Create Purchase Return

Learn how to create purchase returns (also called debit notes) in Digit Tally for returning defective, damaged, or unwanted items to suppliers and tracking refunds or credits.

What is a Purchase Return?

A purchase return (also called debit note or return merchandise authorization) is a document that:

• Records items being returned to supplier
• Reduces your accounts payable
• Requests refund or credit from supplier
• Documents reason for return
• Provides evidence for accounting adjustments
• Maintains supplier relationship transparency

[SCREENSHOT: Sample purchase return document]

When to Create Purchase Returns

Common Return Scenarios

Scenario	Description	Example
Defective Items	Products don't work properly	3 faulty laptops out of 10
Damaged Goods	Items arrived damaged	Broken monitors in shipment
Wrong Items	Supplier sent incorrect products	Ordered Canon, received HP printers
Quality Issues	Below acceptable quality standards	Materials not meeting specifications
Over-Delivery	Received more than ordered	Ordered 50, received 60, returning 10
Expired Products	Products past expiration date	Food items, medications, chemicals
Specification Mismatch	Wrong specifications	Different size, color, or model
Duplicate Delivery	Same order delivered twice	Second shipment of same PO
Change of Mind	No longer need the items	Project cancelled, requirements changed

[SCREENSHOT: Purchase return scenarios illustrated]

Purchase Return vs Purchase Receipt

Understanding the difference:

Aspect	Purchase Receipt	Purchase Return
Direction	Supplier → You	You → Supplier
Inventory	Increases stock	Decreases stock
Accounts Payable	Increases	Decreases
Document Type	Goods Received Note (GRN)	Debit Note
Financial Impact	You owe supplier	Supplier owes you

Accessing Purchase Return Creation

From Purchase Invoice (Recommended)

1. Navigate to https://suppliers.digit-tally.io
2. Go to Purchase Invoices section
3. Open the purchase invoice
4. Click Create Return button
5. Return form opens with invoice details pre-filled

[SCREENSHOT: Create Return button on purchase invoice]

From Purchase Receipt

1. Open the purchase receipt
2. Click Return Items button
3. Return form opens with receipt details
4. Useful for immediate returns during receiving

[SCREENSHOT: Return Items button on purchase receipt]

From Purchase Returns Section

1. Go to Purchase Returns in Suppliers App sidebar
2. Click + Create Purchase Return
3. Manual return form opens
4. Link to invoice or receipt

[SCREENSHOT: Create Purchase Return button]

Purchase Return Creation Form

Complete the form with return details.

[SCREENSHOT: Purchase return creation form]

Step 1: Link to Source Document

Purchase returns should be linked to purchase invoice or receipt.

Selecting Purchase Invoice

Field	Description	Required
Purchase Invoice	Select invoice to return against	Recommended
Supplier	Auto-fills from invoice	Yes
Invoice Date	Original invoice date	Auto
Invoice Amount	Original invoice total	Auto

Steps:

1. Click Select Purchase Invoice dropdown
2. Search by invoice number or supplier name
3. Select the purchase invoice
4. Invoice items populate automatically
5. Select items to return

[SCREENSHOT: Purchase invoice selection dropdown]

Alternative: Link to Purchase Receipt

If invoice not yet recorded:

1. Select Link to Purchase Receipt
2. Choose the receipt
3. Return before invoice processed
4. System alerts when creating invoice

Standalone Purchase Return

For returns without linked documents:

1. Uncheck Link to Invoice
2. Select supplier manually
3. Enter items being returned manually
4. Use for special situations only

Best Practice

Always link purchase returns to source documents (invoice or receipt) for proper accounting and audit trail.

Step 2: Return Details

Configure return information.

