Return Purchase

Overview

The Return Purchase submodule is used to record and manage the return of items from a previously completed purchase. It allows users to select a purchase bill, choose the items and quantities being returned, provide a reason for the return, and record the return against the original purchase.

The module maintains a list of purchase return records and provides options to view or delete existing returns.

Interface Overview

The Return Purchase list displays all recorded purchase returns along with their basic details.

Common controls available include:

  • Search – Search for return records.

  • Refresh – Reload the latest return records.

  • Filter – Filter returns based on supplier and return date.

  • Create New – Create a new purchase return.

  • Action Menu (⋮) – View or delete an existing return record.

Each return record displays the following information:

Field

Description

Return Code

Unique code assigned to the purchase return.

Purchase Code

Code of the original purchase transaction.

Supplier Name

Supplier associated with the original purchase.

Purchase Bill Number

Bill number of the purchase from which items are being returned.

Total Return Amount

Total value of the items included in the return.

Created At

Date and time when the return was created.

Searching and Filtering Returns

The Search and Filter controls can be used to locate specific purchase return records.

Available filters include:

  • Supplier – Filter returns based on the associated supplier.

  • Purchase Returned After – Display returns created after a selected date.

  • Purchase Returned Before – Display returns created before a selected date.

These filters help locate returns for a particular supplier or within a specific period.

Creating a Purchase Return

The Create New option is used to record a new purchase return.

To create a purchase return:

  1. Open Purchase → Return Purchase.

  2. Click Create New.

  3. Select the required Purchase Bill.

  4. Choose the appropriate purchase bill number.

  5. Click the + button to display the items included in the selected purchase.

  6. Select the items that are being returned.

  7. Specify the quantity being returned for each selected item.

  8. Enter the Remarks explaining the reason for the return.

  9. Review the unit prices and total return amount.

  10. Click Proceed Return to confirm the return.

Once confirmed, the purchase return is recorded and appears in the Return Purchase list.


Note: The purchase bill must be selected before the items from that purchase can be displayed and selected for return.

Selecting Items for Return

After selecting a purchase bill, the ‘+’ button allows the user to view the products that were included in that purchase.

Only the items that are actually being returned need to be selected.

For each selected item, the user can specify the quantity being returned. The system displays the relevant Unit Price and calculates the corresponding return amount.

Items that are not being returned do not need to be added to the return.

Return Details

The return screen provides information about the selected items and their values.

Field

Description

Item

Product being returned from the selected purchase.

Quantity

Number of units being returned.

Unit Price

Price per unit from the original purchase.

Total Amount

Value of the selected quantity being returned.

Remarks

Reason or explanation for the purchase return.

The Total Return Amount is calculated based on the items and quantities selected for return.

Return Remarks

A reason for the return must be entered in the Remarks field before the return can be confirmed.

The remarks should describe why the purchased item or items are being returned.

Confirming the Return

After selecting the required items, entering their return quantities, and providing the reason:

  1. Review the selected items.

  2. Verify the return quantities.

  3. Check the displayed unit prices and total return amount.

  4. Enter the required return remarks.

  5. Click Proceed Return.

The return is then recorded against the selected purchase bill.

Viewing a Return

The View option provides a detailed view of an existing purchase return.

To view a return:

  1. Locate the required return record.

  2. Click the ⋮ menu.

  3. Select View.

The detailed view provides the complete information associated with the return, including additional transaction and item details that may not be displayed in the main list.

Deleting a Return

An existing purchase return can be removed using the Delete option.

To delete a return:

  1. Locate the required return record.

  2. Click the ⋮ menu.

  3. Select Delete.

  4. Confirm the deletion.


Note: Purchase returns should be deleted carefully, as they are associated with previously recorded purchase transactions and returned stock.

Production Notes

  • Purchase returns are created against an existing Purchase Bill.

  • Only items from the selected purchase bill can be selected for return.

  • The quantity returned can be specified for each selected item.

  • The system uses the item's purchase Unit Price when calculating the return amount.

  • A return reason in Remarks is mandatory.

  • The Total Return Amount is calculated from the selected items and quantities.

  • Each return receives its own Return Code.

  • The View option provides more information than the summary shown in the main table.

  • Existing returns can be deleted from their Action Menu (⋮).