Purchase Return

Inventory | Inventory Inquiry | Inventory Movement

Purchase Return

Allows the user to make returns of their purchases from the supplier.

Requirements before using Purchase Return

• The user should have the following records in order to proceed on using the Purchase Return
  1. Account Codes
  2. Item Master
  3. Supplier
  4. Users Group
  5. Warehouse
  6. Purchase Receipt
  7. Payment Voucher

Purchase Return Record Status

Status	Description
RETURNED	If the Purchase Return is created and its items are returned
CANCELLED	If the Purchase Return is cancelled

Purchase Return Cycle

Purchase Return Record List

Add Purchase Return

1. Click Purchase Return under Inventory Menu
2. Under Purchase Return Screen, Click Add Purchase Return
3. Fill up the Header Part
4. Under Purchase Receipt No. Field, select the Purchase Receipt record that needs to return the items
5. Fill out the necessary fields in the Item Details then click Save. Note: Fields with * are require fields

Creating Purchase Return Fields

Field	Description	Allowed Inputs	Input Restrictions	Character Limit	Required Field?
1.Purchase Return No.	•Purchase Return Reference No. upon creation	•Alphanumeric(Auto-Generated)	N/A	N/A	N/A
2.Supplier	•Name of Supplier	•Supplier List Provided from the Supplier Maintenance Module	N/A	N/A	Yes
3.Purchase Receipt No.	•Purchase Receipt Reference Number	•Purchase Receipt list provided by Purchase Receipt Financial Module	N/A	12	Yes
4.Document Date	•Date when the Transaction was created	•Date picker provided by system	N/A	N/A	Yes
5.Reason	•Reason why the item needs to be return	•Alphanumeric •Special Characters	None	100	Yes
6.Notes	•Additional Remarks on the Transaction	•Alphanumeric •Special Characters	None	300	No
7.Item	•Item to be returned	•Tick/Untick	N/A	N/A	Yes
8.Description	•Any remarks or Description regarding the Item	•Alphanumeric(based from the Item details in Item Master Maintenance Module)	N/A	N/A	N/A
9.Warehouse	•Assigned Warehouse where the item is placed	•Alphanumeric(Auto-Generated)	N/A	N/A	N/A
10.Defective	•Classification if the item to be returned is defective or not	•Tick/Untick	N/A	N/A	No
11.Replacement	•Classification if the item to be returned is for replacement	•Tick/Untick	N/A	N/A	No
12.Refund	•Classification if the item to be returned is for refund	•Tick/Untick	N/A	N/A	No
13.Price	•Price of the Item to be returned	•Numeric(Auto-generated based from the Pricelist used in Maintenance Module)	N/A	N/A	N/A
14.Received Quantity	•Quantity currently received in the return	•Numeric	N/A	N/A	N/A
15.Quantity Remaining	•Remaining quantity of item base from quantity received	•Numeric	N/A	N/A	N/A
16.Quantity Returned	•Quantity of item to be returned	•Numeric	Quantity should be not more than the Quantity Remaining	20	Yes
17.Unit of Measure	•Unit of Measure of the Item	•Unit of Measure List based from Unit of Measure Maintenance Module)	N/A	N/A	N/A
18.Tax	•Any type of Tax Applied on the Item	•List of Tax based from Tax Maintenance Module	N/A	N/A	N/A
19.Amount	•Total Amount of the returned item	•Numeric	N/A	N/A	N/A

Notes:

• Purchase Return Transactions cannot be edited.
• Activities regarding items returned using Purchase Return can be view on Inventory Movement under Financials Module.
• Service Class Items can be returned but cannot be view its activity on Inventory Movement.
• The user must setup the Account Codes for refund in order to use this feature.
  • The Purchase receipt must be on PAID status in order to use this feature.
• Journal Voucher and Debit Voucher will be automatically generated after creating a Purchase Return Record
• Refund function can be activated under Users Group

Viewing Purchase Return Record

1. Click Purchase Return under Inventory Menu
2. Select a Purchase Return record that needs to view its details. Click the drop-down arrow then click View.

Printing Purchase Return Record

1. Click Purchase Return under Inventory Menu
2. Select a Purchase Return that needs to print its details. Click the drop down arrow then Choose Print.

Cancelling Purchase Return Record

• Purchase Return can be cancelled in two ways:
  • Using drop-down arrow of a record can be used in single record cancellation

• Using Cancel Button for cancelling multiple records

Purchase Return Record Options

Actions Available base on Purchase Return Record Status

Status	View	Print
RETURNED	☑	☑
CANCELLED	☑	☑

Notes:

• Journal Voucher will be automatically updated when Purchase Return is updated.
• Debit Voucher can be used to deduct the amount of the future Payment Voucher transactions.

Categories:

Modules
Inventory	Purchase Return | Inventory Movement
Purchase	Purchase Receipt
Financials	Debit Voucher | Payment Voucher
Maintenance	Account Codes | Supplier | Users Group | Warehouse | Item Master