Supplier returns
Prerequisites
- Admin or Manager role.
- The goods were received on a purchase document — the return takes its price from that
purchase line, falling back to the article's purchase price.
- A reason: the comment is required, not decoration.
Step by step
A return runs in three steps, and they are separate on purpose: what you decided to send back, what the supplier actually collected, and what you got for it.
- Open Purchasing → Returns.
- Press Create return, pick the supplier and the warehouse the goods leave.
- Pick the Goods route — it decides whether there is a collection step at all:
- Goods go back — reserved now, booked out when they are collected. The ordinary return.
- Goods are written off — they stay here and leave stock immediately.
- Do not touch stock — for goods that stay with the buyer or left long ago. Only the
value is credited.
- Add the lines: article, quantity, Price / unit (prefilled from the purchase, and
overwritable) and the required Comment / reason.
- Save. With Goods go back the return is Initiated — nothing has left the shelf.
The other two routes book the outflow straight away and wait for the money.
- When the supplier collects, open the return and book Record collection, either
line by line or with Collect all. This is the moment stock goes down.
- When the supplier reacts, record the Settlement: money back, or **Credit (reduce
debt)** if it is offset against what you owe.
What each state means
The state is read off the document, not set by hand — reversing the last settlement drops it back to Collected, reversing the last collection back to Initiated.
| State | What it says |
|---|---|
| Initiated | Lines agreed, nothing collected. |
| Partially collected | Some quantity has left, some has not. |
| Collected | Everything is out, nothing settled yet. |
| Partially settled | Part of the amount has come back. |
| Settled | The whole amount is settled. A return worth nothing is settled as soon as the goods are gone. |
| Cancelled | Withdrawn. |
| Closed | Filed away; no further booking. |
Common problems
- More than was purchased. A return cannot exceed what the purchase document delivered.
Check whether an earlier return already used the quantity up.
- The settlement is refused as too high. Only the open amount of the return can be
settled; Rest fills in exactly what is left.
- A collection was booked by mistake. Reverse the collection — stock goes back on the
shelf. The return itself stays, with both entries visible.