Return Information

Field	Description	Default/Example
Return Number	Auto-generated unique number	RET-001
Return Date	Date return initiated	Today's date
Expected Pickup Date	When supplier will collect	Date picker
Return Authorization Number	Supplier's RMA/RA number	RMA-12345
Returned By	Person initiating return	Current user
Reference	Your internal reference	Defect Report #456

[SCREENSHOT: Return details section]

Return Number

• Format: RET-001, RET-002, etc.
• Customizable prefix in Settings
• Sequential numbering
• Cannot be duplicated
• Use for tracking and reference

Return Authorization (RMA)

Many suppliers require RMA before accepting returns:

RMA Process:

1. Contact supplier about return
2. Supplier issues RMA number
3. Enter RMA in return form
4. Ship items with RMA clearly marked
5. Supplier processes return faster

Example RMA:

Supplier: TechCorp Nigeria
RMA Number: RMA-2026-001234
Issue Date: Jan 28, 2026
Valid Until: Feb 11, 2026 (14 days)
Return Address: Lagos Warehouse
Contact: returns@techcorp.ng

[SCREENSHOT: RMA number field with validation]

Step 3: Select Items to Return

Specify what you're returning to supplier.

Items Table

Select items and quantities to return:

Column	Description	Example
Select	Checkbox to select item	☑
Item Description	Product name	Dell Latitude Laptop
Purchased Quantity	From invoice/receipt	10 units
Return Quantity	Number to return	3 units
Unit Price	Original purchase price	NGN 400,000
Return Amount	Calculated return value	NGN 1,200,000
Reason	Why returning	Defective hardware

[SCREENSHOT: Return items table with selection checkboxes]

Selecting Items to Return

Full Return of Item:

Item: Dell Laptops
Purchased: 10 units
Returning: 10 units (100%)
Amount: NGN 4,000,000

Partial Return:

Item: Dell Laptops
Purchased: 10 units
Returning: 3 units (30%)
Keeping: 7 units
Return Amount: NGN 1,200,000

Multiple Items:

☑ Dell Laptops: 3 of 10 units
☑ Monitors: 2 of 5 units
☐ Keyboards: 0 of 10 units (not returning)

Total Return: NGN 1,400,000

[SCREENSHOT: Mixed return with some items selected]

Return Quantity Validation

System validates return quantities:

✅ Valid: Return quantity ≤ Purchased quantity ❌ Invalid: Cannot return more than purchased ⚠️ Warning: Returning items from partially paid invoice

Example Validation:

Item: Office Chairs
Purchased: 20 units
Previous Returns: 2 units
Available to Return: 18 units
Trying to Return: 5 units ✓ Valid

Step 4: Return Reason

Document why items are being returned.

Reason Selection

Choose primary reason for return:

Reason	Description	Action
Defective	Items don't function properly	Supplier sends replacements
Damaged	Items damaged in transit/storage	Supplier refunds or replaces
Wrong Items	Incorrect products delivered	Supplier ships correct items
Quality Issues	Below quality standards	Supplier improves or refunds
Over-Delivery	Excess items not ordered	Supplier collects excess
Expired	Past expiration date	Supplier refunds
Not as Described	Different from specifications	Supplier refunds or replaces
No Longer Needed	Business requirements changed	May incur restocking fee
Duplicate Delivery	Same order sent twice	Supplier collects duplicates
Other	Custom reason	Provide detailed explanation

[SCREENSHOT: Return reason dropdown]

Detailed Return Notes

Provide comprehensive explanation:

Good Return Notes:

REASON: Defective Hardware

DETAILS:
3 out of 10 Dell Latitude laptops have the following issues:
- Laptop Serial #12345: Screen flickers constantly
- Laptop Serial #12346: Won't power on
- Laptop Serial #12347: Keyboard keys not responsive

TESTING PERFORMED:
- Power cycled multiple times
- Checked all connections
- Updated drivers
- Still experiencing issues

REQUEST:
Please send 3 replacement units with same specifications.
Defective units available for pickup at our Lagos office.

