Purchase returns

What this does

A purchase return sends goods back to a supplier. The returned quantity leaves your stock, and the value of the goods reduces what you owe that supplier.

Before you start

• Open a purchase order that has received goods. See Receive goods.
• The Return Goods window shows how much of each product can still be returned.

Steps

1. Open Supplier, then Purchase Order, and open the order (for example PO-000003).
2. Click the ... button at the top right and choose Return goods (1).

   

1. Check the Return warehouse (1). Stock leaves this warehouse.
2. Type the Reason for return (2), for example Faulty units.
3. Enter the Return Qty (3) for each product. You cannot return more than the returnable quantity.
4. Click Confirm Return (4).

   

What happens next

• A return such as PR-000001 is created with the status completed. Open Supplier, then Purchase Return to see all returns.

  

• The returned quantity is taken out of Stock Levels in the return warehouse.
• The value of the return reduces the supplier's payable balance. On the purchase order, the Returns / credits and Net payable figures change.
• Open the return to see the items, the reason and the financial impact.

  

If the supplier pays you back in cash

Usually a return only reduces your next bill and nothing more is needed. If the supplier actually sends money back:

1. Open the return and click Record refund.
2. Enter the Amount received (1) and choose the Deposit into account (2).
3. Click Confirm Refund Received (3).

Only record a refund when money really arrived. Otherwise leave it.

Important notes

• You cannot undo a return from the return window. Check the quantity before you confirm.
• Record refund is shown only to users whose role allows refunds.
• NEXTOREx does not treat purchase tax as a separate recoverable tax in your accounts. A return follows the values on the purchase order. Ask your accountant how to treat purchase tax.

Related guides

• Purchase orders
• Receive goods
• Pay a supplier