Purchase return invoices are issued when products need to be returned to the supplier. This could be due to agreements with the supplier, errors in product types or quantities supplied, or other reasons. To issue a purchase return invoice and execute the stock return process, the following steps are required: supplier selection, location specification, product details, and payment options.
Issuing a Purchase Return Invoice
To process a stock return and issue a purchase return invoice:
Go to:
Purchases & Suppliers > Return Invoices > New Return Inventory.
Add the following details:
Supplier: Select the supplier's name.
Location : Choose the Location from which the quantities will be returned.
Supplier Invoice Number (Optional): Helps track the return invoice later.
Notes (Optional): Add reasons for returning the products or other remarks.
Products:
Search for the product by name or SKU.Single or Weighted Product: Select the product name or SKU.
Variable Product: Select the SKU for the specific variant.
Pack Product: Choose the SKU for either the single item or pack . Changes to the single item will reflect on the pack and vice versa.
Tracked Product: Choose the SKU. When completing, details like batch or serial number will be required.
Additional Product Details:
Return Cost (Tax Exclusive): Cost per unit in SAR.
Tax Code: Choose the applicable tax code.
Returned Quantity: Quantity to be returned.
Repeat steps to add more products.
Payment Options:
Payment Option : The amount is already received from the supplier (full or partial).
Payment Method: Select from available methods or add new ones via Settings.
Amount: Enter the amount received from the supplier (full or partial).
Payment Due Date: Required when selecting "Pay Later" or partial payment.
Pay Later: Amount to be settled at a later date (Deferred invoice).
Click Complete. Quantities will be deducted directly from inventory.
⚠️ Ensure all details are accurate before completing; invoices cannot be modified afterward.
FAQs
1. How can I return a product that has been deleted from the inventory?
Add the product back to inventory manually with all its details, then proceed with the stock return process.
2. What if I returned the wrong quantity?
Adjust the inventory by conducting a stock count and correcting the quantity.
3. Which product details are affected after completing the return?
The product quantity in the specified location will be updated.
4. Can digital products (e.g., electronic cards) be returned to the supplier?
No, digital products cannot be returned.
5. How can I return a batch-tracked or serial-tracked product?
Follow the same steps, then provide the tracking details:
Serial Number: Add serial numbers for each returned item.
Click "Save"; the stock is deducted immediately. and a purchase return invoice is issued.
Batch Number: Add batch number and return quantity.
Click "Save"; the stock is deducted immediately. and a purchase return invoice is issued.
6. Can I export all purchase return invoices to an Excel file?
Yes, click Export Invoices to download a file containing all purchase return invoices.
7. Can I cancel a return request after starting it?
Yes, if you haven't clicked Complete, you can cancel the return request without affecting inventory data.
8. Is there a report for tracking stock returns for a specific product?
Yes, go to: Reports > Inventory > Product Movement.
Search for the product name to view all transactions, including stock returns under the transaction type column.