How do I send goods back to a supplier? The purchase return

The goods arrived damaged, off-specification, or more than you ordered. A purchase return takes them out of your stock and reverses their financial effect with the supplier.

Steps

1. Open Purchasing → Purchase Returns and press + Create — image 1.
2. Pick the supplier, then the related purchase order and goods receipt where they exist.
3. Check the branch and the warehouse the goods will leave from.
4. Set the return date.
5. On the lines: choose the product and enter the quantity and unit cost — use the cost it was received at.
6. Write the reason, then Save.

Approval

A return is saved as a draft and moves nothing. Open it and press Approve, and then:

• The quantities leave stock — an outbound movement is recorded referencing the return number.
• A reversing journal entry reduces the supplier payable and the purchase value.

Notes

• Make sure the quantity is still in the warehouse before approving; if you have sold it, there is nothing for the system to take out.
• Use the receipt cost, not a market price; the difference distorts the item's average cost.
• A draft can be edited and deleted; an approved return can only be cancelled, which reverses the movement and puts the quantity back.
• A return does not recover cash by itself — it reduces what you owe. If you had already paid and want money back, agree a credit note or a deduction from the next invoice with the supplier.
• Check the purchasing report; its net purchases figure is approved bills minus approved returns, which is the number your accountant wants.
• Repeated returns against one supplier are a signal about their quality — review it before renewing the agreement.