Returns forms are often being sent in to the distributors with the issue code for some of the magazines blank.

Follow up:

When these forms arrive at the distributor, the person entering the information does not know which magazine to credit you for and they do not bother to look up the missing information. The end result is that any returns with missing issue codes are ignored.

It is just as bad with EDI returns where the automated system rejects the return.

The cause of the problem normally begins with invoicing, weeks or months before, where probably due to an XChangeIT invoice not arriving, someone has had to manually invoice a magazine. In their haste they have forgotten to put the issue code in the Extra Description field in stock received.

You can stop this from happening by selecting
-> Creditors
-> Creditor Maintenance
-> Calling up your creditor e.g. GG
-> Going to the Purchasing Tab
-> Clicking Edit
-> Then tick the option "When invoicing, must always supply issue/extra info"
-> and click save.

Now when anyone invoices magazines for this creditor, if they forget to enter information in the Extra Description field and try to process it, they will be greeted with a message telling them to enter the issue code and not allowed to proceed any further until they have.