CONTACT: Warehouse Manager - 0803-123-4567

[SCREENSHOT: Detailed return notes field]

Poor Return Notes:

❌ "Items broken"
❌ "Don't work"
❌ "Not good"

Return Documentation

Attach supporting evidence:

Evidence Types:

• Photos of damaged items
• Video of defective operation
• Quality inspection report
• Original packaging photos
• Defect testing results
• Purchase receipt copy
• Correspondence with supplier

How to Attach:

1. Click Attach Files
2. Select photos/documents
3. Add description for each file
4. Files stored with return record

[SCREENSHOT: File attachment with evidence photos]

Document Everything

Comprehensive documentation speeds up return approval, prevents disputes, and protects your rights if supplier contests the return.

Step 5: Return Value

Calculate the refund or credit amount.

Return Amount Calculation

System automatically calculates:

Item Returns:
Dell Laptop (3 units × NGN 400,000) = NGN 1,200,000
Monitor (2 units × NGN 150,000) = NGN 300,000
Subtotal = NGN 1,500,000

VAT 7.5% = -NGN 112,500
Total Return Value = NGN 1,387,500

[SCREENSHOT: Return value calculation breakdown]

Deductions and Adjustments

Supplier may deduct certain charges:

Deduction	Description	Example
Restocking Fee	Fee for returning items	15% (NGN 180,000)
Freight Charges	Return shipping cost	NGN 20,000
Inspection Fee	Testing/inspection cost	NGN 5,000
Handling Fee	Administrative cost	NGN 3,000
Damage Charges	If you damaged items	Variable

Adjusted Return:

Return Value: NGN 1,500,000
Less Restocking Fee (15%): -NGN 225,000
Less Return Freight: -NGN 20,000
Net Refund: NGN 1,255,000

[SCREENSHOT: Deductions and adjustments section]

Return Policies

Check supplier's return policy:

Common Policy Terms:

• Return Window: 7, 14, 30 days from delivery
• Restocking Fee: 0-25% of return value
• RMA Required: Yes/No
• Original Packaging: Required/Not Required
• Return Shipping: Paid by supplier/customer/shared
• Refund Method: Credit note, bank refund, replacement
• Refund Timeline: 7-30 days after receipt

Example Policy:

TechCorp Return Policy:
- Defective items: Full refund, no restocking fee
- Wrong items shipped: Full refund, supplier pays freight
- Change of mind: 15% restocking fee, customer pays freight
- Return window: 30 days from delivery
- RMA required for all returns
- Original packaging required

[SCREENSHOT: Supplier return policy display]

Step 6: Refund or Credit

Specify how you want to receive the return value.

Refund Options

Option	Description	Timeline
Credit Note	Credit to your account (most common)	Immediate
Bank Refund	Money back to bank account	7-14 days
Replacement	Exchange for working items	3-7 days
Apply to Next Purchase	Discount on next order	At next purchase

[SCREENSHOT: Refund method selection]

Credit Note Option

Advantages:

• Instant credit
• No bank transfer delays
• Maintains supplier relationship
• Can use for future purchases
• No transaction fees

Example:

Return Value: NGN 1,200,000
Method: Credit Note
Credit Note #: CN-2026-456
Issued: Jan 28, 2026
Valid: 12 months
Apply to: Future purchase invoices

[SCREENSHOT: Credit note details]

Bank Refund Option

When you need cash back:

Required Information:

• Bank name
• Account number
• Account name
• Bank branch

Process:

1. Return approved by supplier
2. Items collected/shipped back
3. Supplier inspects items
4. Refund processed to your account
5. Typically 7-14 business days

Example:

Refund Amount: NGN 1,200,000
Bank: GTBank
Account: 1234567890
Account Name: ABC Trading Ltd
Expected: Feb 10, 2026

[SCREENSHOT: Bank refund details form]

Replacement Option

Exchange defective items for working ones:

Replacement Details:

• Same items, same quantity
• Same specifications
• No additional charges
• Supplier arranges delivery
• Typically fastest option

Process:

1. Return initiated: Jan 28
2. Defective items picked up: Jan 30
3. Replacements shipped: Feb 1
4. Replacements received: Feb 3
Total turnaround: 6 days

[SCREENSHOT: Replacement tracking timeline]

Step 7: Return Logistics

Arrange how items will get back to supplier.

