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

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    • 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

 

 

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