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This text refers to program version 2026-06-25  

Create Menu - Goods Receipt - Returned Goods

This page describes the 'Returned Goods' function on the Create menu in the Goods Receipt record window. If you are using iOS or Android, the 'Returned Goods' function is on the + menu.

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The Returned Goods to Supplier register allows you to manage the returning of Items to Suppliers. When you need to return an Item to its Supplier, you should add a new record to the Returned Goods to Supplier register to manage the process. You can do this using one of two methods:

  1. You can create the Return from the original Goods Receipt.

    You must have created a Goods Receipt from a Purchase Order to be able to create a Returned Goods to Supplier record from it. If you did not create the Goods Receipt from a Purchase Order, you will not be able to create a Returned Goods to Supplier record so you will need to remove the returned Item from stock using a Stock Depreciation record.

  2. You can create the Return from the Purchase Order from which the Goods Receipt was created. Open the Purchase Order in a record window and select 'Returned Goods' from the Create or + menu.

    You will not be able to create a Return from a Purchase Order if you are using the Do Not Allow Return Goods From Order option in the Purchase Order Settings setting.

This page describes method 1. Please refer here for a description of method 2.

To create a Return from a Goods Receipt, open the Goods Receipt in a record window and select 'Returned Goods' from the Create menu (Windows/macOS) or + menu (iOS/Android). For the function to have any effect, you must already have marked the Goods Receipt as OK and saved it. A new record will be created in the Returned Goods to Supplier register (in the Stock module). It will be opened in a new window, entitled 'Returned Goods to Supplier: Inspect', which means that it has been created and saved and is being opened for amendment and approval.

The Returned Goods to Supplier record takes its information from the Goods Receipt and will list every Item in the Goods Receipt. The default Quantity for each Item will be the quantity received, less any that are no longer in stock. The value of the returned Items (visible on flip C) will be calculated using the usual Cost Model (i.e. as if it was a normal removal from stock).

Enter the returned Quantity for each Item and remove any Items not returned by clicking on the row number to the left and pressing the Backspace key (if you are using iOS or Android, long tap on the row number on the left of the row and select 'Delete Row' from the resulting menu). You cannot enter a quantity greater than that originally received or remaining in stock (or remaining in stock if some of those originally received have been delivered to a Customer or otherwise removed from stock).

If you are returning the goods because they were faulty (i.e. you require a replacement), choose to reduce the Received Quantity in the originating Purchase Order rows using the Reduce Quantities options on the right-hand side of the window. Then, after marking the Returned Goods to Supplier record and saving and when you receive the replacement Item, you can return to the Purchase Order and create another Goods Receipt for the appropriate quantity.

Alternatively, you may have returned the goods to their Supplier without requiring a replacement (perhaps the Customer returned the goods to you and cancelled the Order). In this case, choose to reduce the ordered and received quantities. When you view the originating Purchase Order after marking the Returned Goods to Supplier record as OK and saving, both the Order Quantity and the Received Quantity will have been reduced. If the Purchase Order has been invoiced, you can credit the Purchase Invoice by opening that Invoice and selecting 'Credit Note' from the Create menu (Windows/macOS) or + menu (iOS/Android) (you can locate the original Invoice from the Goods Receipt or Purchase Order through the Link Manager). This will create a Credit Note with appropriate Payment Terms and a reference to the Invoice being credited. An alternative method is to use the 'Credit Note' Create or + menu function in the Returned Goods to Supplier window providing you are not using the Consolidate Items to Supplier Cost Account option in the Purchase Invoice Settings setting in the Purchase Ledger. If you have created more than one Invoice from the Purchase Order, you must create the Credit Note from the original Purchase Invoice.

When you have checked that the Returned Goods to Supplier record is complete and correct, tick the OK check box and save. This signifies that the Return has been approved. Once you have done this, you will no longer be able to modify the record. A stock transaction in the Nominal Ledger will be created if you have so determined using the Sub Systems setting in the Nominal Ledger and in the Number Series - Returned Goods to Supplier setting.

You must mark a Return as OK and save before you can raise a Credit Note for the goods that you have returned. If you are using the Create Credit Note when OKing Returned Goods to Supplier option in the Purchase Order Settings setting in the Purchase Orders module, a Credit Note will be created automatically. This Credit Note will also be marked as OK immediately and automatically.

Please refer here for a full description of the Returned Goods to Supplier window, including detailed information about any Nominal Ledger Transactions created when you mark the Return as OK.

To close the Returned Goods to Supplier window and return to the Goods Receipt, click the close box Windows/macOS) or tap < (IOS/Android). You will be asked if you want to save any changes. The Recv 1 and Recv 2 fields of the originating Purchase Order (visible on flip C) will be updated automatically (as will the Order Quantity on flip A if you have so chosen). You may need to close the Order and re-open it to see these changes. The Return and the Goods Receipt will be connected to each other through the Link Manager facility. This allows you to open the Goods Receipt quickly and easily when reviewing the Return, or to open the Return from the Goods Receipt.

If the function does not create a Returned Goods to Supplier record and there is no problem with Number Series, then a possible cause is that the Goods Receipt does not contain any Stocked Items. If so, a Returned Goods to Supplier record will only be created if you are using the Cost Accounting for Plain and Service Items option in the Cost Accounting setting. If you are not using this option and the Goods Receipt contains a mixture of Stocked, Plain and Service Items, only the Stocked Items will be copied to the Returned Goods to Supplier record.

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The Goods Receipt register in Standard ERP:

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