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