Pickup Arrangement

Supplier Collects (Recommended):

• Supplier arranges pickup
• No shipping cost to you
• Schedule pickup date/time
• Prepare items for collection
• Get proof of pickup

Self-Delivery:

• You ship items to supplier
• May incur shipping costs
• Get tracking number
• Insure valuable items
• Keep shipping receipt

[SCREENSHOT: Pickup arrangement options]

Pickup Details

Field	Description
Pickup Date	When supplier will collect
Pickup Time	Time window for pickup
Pickup Location	Where items are stored
Contact Person	Who will hand over items
Contact Phone	Phone number for coordination
Special Instructions	Access codes, parking, etc.

Example Pickup Details:

Date: Jan 30, 2026
Time: 10:00 AM - 2:00 PM
Location: ABC Company Warehouse
         123 Industrial Avenue, Ikeja, Lagos
Contact: John Obi (Warehouse Manager)
Phone: 0803-123-4567
Instructions: Gate code #4521
              Large truck access available
              Loading dock at rear entrance

[SCREENSHOT: Pickup scheduling form]

Packaging for Return

Prepare items properly:

Packaging Checklist:

• ☑ Clean items (if applicable)
• ☑ Original packaging (if required)
• ☑ Include all accessories
• ☑ Remove company labels/tags
• ☑ Secure packaging (bubble wrap, padding)
• ☑ Attach return label (RMA number visible)
• ☑ Include packing list
• ☑ Photos before packaging (evidence)

Packing List Contents:

RETURN PACKING LIST
Return #: RET-001
RMA #: RMA-2026-001234
Date: Jan 28, 2026

Items:
1. Dell Latitude Laptop (SN: 12345) - Defective
2. Dell Latitude Laptop (SN: 12346) - Defective
3. Dell Latitude Laptop (SN: 12347) - Defective

Total Items: 3
Total Value: NGN 1,200,000

Reason: Screen and hardware defects
Contact: John Obi - 0803-123-4567

[SCREENSHOT: Packing list template]

Step 8: Tax Adjustments

Handle VAT and WHT on purchase returns.

VAT on Purchase Returns

Purchase returns affect your input VAT:

VAT Calculation:

Original Purchase:
Items: NGN 1,000,000
VAT 7.5% (Input VAT): NGN 75,000
Total Paid: NGN 1,075,000

Purchase Return:
Items: -NGN 300,000
VAT 7.5%: -NGN 22,500
Total Return: NGN 322,500

VAT Impact:
Original Input VAT: NGN 75,000
Less Returned VAT: -NGN 22,500
Net Input VAT: NGN 52,500

Important: Return VAT proportion must be reclaimed/adjusted on your VAT return.

[SCREENSHOT: VAT calculation on return]

WHT on Purchase Returns

If original invoice had WHT:

WHT Adjustment:

Original Invoice:
Gross: NGN 1,000,000
WHT 10%: -NGN 100,000
Net Paid: NGN 900,000

Return:
Return Value: NGN 300,000
WHT Reversal: NGN 30,000

Refund Options:
Option A: Supplier refunds NGN 270,000 (net amount)
Option B: Supplier refunds NGN 300,000, you adjust WHT filing

[SCREENSHOT: WHT adjustment options]

Nigerian Tax Compliance

Consult your accountant on proper VAT and WHT treatment for purchase returns, especially for large amounts affecting tax filings.

Step 9: Save and Submit

Finalize the purchase return.

