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 New Purchase Return
The purchase return opens - fill out information and make sure to set status to “validated”.
The status “validated” means, your returned goods are taken out of your stock, you actually reversed the inventory movements
Proceed to page 2, add products accordingly and click DONE
No modifications are possible in the 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 New Purchase Return
The purchase return opens - fill out information and make sure to set status to “validated”.
The status “validated” means, your returned goods are taken out of your stock, you actually reversed the inventory movements
Proceed to page 2, add products accordingly and click DONE
No modifications are possible in the purchase return
Go to Purchasing - Bills and click Cancel on your bill to create a vendor credit memo
Bill will show as cancelled
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 New Purchase Return
The purchase return opens - fill out information and make sure to set status to “validated”.
The status “validated” means, your returned goods are taken out of your stock, you actually reversed the inventory movements
Proceed to page 2, add products accordingly and click DONE
Go to purchasing - bills and click “cancel” next to your bill, the vendor credit memo wizard will open
OR convert from the purchase return instead (purchase return will link to the credit memo instead, bill status remains as paid).
Proceed to page 2 on the memo
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

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, add products accordingly 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

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, add products accordingly 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

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