Returns
Returns sends back items that were received and not yet fully returned, reduces stock from the source warehouse atomically, preserves serial numbers, links the bill if there is one, saves the reason and proof, then records a supplier credit note to reduce net payables and related costs.
Returns has two distinct stages: Send return reduces stock because the physical goods leave for the supplier; Save credit records the credit note and reduces payables. Goods aren't automatically considered credited just because they were sent. The current screen offers no cancel after either stage, so the quantity, warehouse, serials, bill, and credit value must be checked before you confirm.
Before you start
Have this ready
- Make sure the goods were received and haven't been returned.
- Verify the physical quantity, receiving warehouse, condition, and serial numbers.
- Prepare the reason, proof, and related bill if relevant.
- Once the supplier issues a credit note, prepare its official number and value.
Done when
- The return only includes qty available to be returned.
- Stock for all items decreases together or nothing changes.
- Status Shipped waits for credit; Credited has a credit note number/value.
- Net payables and costs change only when the credit is posted.
Understand the return and credit stages
| Part | Meaning | Impact |
|---|---|---|
| PO can be returned | Has received_qty > returned_qty | Only material items can be chosen |
| Reason | Damaged, wrong shipment, quality, etc. | Required |
| Related bill | Non-void supplier invoice | Optional; helps credit payables |
| Return quantity | Qty <= received - already returned | Required >0 on at least one item |
| Warehouse | Stock location reduced | Carried over from the receipt and read-only on the form |
| Condition | Condition of returned goods | Default Damaged; can be changed |
| Serial | Identity of the returned units | Must match the tracking |
| Send return | Creates and sends the batch right away | Stock is reduced atomically |
| Save credit | Credit note number and value | Reduces net payables/costs |
Send return is not Credit
The Shipped status means the goods have left. Supplier payables only decrease after the credit note is recorded through the Credit action.
Send a return and record a credit
- 1
Choose a PO
Search for POs that can be returned and check the supplier, job, receipt, and which items are still eligible.
Result: Return details are loaded from the most recent relevant receipt.To cancel / undo: Close without changes. - 2
Enter the reason, bill, and proof
A reason is required. Choose a non-void invoice if the credit relates to one, and upload proof of the return.
Result: The return has both an operational and a financial context.To cancel / undo: Cancel before Send; files that have finished uploading may remain in storage. - 3
Choose items and quantities
Enter a quantity >0 only for items being returned. Do not exceed the maximum of received minus returned.
Result: The batch contains valid items.If something goes wrong: Items without a catalog material are not offered in this stock flow. - 4
Check the warehouse, condition, and serial numbers
The warehouse comes from the receipt and cannot be changed freely. Enter the condition and serial numbers to match the physical units.
Result: Stock reduction and tracking are accurate.To cancel / undo: Correct before you submit. - 5
Send return
Check all items, then confirm once. The system processes the whole batch atomically.
Result: The status becomes Shipped and stock for all items is reduced.To cancel / undo: Once it succeeds, there is no undo on the page. If it was a mistake, coordinate the physical return or ask an admin to correct it. - 6
Wait for the supplier credit note
Do not enter a credit based on estimates alone. Match the number, date/external document, and the supplier's amount.
Result: The credit amount is ready to be posted properly.To cancel / undo: The return stays Shipped until the credit is available. - 7
Record credit
Choose Credit on a Shipped return, enter the required credit note number and an amount >0, then Save credit.
Result: The status becomes Credited; net payables and related costs are updated.To cancel / undo: Cancel before Save. Once it succeeds, there is no edit or reversal on the screen. - 8
Reconcile
Check Bills, the credit balance, the return amount, and the supplier's documents after saving.
Result: Stock operations and finances are back in sync.If something goes wrong: If the amount is wrong, do not add a second credit without guidance; ask for an official correction.
Return status
| Status | Meaning | Action |
|---|---|---|
| shipped | The items have been sent back and stock is reduced | Record credit when the note is available |
| credited | The credit note has been posted | Reconcile payables |
| cancelled | The return is cancelled through another process/admin | No action on the screen |
| Received by supplier | May be a backend/history stage | The page focuses on shipped→credited |
| duplicate | Return key has already been processed | Stock is not reduced twice |
Undo, correct, or delete safely
| Situation | The right action | What still happens |
|---|---|---|
| Return sheet not sent yet | Choose Cancel | Stock does not change |
| One invalid item | Fix it and try again | The whole batch fails; no stock is left half-updated |
| Wrong Shipped return | Stop the credit process and ask for an admin correction/physical coordination | There is no cancel button; stock has already been reduced |
| Credit sheet not saved yet | Choose Cancel | Payables do not change |
| A wrong credit has been saved | Ask for an official reversal/correction and reconcile with the supplier | There is no edit/undo for credits on the screen |
| Retry duplicate | Do not repeat with a new key | The earlier return has been processed |
Don't invent an undo
If the screen doesn't offer an undo, edit, or delete button after a transaction is saved, this documentation does not assume the action can be reversed. Note the reference, stop any follow-up actions, then ask for a correction through the main admin or Vasco support.
Troubleshooting
| Symptom | Possible causes | What to do |
|---|---|---|
| PO cannot be returned | No received quantity remains | Check the receipt and earlier returns |
| Item does not appear | The material is not linked or the whole quantity has already been returned | Check the PO/receipt details |
| Quantity rejected | Exceeds eligible or <=0 | Use the maximum shown |
| Serial number rejected | Does not match stock/warehouse/quantity | Match the physical count and the Tracking data |
| Credit cannot be saved | Number is empty or amount is <=0 | Enter the official document and a positive amount |
Questions and answers
Does Send return automatically reduce payables?
No. It reduces stock. Payables change when the credit note is recorded.
Can a return be partial?
Yes, as long as the quantity does not exceed the amount received and not yet returned.
Why is the warehouse read-only?
A return must reduce the location that received the goods so the stock trail stays consistent.
Can a Shipped return be cancelled?
Not from the current screen. Stop the credit and ask for an official correction.
What does duplicate mean?
The transaction key has already been processed; Vasco does not reduce stock twice.