Save Options

Option 1: Save as Draft

• Save without submitting to supplier
• Can edit later
• Not yet sent to supplier
• No accounting impact yet

Option 2: Submit to Supplier

• Finalize and send to supplier
• Email notification sent
• Awaiting supplier approval
• Accounting entries created

Option 3: Submit and Schedule Pickup

• Submit return
• Schedule pickup immediately
• Send logistics details to supplier
• Most complete option

[SCREENSHOT: Save and submit buttons]

What Happens When Submitted

Supplier Notification: Email sent to supplier with:

• Return request details
• Items being returned
• Quantities and reasons
• Requested refund method
• Pickup arrangements
• Attached evidence

Accounting Impact:

• Reduce accounts payable
• Reduce inventory (if applicable)
• Create pending refund/credit
• Adjust VAT input
• Record return liability

Status Updates:

• Return status: Submitted
• Await supplier approval
• Track return progress
• Monitor refund/credit

[SCREENSHOT: Return submitted confirmation]

Purchase Return Email Template

Email sent to supplier:

Subject: Purchase Return Request RET-001 - RMA #RMA-2026-001234

Dear [Supplier Name],

We are requesting to return items from Purchase Invoice [PI-001]
dated [Date].

RETURN DETAILS:
Return Number: RET-001
Return Date: Jan 28, 2026
RMA Number: RMA-2026-001234
Your Invoice: [Supplier Invoice Number]

ITEMS TO RETURN:
- Dell Latitude Laptop × 3 units = NGN 1,200,000
  Serial Numbers: 12345, 12346, 12347
  Reason: Defective hardware (details attached)

TOTAL RETURN VALUE: NGN 1,290,000 (including VAT)

REASON FOR RETURN:
Three laptops have hardware defects preventing normal operation.
Detailed testing results and photos are attached.

REQUESTED ACTION:
☑ Replacement with working units
☐ Credit note
☐ Bank refund

PICKUP ARRANGEMENTS:
Date: Jan 30, 2026
Time: 10:00 AM - 2:00 PM
Location: ABC Company Warehouse, 123 Industrial Ave, Ikeja, Lagos
Contact: John Obi - 0803-123-4567

Items are packaged and ready for collection. Please confirm
pickup time at least 24 hours in advance.

ATTACHMENTS:
- Return form RET-001.pdf
- Photos of defective items
- Testing report
- Original delivery note

Please confirm receipt of this return request and provide
pickup confirmation.

Best regards,
[Your Name]
[Your Company]
[Contact Information]

[SCREENSHOT: Return email preview]

Purchase Return Status Workflow

Track return processing stages:

Status	Meaning	Next Action
Draft	Created but not submitted	Complete and submit
Submitted	Sent to supplier	Await supplier response
Approved	Supplier accepted return	Arrange pickup
Rejected	Supplier declined return	Negotiate or cancel
In Transit	Items on way to supplier	Track shipment
Received by Supplier	Supplier received items	Await inspection
Inspected	Supplier inspected items	Await refund/credit
Refund Pending	Approved for refund	Wait for payment
Refunded	Money returned	Close return
Credited	Credit note issued	Use for purchases
Replaced	Replacement items sent	Receive new items
Closed	Return fully processed	Archive

[SCREENSHOT: Return status workflow diagram]

Tracking Purchase Returns

Returns Dashboard

Monitor all returns in one place:

Key Metrics:

• Total returns this month
• Pending returns value
• Approval rate
• Average processing time
• Returns by reason
• Top suppliers with returns

[SCREENSHOT: Purchase returns dashboard]

Returns List

View all purchase returns:

1. Go to Purchase Returns in sidebar
2. See all returns with:
   • Return number
   • Supplier
   • Date submitted
   • Status
   • Amount
   • Refund method
   • Linked invoice

Filter Returns:

• By date range
• By supplier
• By status
• By refund method
• By reason

[SCREENSHOT: Purchase returns list view]

Return Details Page

Click any return to see:

