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Return Order Management (Returning goods to suppliers)

Introduction

This document explains the returns workflow to suppliers in the InOut plugin: selecting the original purchase order, choosing the products to return, moving them out of stock, and recording refunds. It is for warehouse managers and accountants. After reading it you will be able to process a return order and reconcile refunds accurately.

Returns workflow

flowchart LR
    A["Pick original PO"] --> B["Choose products<br/>to return (Draft)"]
    B --> C["Confirm"]
    C --> D["Perform return<br/>(Out of stock)"]
    D --> E["Receive refund"]
    D -. auto .-> F["Stock decreases"]
    E -. auto .-> G["Creates a receipt entry<br/>in the cash book"]

Step-by-step

Step 1 — Create a return order

1. Go to Orders → Return Orders, click Create return order.
2. Select the original purchase order (one that has actually received goods). The system loads the list of received products together with the quantity still returnable.
3. Enter the quantity to return for each product (decimals allowed, up to 2 decimal places).
4. (Optional) Add incurred costs for the return (e.g. return shipping), with a category; costs may be negative.
5. Click Save. The return code is auto-generated (format RO-YYYYMMDD-XXXX).

You cannot return more than was received: the total to return (accumulated across all non-cancelled return orders of the same product) must not exceed the actually received quantity. The system blocks this at creation time.

Step 2 — Confirm & perform the return

1. Confirm the order to move it from Draft to Confirmed.
2. Enter the actual returned quantity per product and save. Multiple batches (partial return) are supported.
3. Product stock decreases automatically by the returned amount. If you reduce the returned quantity, stock is added back accordingly.

Step 3 — Receive the refund

1. The system computes the total refundable amount = Σ(purchase unit price × returned quantity) + extra costs.
2. In the order detail, under Refunds, enter the amount, refund date, method → save. Multiple instalments are allowed.
3. Each refund automatically creates a receipt entry in the cash book.

You cannot refund more than the refundable total: refunded so far + the new amount must not exceed the total refundable. If the supplier compensates beyond the returned-goods value, record it with a separate manual receipt (see Cash Flow & Debts) — do not force it onto the return order.

Return order statuses

Search & filter the list

The return order list can be filtered by: order code, status, referenced purchase order, and a creation date range.

Conditions & Rules (know before you act)

Each rule below exists to keep stock and debt accurate:

When creating a return order:

• You must select an original PO that has actually received goods — Draft/cancelled orders won't appear.
• At least 1 product; each line is picked from the received products of the original PO.
• Quantity to return > 0, up to 2 decimal places.
• Quantity to return (accumulated across all non-cancelled return orders of the same product) ≤ actually received quantity — so you never return more than what physically exists.
• Extra costs may be negative; character limits as per purchase orders.

When performing the return:

• Actual returned quantity cannot exceed the quantity to return of the line.
• Stock must be sufficient to subtract when returning — if not, the action is blocked (prevents negative stock).

When refunding:

• Amount > 0.
• Refunded so far + new amount ≤ total refundable — any extra supplier compensation beyond the returned-goods value must be recorded as a separate manual receipt.

Confirm / cancel:

• You can only confirm an order in Draft.
• You can only cancel when nothing has been returned.

Period closing: operations on an order in a closed period (judged by the order's date, or the refund date when adding/removing a refund) are blocked.

Q&A

Q1: Why can't I pick a purchase order to return against?

→ Only orders that have actually received goods (with returnable quantity left) appear. Draft/cancelled orders are not listed.

Q2: What does "exceeds received quantity" mean?

→ The quantity you intend to return (including other open returns of the same product) is greater than what was received. Lower the return quantity.

Q3: The supplier refunded more than the value of returned goods — where do I record that?

→ The surplus is other income. Create a manual receipt (party = supplier) in the cash book, not on the return order.

Q4: Does returning goods reduce stock automatically?

→ Yes. When you record the actual returned quantity, stock drops immediately. If stock is insufficient to subtract, the system errors out.

Q5: Can I cancel a return that has already been performed?

→ No. You can only cancel when nothing has been returned. If already returned, adjust the actual returned quantity to match reality.

Q6: Does a refund affect supplier debt?

→ Yes. A refund reduces the debt you owe the supplier. See how it's computed in Cash Flow & Debts.

_{📅 Last updated: 2026-08-16 · ✍️ Author: GP247}