Return a whole purchase invoice to the supplier

When a whole delivery goes back to the supplier, return the invoice in one step instead of line by line. The purchase stays on record and the return is recorded next to it, which is the correct way to undo a real purchase.

Before you start

• You need the permission to return items to suppliers.

• All the goods on the invoice are still in their warehouses.

Steps

1. Open Purchasing › Return Items to Supplier and select New return.

2. Set the Return type to By whole invoice.

3. Choose the purchase invoice in Invoice ID.

4. Select Save. Supplier return created appears.

What the system does

For every line on the invoice:

• it returns what is still returnable on that line, at the line's original price and tax;

• it takes the goods out of the line's warehouse: on-hand stock for normal lines, reserved stock for consignment lines;

• it reverses the purchase entries for the line;

• it lowers the supplier's balance by the returned value including tax.

The whole return is one step. If any line fails, no line is returned.

In the returns list, a whole-invoice return appears as one row per invoice line, all with the same date and source invoice.

When the return is refused

• A line was already partly returned and the remaining quantity is smaller than asked. The message names the item and the quantity still returnable. Return the remaining lines one by one instead. See Return items to a supplier.

• The goods are no longer in the warehouse, for example because they were sold or transferred. The message names the item.

Return or delete?

• Return when the purchase really happened and the goods are going back. Both documents stay on record, and with e-invoicing the return is filed as a debit note.

• Delete the invoice when it was entered by mistake and never reflected a real purchase. See Delete a purchase invoice.