
Awaiting Approval
This provides formal tracking of supplier interactions and ensures all subsequent actions are recorded against the claim.
Users can:
Record supplier reference numbers.
Upload supporting documentation.
Uploaded documents remain available throughout the entire claim lifecycle, including closed and rejected claims.
A customer warranty claim is created from the customer warranty claim module, that automatically generates a part return request in the part return sub module which then follows the same process
Processing Supplier Responses
To enable the supplier responses, expand the grids (+) and select the Stock Item.
Pro Tip: Multiple requests can be sent to the supplier.
Suppliers can respond in one of three ways:
Credit Accepted
Exchange Accepted
Rejected
Part Returns automatically update purchasing and accounting records based on the supplier's response.
Credit Accepted
In the Credit Receiving Details screen, users can enter:
Credit Note Number
Credit Note Date: The system does not allow for future dates.
Credit Values: Credit must be more than 0.
The system automatically:
Calculates VAT
Calculates credit totals
Calculates claim differences
Generates financial entries
Once accepted, the request moves to Closed Claims.
When a supplier accepts a return as a credit:
The supplier credit details are recorded.
VAT is calculated automatically.
Journal entries are created.
Purchase nominal records are created automatically.
Purchase nominal entries include:
The SKU credit line.
A carriage line, if carriage charges have been entered.
Exchange Accepted
Exchange Accepted automatically creates a replacement purchase order using the existing purchasing workflow.
The request remains within Sent to Supplier until goods have been received.
When a supplier accepts an exchange:
A replacement Purchase Order is automatically created.
The request remains in the Sent to Supplier tab with a status of Accepted Awaiting Goods.
The claim remains open until goods are received against the Purchase Order.
Rejected
Rejected requests are moved immediately to Closed Claims, and no further processing occurs.
When a supplier rejects a request:
The claim is moved immediately to Closed Claims.
The request is marked as Rejected.
No further purchasing actions are created.
Closed Claims
Closed Claims displays completed supplier return outcomes.
Depending on the supplier response, requests may appear as:
Credit Accepted
Rejected
Completed Exchange cases
The tab provides a complete audit trail of supplier return activity and allows users to review completed requests without leaving the Part Return module.
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