Supplier Returns

Supplier Returns vs. Stock Adjustments

Scenario	Use
Supplier delivered wrong items (sending back)	Supplier Return
Supplier delivered excess (returning overstock)	Supplier Return
Goods arrived damaged (supplier responsible)	Supplier Return
Product dropped and broken in your own store	Stock Adjustment → Damage
Customer returned a purchased item	Stock Adjustment → Return
Stock count discrepancy	Stock Adjustment → Correction

Creating and Completing a Return (Admin Only)

1. Go to Supplier Returns → New Return.
2. Select the supplier.
3. Optionally link the original Purchase Order:
   • The dropdown shows RECEIVED POs from the last 30 days for that supplier.
   • For older POs, type the PO number in the search box below the dropdown and press Enter.
4. With a linked PO: line items are pre-populated. Enter the quantity you are returning for each item.
5. Without a linked PO: add line items freely. Select any product, enter quantity and unit cost.
6. Add a note (e.g. reason, supplier reference number). Save as Draft.
7. When the goods physically leave your store, click Submit (the return is now locked).
8. Once the supplier confirms receipt, click Complete. A confirmation shows the inventory impact. This cannot be undone.
9. Print the completed return to use as your debit note / goods return documentation.

WARNING

Stock is deducted only when you click Complete: not on Submit. This lets you record the paperwork upfront and finalise the inventory deduction once the goods have left.

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FAQ

Q: I returned 50 units to a supplier. My cost price (WAC) did not change. Is that correct?

A: Yes. WAC represents the average cost of what you currently hold. Removing units at the existing average does not change the average. WAC only changes when new stock is received at a different price.

Q: Can I link a return to a PO?

A: Yes, and it is recommended. Linking a PO pre-populates line items and creates a clear audit trail.

Q: The PO I need is not in the dropdown.

A: The dropdown shows RECEIVED POs from the last 30 days. For older POs, type the PO number in the search box and press Enter.

Q: I accidentally completed a return. Can I undo it?

A: No. COMPLETED is a terminal state. To reverse it, create a new Receive stock adjustment for the relevant product.

Q: Can a Manager view returns?

A: Yes, read-only. Managers can view the list, open details, and print completed returns. Only Admins can create, edit, submit, complete, or cancel returns.

Q: Does cancelling a return affect stock?

A: No. Only completing a return deducts stock. Cancelling a Draft or Submitted return leaves inventory unchanged.

Q: What is the difference between this and a stock adjustment Return type?

A: The stock adjustment Return type is for customer returns: a customer brings back an item and you add it back to stock. Supplier Returns are for sending goods back to your supplier. Stock is removed. They are opposite directions.

Q: I entered a return quantity greater than what was received on the linked PO.

A: The system enforces that the total quantity returned across all returns for that PO cannot exceed what was actually received. The error message will tell you exactly how much is still available to return.

Q: The supplier is crediting me at a different price than my cost price. How do I record that?

A: Set the unit cost on the return line item to the agreed credit price. Your Weighted Average Cost (WAC) will not be updated — it only changes when new stock comes in.

Q: What happens if I change the linked PO after I have already added items?

A: A confirmation dialog warns you that switching the PO will replace all current line items with items from the new PO. Your previously entered quantities will be lost.

Q: I completed the Submit step successfully, but Complete failed with a stock error. Why?

A: Complete is when inventory is actually deducted. Between the time you submitted and now, some of those goods may already have been sold. Reduce the return quantity to what you actually still have in stock and try again.