Use this screen to return goods to a supplier when the goods were received on a GRN but have not yet been invoiced. The return reduces the available uninvoiced GRN quantity and, for inventory items, records a stock movement out of the warehouse.

Menu path #

Purchasing -> Transactions -> Supplier Returns

Access required #

The user must have access to “Supplier returns against GRNs”.

When to use it #

Use Supplier Return Against GRN when you need to send received goods back to the supplier before the supplier invoice is entered.

Do not use this screen for goods that have already been invoiced. Use the supplier credit process for invoiced quantities.

Before you start #

1. The supplier must already exist.
2. A purchase order receipt / GRN must already be posted for that supplier.
3. The GRN line must still have uninvoiced quantity available.
4. If negative inventory is not allowed, the warehouse must have enough quantity on hand on the return date.

Validation rules #

The system will not post the supplier return if:

1. No supplier is selected.
2. The return date is invalid, outside the fiscal year, or closed.
3. The reference is missing or already used.
4. No return lines have been selected.
5. A return quantity is zero, negative, or not numeric.
6. A GRN line is selected twice on the same return.
7. The GRN line belongs to a different supplier.
8. The return quantity is greater than the uninvoiced and unreturned GRN quantity.
9. Negative stock is not allowed, and the return would make warehouse stock negative.
10. The GRN quantity or stock availability changes before posting.

What happens when the return is posted #

The system creates a Supplier Return transaction.

For each returned inventory line, the system:

1. Records a supplier return item against the original GRN line.
2. Records a negative stock movement from the GRN warehouse.
3. Updates the item average material cost using the return quantity and GRN unit price.
4. If a GRN clearing account is configured, posts GL entries between inventory and the GRN clearing account.

The memo is saved on the supplier return transaction.

Viewing and printing #

The supplier return view shows the supplier, reference, supplier reference, date, dimensions, recorded by, recorded at, memo, line details, and total.

Printed supplier return vouchers can also be printed from:
Purchasing -> Reports -> Print Supplier Returns

The Supplier Returns Report is available from the purchasing reports menu for reviewing posted supplier returns over a selected range.