• Complete return information
• Items returned with quantities
• Return reason and notes
• Attached documentation
• Status history
• Supplier communication log
• Pickup/shipping tracking
• Refund/credit status
• Accounting entries

[SCREENSHOT: Purchase return detail page]

Managing Supplier Responses

Supplier Approval

When supplier approves return:

Notification Received:

TechCorp has APPROVED return RET-001

Approval Details:
- RMA: RMA-2026-001234
- Approved Amount: NGN 1,200,000
- Method: Replacement
- Pickup: Jan 30, 2026, 11:00 AM
- Replacement ETA: Feb 3, 2026
- Contact: returns@techcorp.ng

Your Actions:

1. Prepare items for pickup
2. Print return documentation
3. Brief receiving staff
4. Await pickup confirmation

[SCREENSHOT: Approval notification]

Supplier Rejection

If supplier rejects return:

Reasons for Rejection:

• Outside return window
• Damage caused by customer
• Missing original packaging
• No RMA obtained
• Items show signs of use
• Policy restrictions

Example Rejection:

TechCorp has REJECTED return RET-001

Rejection Reason:
Items show physical damage not present at delivery.
Photos from delivery receipt show intact units.
Current photos show cracked screens.

Damage appears to be post-delivery.
Per our policy, we cannot accept returns
for customer-caused damage.

Contact us to discuss resolution options.

Your Options:

1. Negotiate with supplier
2. Provide additional evidence
3. Escalate to management
4. Accept rejection
5. Dispute (if applicable)

[SCREENSHOT: Rejection notice with reason]

Partial Approval

Supplier approves some items, rejects others:

Example:

Return Request: 5 laptops
Approved: 3 laptops (defective, will replace)
Rejected: 2 laptops (working properly, tested by supplier)

Approved Amount: NGN 1,200,000 (3 laptops)
Rejected Amount: NGN 800,000 (2 laptops)

Action: Return 2 laptops to you, replace 3 defective ones

[SCREENSHOT: Partial approval breakdown]

Return Reports and Analytics

Available Reports

Report	Description
Returns Summary	All returns in period
Returns by Supplier	Which suppliers have most returns
Returns by Reason	Why items are returned
Return Rate Analysis	% of purchases returned
Refund Processing Time	How long refunds take
Quality Issues Log	Defects and quality problems
Cost of Returns	Financial impact of returns

[SCREENSHOT: Purchase returns reports dashboard]

Supplier Performance Tracking

Monitor supplier quality:

XYZ Suppliers (Last 90 days)

Total Purchases: NGN 10,000,000
Total Returns: NGN 500,000
Return Rate: 5%

Returns by Reason:
- Defective: 60% (NGN 300,000)
- Wrong Items: 25% (NGN 125,000)
- Damaged: 15% (NGN 75,000)

Return Approval Rate: 90%
Average Resolution Time: 7 days
Quality Rating: 3.5/5 ⭐

Status: Review supplier quality

[SCREENSHOT: Supplier quality scorecard]

Returns Trend Analysis

Track returns over time:

• Monthly return value
• Return rate trends
• Common defect patterns
• Seasonal variations
• Improvement/decline indicators

Use Cases:

• Identify problem suppliers
• Justify supplier changes
• Negotiate better terms
• Improve quality requirements
• Budget for return costs

Best Practices

Purchase Return Tips

1. Act Quickly - Start return process as soon as issue discovered
2. Document Thoroughly - Photos, videos, testing results
3. Get RMA First - Obtain authorization before shipping
4. Follow Policies - Adhere to supplier's return procedures
5. Communicate Clearly - Detailed reasons and expectations
6. Track Everything - Monitor status until fully resolved
7. Original Packaging - Keep packaging if return likely

Quality Control Integration

Receiving Inspection:

• Inspect goods thoroughly upon receipt
• Test functionality before accepting
• Document issues immediately
• Create return during receiving if needed
• Don't accept damaged/defective items

Early Detection:

Receipt Inspection Catches 80% of Issues
Immediate Returns Process Faster
Average Resolution: 3-5 days

vs.

