¶ Return Purchase Invoice
¶ Usage
The Purchase Return Invoice screen is used to record items returned to the Vendor.
Upon logging in, the screen will display all the purchase return invoices previously defined in the system. The user can do the following:
- Click “Export” to download a PDF or Excel file to the user’s device containing the purchase return invoices registered in the system.
- View a specific purchase return invoice by clicking on the “Eye” icon for the purchase return invoice.
- Print the purchase return invoice from the system by clicking on the “Print” icon.
Note: The user can search for one of the purchase return invoices defined in the system using the search bar at the top to facilitate and speed up the process, then click the “View” button.
Add a new purchase return invoice to the system by clicking the “Add” button.
¶ Main Information
- Return Code: The system automatically generates this code as a unique identifier for each purchase return invoice. This code helps in easy tracking of returns.
- Return Date: This field is mandatory. It is used to identify the date the items were returned to the Vendor.
- Return Description: This is an optional field used to add any notes or general description related to the return process, such as the reason for the return or details specific to the returned goods.
- Warehouse: This field indicates the warehouse from which the items were returned.
¶ Vendor Data
- Purchase Invoice: This field is mandatory. It is used to link the return invoice to the original purchase invoice from which the items were purchased.
When the purchase invoice is selected, the data for the purchased items will be retrieved. - Vendor Code: This field is mandatory. The Vendor code is automatically displayed once the purchase invoice is selected.
- Vendor Name: The Vendor name is automatically displayed based on the selected purchase invoice.
- Currency: The currency in which the original purchase invoice was issued is automatically displayed.
- Rate: The exchange rate used in the original purchase invoice is displayed if the invoice currency differs from the system’s base local currency.
¶ Return Item Details
This section contains a table for viewing and managing the details of the items to be returned.
Typically, when you select a purchase invoice, this table will be automatically populated with the items on that invoice, allowing you to specify the quantity to be returned for each item:
- Item Code: The unique identifier for the item being returned.
- Item Description: The name and description of the item being returned.
- Unit of Measure: The unit of measure for the item (e.g., item, carton).
- Remaining Quantity: Displays the remaining quantity of this item on the original purchase invoice that has not yet been returned.
- Quantity to Return: This is the field where you enter the actual quantity of the item you wish to return.
- Original Quantity: The total quantity of this item purchased on the original invoice.
- Net Cost: The purchase price of a single unit of the item after any discounts applied on the original purchase invoice.
- Subtotal: The total subcost for the quantity to be returned (Quantity to Return × Net Cost).
- VAT: The tax rate that was applied to this item on the original purchase invoice.
- Grand Total: The total amount for a single item after calculating the quantity to be returned, net cost, and tax.
- Batch Number: Used to specify the batch number of the returned items. This is important for items that require batch tracking.
- Expiration Date: Used to specify the expiration date of the returned items. This is important for items with an expiration date.
- Serial Numbers: This field is used to enter or select specific serial numbers for the returned items, especially if the items require serial number tracking.
- Actions: This column typically includes buttons (such as a trash can icon) to delete a specific line from the return if it was entered incorrectly or if you no longer wish to return that item.
¶ Save
After entering the previous fields, the user clicks “Save” to save the purchase return invoice.