When a Purchase Order has been completed, but the stock is due to be returned to the Supplier or the price refunded you can use a Supplier Return to reflect against your inventory and stock value. 

Add a Supplier Return

There are three ways in which you can create a Supplier Return:

1. From the main menu, select Purchases, Supplier Returns and click on Add Supplier Return. In the Purchase Order Number field, enter the purchase order number you are returning and the Supplier Return will populate all details based on the original Purchase Order's content.
   
   
   
2. In a completed Purchase Order, select the Return button in the top right of the page. A pop-up window will then appear, confirming a Supplier Return is to be created. Once confirmed the Supplier Return will populate all details based on the original Purchase Order.
   
   
   
   
3. In the View Purchases page, use the Action Cog on the Purchase Order's row to select Return.
   

NOTE: If a Supplier Return has already been created for a Purchase Order a pop-up window will be shown to query whether a new Supplier Return is required or if you would like to review the existing Supplier Return instead. You can create more than one Supplier Return for a Purchase Order, provided there is still stock or value needing to be returned. 

Manage a Supplier Return

Once the Supplier Return has been created, fill in it's order and product details to align with the return required.

1. Update the Supplier Return fields, as appropriate
   
   
   • Supplier Reference: If the Supplier has provided a reference number for the return.
   • Warehouse: If returning batch or serial tracked products, ensure the warehouse selected matches the same warehouse the stock was originally receipted in to on the Purchase Order.
   • Return Date: By default will populate with the date the Supplier Return is created, but can be amended to any future date to fit with the return's timeline. 
   • Template: Select the Doc Designer template that will be used when the Supplier Return is printed or emailed. 
   • Supplier EORI: Will populate with the Supplier's EORI, but can be edited. 
     
     
2. Update the Supplier Return Lines to include only the products, quantities and costs being returned. Use the bin icon to remove any product lines that are not being returned. 
   
   • Return Quantity: Update to show the total quantity being returned for the product.
   • Return Price: Update to show the per unit price being returned.
   • Return Cost: Update to show the additional cost value being returned for the product line.
   • Reason: Use the drop down menu to select the reason for the product's return. See Supplier Return Reasons
   • Return: Tick the checkbox to remove the "Return Qty" from stock on hand. Untick Return if only the product's price and cost are being returned. 
   • Serial/Batch: When Return is ticked, allocate the receipted batch and serial numbers being returned. 
   • NOTE: You must return at least either a quantity or a price per product line on a Supplier Return.
      
3. Use the Action Cog to bulk update the Supplier Return lines, either checking or unchecking those selected. 
   
   
   
4. If your Purchase Order had Cost Lines included, you can update the required values. Depending on whether you select Refund or Write-off, the corresponding action will be recorded in the integrated accounting provider.
5. Review the Cost Lines and amend as necessary to align with your return's requirements:
   • Cost: The Cost value will be the value that's being deducted from your stock's value.
     • If you have amended the Cost value, the Return Cost in the Supplier Return's lines will automatically recalculate to align with the new total cost.
     • If the Return Cost is amended manually, per line, select the Recalculate Supplier Return Costs icon to recalculate the total Cost based on the sum of all Return Costs.
       NOTE: Return Costs must be advised in your account's base currency. The Cost in Cost Lines will be recalculated in relation to the Supplier's currency 
   • Refund: Select the Refund option if a credit is due from the Supplier for the given cost.
   • Write-off: Select the Write-off option if a credit is not due from the Supplier but the cost is being retained as an expense. 
     
     
6. Select Complete and the Supplier Return will update your receipted product's Stock on Hand and Value to align with the return quantities, prices and costs provided. 

Integrating Cost Lines with your accounting software

Additional Information

For more details on completing a Supplier Return, see Add Supplier Return