Late Discovery (after 30 days)
Return More Difficult
Average Resolution: 14-21 days

Common Mistakes to Avoid

• ❌ Accepting delivery without inspection
• ❌ Delaying return initiation
• ❌ Not getting RMA number
• ❌ Poor documentation of issues
• ❌ Missing return policy deadlines
• ❌ Not tracking return status
• ❌ Discarding original packaging too soon
• ❌ Accepting rejection without questions

Handling Disputes

When Supplier Contests Return

Common Disputes:

• Supplier claims items not defective
• Disagreement on cause of damage
• Return policy interpretation
• Restocking fee amount
• Timeline violations

Resolution Steps:

1. Review all documentation
2. Gather additional evidence
3. Request third-party inspection
4. Escalate to management level
5. Negotiate compromise
6. Legal recourse (last resort)

Documentation Helps:

Strong Case (with documentation):
✓ Photos taken at delivery
✓ Video of defect
✓ Third-party testing report
✓ Correspondence timeline
✓ Warranty documentation
→ Usually resolved in your favor

Weak Case (without documentation):
✗ No delivery photos
✗ No testing evidence
✗ Delayed reporting
✗ Missing documentation
→ Difficult to prove claim

[SCREENSHOT: Dispute resolution workflow]

Escalation Process

If standard process fails:

Level 1: Supplier's returns department Level 2: Supplier's sales manager Level 3: Supplier's business owner/GM Level 4: Mediation/arbitration Level 5: Legal action

Legal Considerations

Keep comprehensive records of all transactions, communications, and issues. These protect your business interests if disputes escalate.

Integration with Other Modules

With Purchase Invoices

• Return reduces invoice balance
• Accounting entries automatically reversed
• Supplier payable adjusted
• Payment schedules updated

With Purchase Receipts

• Return reduces received quantities
• Inventory adjusted (if applicable)
• Receipt status updated
• Quality metrics recorded

With Accounting

• Automatic journal entries
• Accounts payable reduction
• VAT input adjustment
• Expense reversal
• Bank account updates (refunds)

[SCREENSHOT: Integration flow diagram]

Mobile Return Creation

Create returns on mobile device:

Mobile Features:

• Take photos of defective items
• Record return details on-site
• Submit to supplier immediately
• Track return status
• Receive notifications
• Offline mode available

Use Cases:

• Warehouse inspections
• Store returns
• Site issues
• Field service returns

[SCREENSHOT: Mobile purchase return screen]

Troubleshooting

Common Issues

Issue: Cannot Create Return for Purchase Invoice

• Solution: Check if invoice is draft or deleted. Ensure you have permission. Verify invoice hasn't been fully returned already.

Issue: Supplier Not Responding to Return Request

• Solution: Send follow-up email. Call supplier directly. Escalate to sales manager. Check spam folder for supplier's response.

Issue: Return Value Calculation Seems Wrong

• Solution: Verify quantities correct. Check if restocking fees apply. Confirm prices match original invoice. Review deductions.

Issue: Need to Return More Items Than Shown Available

• Solution: Check if previous returns exist for same invoice. Verify correct invoice selected. Ensure quantities on invoice are accurate.

Issue: Supplier Refuses to Provide RMA

• Solution: Review return policy terms. Check if outside return window. Escalate to management. Consider negotiation or partial return.

Issue: Lost Track of Returned Items

• Solution: Check return status in system. Review shipment tracking. Contact supplier for receipt confirmation. Check pickup records.

What's Next?

Learn about related topics:

• Create Purchase Receipt - Record goods received from suppliers
• Create Purchase Invoice - Record supplier bills
• Suppliers App Overview - Learn more supplier management features

Return Management Excellence

Effective return management protects your business from losses, maintains supplier accountability, and ensures you only pay for goods/services that meet your standards.