Return

Interface Overview

Upon accessing Sales → Return, users are presented with a structured table view listing all return records. Each row represents a distinct return transaction and includes the following columns:

• Return No: A system-generated unique identifier for each return (e.g., S/7, S/6)

• Reference No: Optional field for tagging the original invoice or external reference

• Date: The transaction date, either auto-populated or manually selected

• Customer: The name of the customer, pulled from the Parties module

• Amount: The total value of the returned items, including any applicable tax or discount

• Payables: The net amount to be adjusted or refunded

• Payment Mode: Indicates whether the original transaction was settled via Cash or Bank

• Actions: Includes options to Print, Edit, or Delete the return entry

Return Creation Workflow

Returns can be initiated in two ways: manually or by referencing an existing invoice. Both methods ensure that the returned items are restocked and the customer’s financial ledger is updated accordingly.

Step 1: Initiate Return

• Click the Add Icon or Create button from the Return dashboard

• The system opens a new return form with editable fields

Step 2: Choose Return Method

Option A: Manual Entry

• Date: Defaults to the current date but can be manually adjusted

• Reference No: Optional field to tag the original invoice or external reference

• Customer Selection:

  • Choose from existing customer profiles listed in the Parties module

  • If the customer is not listed, use the “Add Customer” dialog to create a new profile instantly

• Product Selection:

  • Select items from the Inventory module

  • Enter quantity being returned

  • Original sale price and discount can be manually entered or fetched from history

• Discounts:

  • If enabled in [Settings](#settings → Discount Controls), apply per item or overall

  • Choose between fixed amount or percentage

• Payment Mode:

  • Select Cash or Bank, based on the original transaction

  • Configured in [Settings](#settings → Payment Modes)

• Remarks: Optional notes to describe the reason for return or context

Option B: Fetch from Invoice

• Select an existing invoice from the list

• The system auto-populates:

  • Customer details

  • Product list with quantities, prices, and discounts

  • Payment mode

• Choose items to return and adjust quantities if partial

• Add remarks if needed

Step 3: Finalize and Submit

• Review all fields for accuracy

• Click Submit to finalize the return

• Upon submission:

  • Returned items are reinstated in Inventory

  • The customer’s ledger is credited in the Parties module

  • A credit note can be optionally issued via the Accounts module

  • The return becomes available for printing and audit

Return Record Actions

Each return entry in the table includes the following actionable options:

• Print: Generates a formatted return document suitable for customer delivery or internal archiving

• Edit: Opens the return form for modification of any field, including customer, products, amounts, or payment method

• Delete: Permanently removes the return entry from the system

Filtering & Search

The Return module includes a dynamic filter panel allowing users to refine records based on:

• Customer name

• Reference number

• Date range

• Amount

• Payment mode

This ensures quick access to specific return transactions and supports audit, reporting, and reconciliation workflows.

Interconnected Modules

The Return module is deeply integrated with the following modules:

• Inventory: Returned items are restocked automatically, ensuring accurate stock levels and availability

• Parties: Customer profiles are sourced from this module. Every return updates the customer’s ledger with a credit entry reflecting the refunded or adjusted amount

• Receivable: If the original invoice created a receivable entry, the return adjusts the outstanding balance accordingly

• Accounts: A credit note can be issued to formally document the financial adjustment resulting from the return

• Settings:

  • Discount Controls: Enable/disable discount functionality, define discount types (fixed or percentage), and set application scope (per item or invoice-wide)

  • Payment Modes: Configure available payment methods (Cash, Bank, etc.)

  • Currency Settings: If users wish to alter the currency format or symbol, this is managed from Settings → Currency Configuration

Ledger Impact

Once a return is submitted:

• The customer’s ledger in the Parties module reflects a credit transaction

• The Receivable module adjusts the amount due, if applicable

• The Inventory module updates stock levels by reinstating returned quantities

• The Accounts module may generate a credit note for financial reconciliation

• The system maintains full traceability for audit and financial reporting