NCN/CAR Entry & Maintenance

Non-Conformance/CAR Entry & Maintenance Header Tab Screen

	Customer Account & Billing Address - The Customer billing address details
	Pick-Up Detail - The customer pick-up address details
	Original Invoice - Displays the original invoice number and date NCN/CAR Date - Displays the date the NCN/CAR was created Customer Ord No - Will automatically populate with the customer order number from the original invoice. Users can enter an alternative customer order number if required. Web/EDI Order - Will automatically populate with the Web/EDI order number from the original invoice if applicable. Users can enter an alternative Web/EDI order number if required.
	W/H Code - Displays the warehouse code Primary Reason - Users can select a primary reason for the NCN/CAR (mandatory). The primary reason code is the entity that caused the non-conformance (eg. Customer, Warehouse etc) Secondary Reason - Users can enter a secondary reason for the NCN/CAR (mandatory). The secondary reason code is the actual problem caused by the entity (eg incorrect quantity ordered, incorrect product picked etc). Short Term Action - A short term action can be selected by clicking the drop down arrow or by manually entering one (optional) Long Term Action - A long term action can be selected by clicking the drop down arrow or by manually entering one (optional) Root Cause - A root cause can be manually entered if required (optional)
	Other Options: •Quarantine Goods on Return - When ticked goods being returned will be placed in a separate warehouse away from prime stock. This can be used for faulty stock being returned to avoid it from being allocated to another sales order upon return. •Request for Credit on Supplier Required - When ticked and user access allows, users will be prompted upon approving the CAR if they wish to raise a Supplier Request for Credit. •Charge Customer Fees for Return - When ticked the customer will be charged fees for the return. (ie. restocking fee, pick-up fee). •Internal Adjustment Only (no Paperwork to Customer) - When ticked, invoices and/or credits will NOT be printed/sent to the Customer. This should be used for internal adjustments (eg cost only adjustments). •Create New Sales Order for additional goods - When ticked a new Sales Order will be created for any additional products required.
	Exit (F4) - Exits the screen and confirms with users that they wish to exit without saving any changes Next (F6) - Navigates users to the Lines tab

Line item detail is skipped if the NCN/CAR is a Freight Only Adjustment or an Internal Non-Conformance.

Non-Conformance/CAR Entry & Maintenance Lines Tab Screen

	Line Detail: •Line - Displays the line number. •Alt UM - Displays the selected product's alternate unit of measure. •Product - The product code. •UM - Displays the selected product's unit of measure. •Description - Displays the description of the selected product code.
	Line Comment - A comment can be added to the line if required. •Qty to Credit - The quantity to credit. •Qty to Re-Inv - The quantity to be re-invoiced (Only applicable for Qty/Price/Cost Adjustment type NCN/CARs). •Qty to Return - The quantity being returned. •Qty Orig Inv'd - Displays the quantity that was originally invoiced on the selected invoice. •Credit Price - The price the product will be credited at. •Re-Inv Price - The price the product will be re-invoiced at (Only applicable for Qty/Price/Cost Adjustment type NCN/CARs). •Credit Cost - The cost price the product will be credited at. •Re-Inv Cost - The cost price the product will be re-invoiced at (Only applicable for Qty/Price/Cost Adjustment type NCN/CARs). NOTE: Cost fields are only visible to users with access.
	Select Invoice Lines - Users can select products that were invoiced on the selected invoice. Please refer to Select Invoice Lines for more information. Add/Update Line (F7) - Adds/Updates the selected product and any changes that have been made to the line. Clear Line - Clears the selected line and removes it from the NCN/CAR.
	Cust/Prod Details: •Customer Code - Displays the Customer Code for the selected Customer. •Customer Name -Displays the Customer Name for the selected Customer. •A list of prices for the selected product are displayed. •Last Sold - Displays the quantity, price and date the customer last purchased the selected product. Cust/Prod Details - Navigates users to the Customer/Product Information screen where more information about the customers pricing and sales history for the selected product is displayed. Product Enq - Navigates users to the Global Inventory Enquiry for the selected product
	Displays a list of products added to the selected NCN/CAR
	Back (F5) - Navigates users back to the Header tab Next (F6) - Navigates users to the Return Fees tab where return fees are being charged otherwise it will navigate users to the Finalise tab.

