Supplier returns and return credit

Use a purchase return when goods go back to the supplier, for example because they are damaged, wrongly delivered or close to expiry. A return is always made from a purchase invoice whose goods were received at the active outlet.

Menu: Product & Inventory → Purchasing → Returns. The page has two tabs: Purchase Returns (the list of returns) and Return Credit (credit balances per supplier).

Create a return

1. Click New Return.
2. 1. Supplier — choose the supplier.
3. 2. Purchase Invoice — choose the invoice the goods came from. Only received invoices are listed.
4. 3. Items to Return — enter Qty to return for each line (up to the Returnable qty), tick the return reasons, and add a line note if needed.
5. 4. Settlement — choose how it is settled:
   • Replace with the same item — the supplier sends the same product back; stock is added again when the replacement arrives.
   • Replace with a different item — the supplier sends something else; you pick the replacement product(s) when they arrive.
   • Credit for future purchases — the return value becomes supplier credit right away, for a future invoice.
   • Cash refund — the supplier pays the value back; record it when the money arrives.
6. Click Save Draft to keep it for later, or Submit Return to submit it now.

Caution

When a return is submitted, the returned qty is removed from the outlet’s stock immediately. If you cancel it afterwards, the qty is added back.

Complete a return

Open the return and use the main button for its status:

• Awaiting replacement → click Record Replacement Received and enter the product, Batch No. and Expiry Date of the replacement goods. Stock is added.
• Awaiting refund → click Record Refund Received and enter the amount, date and receiving account.
• Credit for future purchases → the credit is granted on submit, and the return completes.

The final status is Completed.

Use return credit

1. Open the Return Credit tab to see each supplier’s Balance, Granted and Used credit.
2. Click a supplier to see its credit ledger.
3. Use the credit when creating a new invoice (Apply Supplier Credit) or on a received invoice (Apply supplier credit…). See Recording purchase invoices.

Creating and processing returns needs purchase.return.*.