Sales Returns

Process customer returns for defective, damaged, wrong, or unwanted parts. Each return is linked to a Sales Invoice, captures per-item condition and return quantities, and specifies the credit action (credit note, replacement, or refund). The four-step workflow ensures proper authorization before physical receipt and final completion.

Module: Sales · 8 steps · all roles

Browse Returns
1Open Returns List

Navigate to Sales → Returns or go to /sales/returns.

Sales Returns list showing SRN numbers, invoice reference, customer, return type badge, return date, total amount, status badge, and item count
2Filter & Columns
ColumnDescription
SRN NumberAuto-generated return note number (links to detail).
InvoiceLinked sales invoice number.
SO NumberSales order reference (if applicable).
CustomerCustomer name snapshot.
Return TypeBadge: Defective, Damaged, Wrong Item, Not as Ordered, Customer Request.
Return DateDate the return was initiated.
Total AmountReturn value with currency.
ItemsNumber of items being returned.
StatusDraft, Authorized, Received, Completed, or Cancelled.
Create a Return
3Select Invoice

Click + New Return. Select the source Sales Invoice from the dropdown — this auto-loads all invoice line items and customer details.

Sales Return form with invoice selector, return type, credit action, reason fields, and editable line items table with condition selector per row
4Return Details
FieldRequiredDescription
Return DateYesDate the return is initiated.
Return TypeYesDefective, Damaged, Wrong Item, Not as Ordered, or Customer Request.
DescriptionYesSummary of why the return is needed.
ReasonYesDetailed reason for the return.
Credit ActionYesCredit Note (default), Replacement, or Refund.
RemarksNoInternal notes.
5Return Items

The items table is pre-populated from the invoice. For each item being returned, adjust:

FieldDescription
Return QtyQuantity being returned (defaults to original qty).
Unit PriceFrom invoice (for credit value calculation).
Line TotalAuto-calculated: return qty × unit price.
ConditionDefective, Damaged, Wrong Item, Excess, or Unopened.
RemarksPer-item notes (optional).
The Total Amount at the bottom auto-calculates as the sum of all line totals, giving you the return credit value.
6Submit

Click Create Return. The return note is created in Draft status with an auto-generated SRN number.

Workflow
7Status Flow
StatusMeaningNext
DraftReturn recorded, editable.Authorize, Cancel
AuthorizedApproved for physical receipt of returned goods.Receive, Cancel
ReceivedGoods physically received back.Complete
CompletedReturn fully processed. Credit note / refund / replacement issued. Terminal.—
CancelledReturn withdrawn. Terminal.—
Editing is only allowed in Draft status. Authorization locks the return details.
8Cross-Links
ActionGuide
View source invoiceSales Invoices
Track customer enquirySales Enquiries
Ship replacement partsDelivery Challans
Check returned stockStock Overview