Purchase Returns
Scenario 1: Return the whole delivery before it is billed
- You received goods and returned the complete delivery
- The receipt has not been billed yet
- This means that you return everything that was delivered to you and you won’t get billed and/or credited by your supplier
The Steps to take:
- Go to Inventory - Receiving Notes and click ︙ on the receiving note in question followed by RETURN
- The purchase return opens - the status is set to “validated”
- Proceed to page 2 and click DONE
- The status “validated” means, your returned goods are taken out of your stock, you actually reversed the receiving note
- No modifications are possible in the purchase return
- Your purchase order shows the link to your receiving note and also to your purchase return
- No further action needed
Scenario 2: Return the whole delivery after you billed it, but did not pay yet
- You received goods and need to return the entire delivery
- You already created a bill from your receiving note, but did not pay the bill yet
- This means, that you return everything that was delivered and billed, but you won’t need to pay the bill to your supplier
The Steps to take:
- Go to Inventory - Receiving Notes and click ︙ on the receiving note in question followed by RETURN
- The purchase return opens - the status is set to “validated”
- Proceed to page 2 and click DONE
- The status “validated” means, your returned goods are taken out of your stock, you actually reversed the receiving note
- No modifications are possible in the purchase return
- Go to Purchasing - Bills and click Cancel on your bill
- Your bill is now cancelled and accounting transactions are reversed
- No further action needed
Scenario 3: Return the whole delivery after you billed and paid it
- You received goods and completely return the whole delivery
- You already created a bill from your receiving note and paid your bill
- This means, that you return everything that was delivered, billed and paid, so, but you won’t need to pay the bill to your supplier
The Steps to take:
- Go to Inventory - Receiving Notes and click ︙ on the receiving note in question followed by RETURN
- The purchase return opens - the status is set to “validated”
- Proceed to page 2 and click DONE
- The status “validated” means, your returned goods are taken out of your stock, you actually reversed the receiving note
- Go to purchasing - bills and click “cancel” next to your bill, a vendor credit memo wizard will open
- Proceed to page 2
- Should you get a refund for this credit, apply the payment by clicking "convert the selected installment into a payment"
- Should you wish to apply the credit to another bill later, click DONE and later ...
- Open the bill you need to apply the credit to, proceed to page 2 and click "use a credit note"
Scenario 4: Return the goods for refund from different deliveries after you billed and paid it all
- You received goods in the past from several deliveries
- You return those goods out of your stock on hand
- You will receive a refund from your vendor
The Steps to take:
- Go to Inventory - More - Purchase Returns - New Purchase Return
- Leave the status on “pending” as long as your supplier does not confirm acceptance
- Proceed to page 2 and click DONE and send the document to your vendor
- If your vendor accepts, open the purchase return, set the status to “validated”
- The status “validated” means, your returned goods are taken out of your stock
- Go to Purchasing - More - Vendor Credit Memos - New Vendor Credit Memo
- Select the vendor and add all products that were returned into the product lines
- Select payment terms for your vendor credit at the bottom
- Proceed to page 2
- Click “convert the selected installment into a payment”, set up the payment information from your bank and select the bank account that got deposited
- Click DONE to finish the process
Scenario 5: Return the goods for credit different deliveries after you billed and paid it all
- You received goods in the past from several deliveries
- You return those goods out of your stock on hand
- You receive a credit memo that you will apply to an unpaid bill
The Steps to take:
- Go to Inventory - More - Purchase Returns - New Purchase Return
- Leave the status on “pending” as long as your supplier does not confirm acceptance
- Proceed to page 2 and click DONE and send the document to your vendor
- If your vendor accepts, open the purchase return, set the status to “validated”
- The status “validated” means, your returned goods are taken out of your stock
- Go to Purchasing - More - Vendor Credit Memos - New Vendor Credit Memo
- Select the vendor and add all products that were returned into the product lines
- Select payment terms for your vendor credit at the bottom
- Proceed to page 2
- Click DONE to finish the vendor credit memo process
- Go to purchasing - bills and open your bill
- Proceed to page 2
- In the upper part, click “use a credit note”
- Select the vendor credit memo that needs to be applied to your bill
- Click DONE to validate, your bill will now show as partially paid
To View Purchase Returns, please go to Inventory - Purchase Returns