Select Invoice Lines

Where there are restocking fees or freight charges to be charged on the NCN/CAR they should be entered here.

Non-Conformance/CAR Entry & Maintenance Return Fees Tab Screen

Number 1

Return Fee Line Detail:

•Line - Displays the line number

•Alt UM - Displays the selected product's alternate unit of measure

•Product - The product code

•UM - Displays the selected product's unit of measure

•Description - Displays the description of the selected product code

•Line Comm - A line comment can be entered if required

•Qty to Inv - The quantity of the selected fee being charged

•Price - The price the fee will be charged at.

•Cost - The value of the fee being charged if applicable

•Add/Update Line (F7) - Adds/Updates the selected product and any changes that have been made to the line

•Clear Line - Clears the selected line and removes it from the NCN/CAR

Number 2

Displays a list of return fees being charged

Number 3

Back (F5) - Navigates users back to the Lines tab

Next (F6) - Navigates users to the Finalise tab

Non-Conformance/CAR Entry & Maintenance Finalise Tab Screen

	NONC/CAR Messages: •Message - Click to search for saved messages or enter a message manually •Type - Visible messages appear on the Non-Conformance, Corrective Action Report, Pick-Up Request, Goods Return Advice, Return Authorisation and any Credit Notes and Invoices produced by the NCN/CAR. Hidden messages only appear on the Non-Conformance, Corrective Action Report and Goods Return Advice (internal documents only). •Add - Adds the message to the NCN/CAR •Clear - Deletes the message from the NCN/CAR
	Displays a list of messages on the NCN/CAR. Double clicking a line allows users to delete the message or make changes to an existing message.
	NONC/CAR Summary - Displays a summary of the NCN/CAR details
	Save Entry (F6) - Saves the selected NCN/CAR. Approve to CAR - Approves the Non-Conformance to a Corrective Action Report. (Only users with access can approve a Non-Conformance to create a CAR. Only these same users can edit, complete or cancel an existing CAR). Complete CAR & Generate Credits/Invoices - Allows users with access to complete the selected CAR and generate relevant credits and invoices once the goods have been receipted into NCN/CAR Goods Receipt for goods being returned. (Not required for Freight or Qty/Price/Cost Adjustment NCN's). Please refer to NCN/CAR Goods Receipt for more information. Back (F5) - Navigates users back to the previous screen Cancel NCN/CAR (F9) - Cancels the selected NCN/CAR

To create a new Non-Conformance, users clicks New NCN/CAR and selects the Non-Conformance type. For more information on what Non-Conformance type should be used for which scenario, please refer to NCN/CAR/Customer Return Goods - Reason Matrix.

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There are 4 types of NCNs:

1.Internal Non-Conformance Only

This NCN/CAR type can be used to log non-conformances of internal breaches of quality procedure. No credits or invoices are generated and no stock is affected. This option should only be used should you want to log these non-conformances for reporting purposes. Once raised, these NCNs cannot be converted to a CAR and can only be completed or cancelled.

2.Goods Return/Pick-Up

This NCN/CAR type should be used where goods are being returned or picked up from the customer and must be converted to a CAR or cancelled. Where Pick-Up is selected a Goods Return Advice is printed in the warehouse along with a Pick-Up Request. If Customer Return is selected, only a Goods Return Advice is printed in the warehouse. A Return Authorisation can be automatically emailed to users that entered the Non-Conformance, and they can forward it onto the customer for adhering to the box(es). Stock is affected by ‘receipting’ of goods, not by credit notes processed.

