Returns and Credit Memos for Epicor Prophet 21
A return request matched to the original invoice and line in Prophet 21, your restocking rules applied, and the credit memo prepared for Prophet 21 with the reason code. The yard confirms the material came back; a person posts the credit.
Collections & ARUpdated Oct 202620 ERPs
See it work on Prophet 21.
Click through the steps. Fictional data, in Prophet 21’s terms; the real thing runs on Prophet 21.
| Item | Qty | Sold on | Price paid | Type | Status |
|---|---|---|---|---|---|
| 5/4x6x12 cedar decking | 18 pc | 2043170 · Oct 2 | $21.40 ea | Stock | Matched |
| 3 in. deck screws · 5 lb | 4 bx | 2043170 · Oct 2 | $38.50 ea | Stock | Matched |
| Aluminum rail kit · 8 ft · black | 1 | 204355 · Sep 26 | $214.00 | Special order | Held |
Bayview’s request from the counter. Lunica finds the lines in Prophet 21 and flags the special order.
The problem, as it happens in Prophet 21.
A contractor brings back twelve bundles of shingles and a pallet of block from a job that finished short. The counter writes a return on a pad, guesses which invoice it came from, and asks whether the restocking fee applies to this customer. The credit gets keyed in Prophet 21 against the wrong invoice at the wrong price, with no reason code, and the material sits in the yard without a bin.
Nobody tracks what returns cost. Special orders that shouldn’t have been taken back are, and the restocking fee on the customer master is waived for whoever argues. The credit memos with no reason code are a column at month end the controller can’t explain, and the item counts drift because the material came back on paper before it came back to the yard.
How it works.
- 1
The return request is matched to the invoice
From the counter, a reply or a call, Lunica reads what is coming back and finds the invoice and the line it was sold on in Prophet 21: the price paid, the date, the job. A return with no invoice behind it, or against a special order, is flagged before anyone writes a credit.
- 2
Your restocking rules are applied
Days since sale, stock or special order, condition, the customer’s terms and whatever your policy says. The restocking fee, if one applies, is computed and shown. An override is a person’s call, logged with a name.
- 3
The yard confirms the material came back
A return authorization goes to the yard with the lines and quantities. The yard counts it in and marks condition, and the credit waits until they do. What came back on paper and what came back on the truck are the same thing, or the difference is named.
- 4
The credit memo is prepared, a person posts
The credit memo for Prophet 21: customer, invoice, line, quantity, price, restocking fee, reason code. The AR desk reviews it and posts it. Lunica reads Prophet 21 the next night and confirms the credit against the account.
How it connects to Prophet 21.
Lunica reads Prophet 21’s invoices and invoice lines, the customer master, the item master for stock versus special order, and the delivery tickets in Document Link, through a read-only login to the Prophet 21 SQL Server database. Your restocking policy is a rule your team edits in plain words.
Nothing is posted to Prophet 21 on its own. The credit memo goes back as a Prophet 21 import or API call where one exists, or keyed by your team from what Lunica prepared, with the reason code your team uses, and a person posts it. The inventory side, the material back in the bin, is received in Prophet 21 by the yard as it is today; Lunica only holds the credit until they say it’s back.
What a week looks like.
- Every return tied to the invoice and line it came from, at the price that was paid.
- Restocking fees applied by rule, waived by a person with a name on it.
- No credit until the yard has counted the material in.
- Credit memos with a reason code, so month end explains itself.
Questions
Does it post the credit memo to Prophet 21?
No. It prepares the credit memo with the invoice, line, quantity, price, fee and reason code, and a person posts it.
Does it adjust inventory?
No. The yard receives the material back in Prophet 21 as it does today. Lunica holds the credit until the yard confirms the count, and reads Prophet 21 to see it posted.
What about special orders?
Flagged. A return against a special-order line is held for the manager, with the vendor’s own return terms if your policy records them, and the restocking fee your policy sets.
Who can waive the restocking fee?
Whoever your rule names. A waiver is logged with the person’s name and the reason, and shows on the credit memo.
Can the customer ask for a return online?
Yes. From the invoice on the payment page under your name, or by replying to the invoice email. Lunica reads the request and matches it the same way.
What reason codes does it use?
Yours. The list is read from how your team keys credits today, and a return is coded by what the customer said and what the yard found.
Does it read the delivery ticket?
Yes, from Document Link, to confirm what was delivered and when, so a return isn’t credited for more than went out.
Does it need a server?
Lunica runs on one Windows server inside your network, or beside your hosted Prophet 21, set up and maintained by Lunica. It reads Epicor Prophet 21 through a read-only login to the Prophet 21 SQL Server database. There is no inbound connection from outside your network.
What does Lunica read in Prophet 21?
The customer master, open items and terms, purchase orders and receipts, the item master, quotes and order history, as each workflow needs them. Read-only, and only the rows a task is about.
Can it post to Prophet 21?
Nothing lands in Prophet 21 without a person. What belongs in Prophet 21 goes back as a Prophet 21 import or API call where one exists, or keyed by your team from what Lunica prepared.
What about our documents?
Invoice copies and scans keep living in Document Link. Lunica reads them when a workflow needs one and never writes to them.
The same workflow, on another ERP.
Returns and Credit Memos is written for every system on the list. You’re reading the Prophet 21 version.
Lumber and building materials
Wholesale distribution
- Epicor Prophet 21
- Epicor Eclipse
- Infor CloudSuite Distribution
General business
Another system? Tell us which →
See it on your Prophet 21 data.
Thirty minutes. We walk the workflow on Prophet 21 data, then map it to yours.