Purchase Return

Return received goods to the vendor when items are defective, wrong, or surplus. Purchase returns are linked to a goods receipt, track return quantities per item, and manage the return through an authorization and dispatch workflow. This guide covers creating returns, selecting items, and tracking credit expectations.

Module: Procurement · 8 steps · all roles

Browse Returns
1Open Return List

Navigate to Procurement → Returns or go to /procurement/returns.

Returns list showing return numbers, GR references, vendors, return type badges, credit expectation, status, and total amounts
2Filter & Columns
ColumnDescription
Return #Auto-generated return reference.
GR #Linked goods receipt number.
VendorSupplier name (from GR).
TypeDefective, Wrong Item, Surplus, Damaged, or Other.
CreditCredit Note, Replacement, or Refund.
StatusDraft, Authorized, Dispatched, or Completed.
TotalValue of items being returned.
Create a Return
3Select Goods Receipt

Click + New Return at /procurement/returns/new. Select a goods receipt to load received items.

FieldRequiredDescription
Goods ReceiptYesSelect from completed GRs. Items and vendor load automatically.
Return DateYesDate of the return (defaults to today).
Return TypeYesDefective, Wrong Item, Surplus, Damaged, or Other.
Credit ExpectedYesCredit Note, Replacement, or Refund.
DescriptionNoDetailed description of why items are being returned.
ReasonNoShort reason code or summary.
Return form with GR selector showing GR info, return type and credit expectation dropdowns, date picker, and description fields
4Return Details
The GR info card shows the original receipt details: vendor, PO reference, receipt date, and total items received. This helps you verify you’re returning against the correct receipt.
5Select Return Items

The items table shows all parts from the goods receipt. Enter the return quantity for each item being returned.

ColumnEditableDescription
PartNoPart number and name from GR.
Received QtyNoQuantity originally received (reference).
Return QtyYesNumber of units to return (max = received qty).
Unit PriceNoPrice from PO (for return value calculation).
Return ValueNoReturn Qty × Unit Price (auto-calculated).
Return quantity cannot exceed the received quantity for any item. Items with zero return quantity are excluded from the return.
Workflow
6Return Types
TypeDescription
DefectiveItems received but found defective during inspection.
Wrong ItemVendor shipped incorrect parts.
SurplusMore items received than ordered.
DamagedItems damaged during shipping or handling.
OtherAny other reason — describe in the Description field.
Credit OptionDescription
Credit NoteVendor issues a credit note to offset future invoices.
ReplacementVendor ships replacement items at no additional cost.
RefundVendor refunds the payment for returned items.
7Status Flow
StatusMeaningNext
DraftReturn created, pending authorization.Authorize → Authorized
AuthorizedReturn approved, ready for dispatch.Dispatch → Dispatched
DispatchedItems shipped back to vendor.Complete → Completed
CompletedReturn process finished, credit/replacement received.—
Only Draft returns can be edited or deleted. The return total is calculated from the items and displayed as a summary before submission.
8Cross-Links
ActionGuide
View the goods receiptGoods Receipts
View the purchase orderPurchase Orders
Track delivery follow-upsPO Follow-ups
Record vendor invoicePurchase Invoice