3.Qty/Price/Cost Adjustment

This NCN/CAR type should be used where the quantity invoiced varies from the quantity sent, or the invoiced price or cost is wrong and must be converted to a CAR or cancelled. Stock is affected by credits and invoices, not by ‘receipting’ of goods.

4.Freight Adjustment Only

This NCN/CAR type should be used where the amount of freight charged on the invoice is incorrect and must be converted to a CAR or cancelled. no stock is affected.

users can enter an original invoice number on most NCN/CAR types. Entering an original invoice number allows the selection of products being returned/adjusted easier. If no original invoice number is entered, users will have to manually enter all of the details, including the Customer Code.

The Header tab screen will then be displayed to users.

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For Goods Return/Pick-Up type NCN/CARs, users can select if the goods are being returned by the customer or being picked up by changing the Return/Pickup drop-down.

The warehouse code should be the same warehouse that the goods were originally invoiced from.

A primary and secondary reason code must be selected, and the short term action, long term action and root cause can also be entered if required.

The options available in the Other Options section is dependent on the NCN/CAR type selected.

Once the Header screen is filled out, users can click Next to proceed to the next screen.

For Goods Return/Pick-Up and Qty/Price/Cost Adjustment type NCN/CARs, the Lines screen will be displayed.

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If an invoice number was entered users can use the Select Invoice Lines button to select the products being returned/adjusted, or users can manually enter the product codes.

users should enter the quantity they are generating a credit for, and then either a quantity to return for Goods Return/Pick-Up type NCN/CARs, or a quantity to re-invoice for Qty/Cost Adjustment type NCN/CARs. The credit and re-invoice cost can be altered if required for users with access.

eg. A credit is required for faulty stock that is being returned or picked up – user enters a quantity to credit and a quantity to return.

eg. A credit is required for a quantity of 2 because the customer was invoiced for 5 but only delivered 3 – user enters a quantity to credit of 2, OR a quantity to credit of 5 and a quantity to re-invoice of 3.

eg. A credit is required for $0.20 per item as the incorrect price was charged – user enters a credit and re-invoice quantity for the full amount affected, and change the re-invoice price to what the correct price should be.

Once all items have been entered, users clicks Next to proceed to the next screen.

If Charge Customer Fees for Return option was selected, the Return Fees screen is displayed.

Non-Conformance/CAR Entry & Maintenance Return Fees Tab Screen

users can enter the non-diminishing product code/s for the return fees, and a quantity, price and cost that is being charged.

Once all return fees have been entered, users clicks Next to proceed to the Finalise screen.

Non-Conformance/CAR Entry & Maintenance Finalise Tab Screen

users can enter visible and hidden messages on the NCN/CAR. Hidden messages only display on internal documents.

users can also enter an amount of freight that will be credited, and for Qty/Price/Cost Adjustment and Freight Only Adjustment type NCN/CARs, an Invoice Freight amount can also be entered.

eg. The customer was charged $50.00 freight, but should have been charged $20.00 – users enters a credit freight amount of $30.00 or enters a credit freight amount of $50.00 and an invoice freight amount of $20.00.

If users clicks Save Entry (F6), the Non-Conformance will be saved as an Unapproved NCN and can be printed.

If users clicks Approve to CAR, the Non-Conformance will be saved as a Corrective Action Report and will allow necessary paperwork to be generated.

For Goods Return/Pick-Up type NCN/CARs, a Goods Return Advice or Pick-Up Request is sent to the warehouse to notify of goods being returned.

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Keyboard Navigation

	NCN/CAR - Allows users to enter the NCN/CAR number they wish to maintain or click to search
	New NCN/CAR - Creates a new NCN/CAR. Please refer to Creating & Maintaining NCN/CARs for more information
	Navigates users to the Quick Attach File to Debtors Account screen to attach files to the NCN/CAR. Please refer to Quick Attach Files to Debtor Account for more information.