Supplier Returns

You can return items back to your supplier by issuing a supplier return. A supplier return is considered a negative invoice to account for discounts and physical inventory returns back to your supplier.

A supplier return can be applied to a purchase order in Stock&Buy in three scenarios:

  • When part or all of a shipment has either been short-shipped or damaged goods were received
  • When a unit price has been overcharged
  • When a discount/supplier credit is applied after the order has been received.

Return damaged inventory

To return damaged inventory included in a received purchase order:

  1. Navigate to the Purchases page (under the Stock Control menu)
  2. Locate and select the purchase order you would like to request a return
  3. Under the Returns tab, click + Supplier Return

Stock&Buy will create a supplier return and will automatically populate all line items to return to your supplier.

To complete the supplier return:

  1. The product name is prefilled automatically. You can also remove the line items you do not want to return by clicking the eraser icon.
  2. Add the return reason.
  3. Then, check the Return to Stock? box if you are physically returning the selected products back to your supplier. This will also remove the units from the stock levels.
  4. Click Save Changes. The supplier return will save as a Draft.
  5. Click Authorize to complete the supplier return

Quantity, Return Price, and Tax Inclusion are already pre-selected. You can change those if needed.

Purchase price correction

A supplier can issue a credit in the case of the unit price of an item being overcharged. This type of supplier return will have no effect on your stock levels.

To issue a supplier return for a unit overcharge:

  1. Find the purchase you would like to credit and open it
  2. Under the Returns tab, click + Supplier Return
  3. Remove the line items you do not want to change
  4. In the Price field, enter the difference between the correct price, the overcharged price, and the quantity of overcharged units.
  5. Make sure Return to Stock? is left unchecked.
  6. Click Save Changes. The supplier return will save as a Draft
  7. Click Authorize to complete the supplier return.

The supplier return described above will automatically amend the returned product moving average cost to account for the price overcharge.

Discount/supplier credit

A supplier can issue a credit or a discount on the overall purchase order. This type of supplier return will have no effect on your stock levels.

To record a supplier discount/credit

  1. Find the purchase you would like to credit and open it
  2. Under the Returns tab, click + Supplier Return
  3. Remove all the items that have been populated
  4. Click on + Add Custom Item
  5. Enter the discount/credit amount
  6. Click Save Changes. The supplier return will save as a Draft
  7. Click Authorize to complete the supplier return.

A supplier credit/discount will automatically result in a decrease in all the ordered products moving average cost to account for the discount/supplier credit.

Common errors & warnings

There a few checks Stock&Buy performs while authorizing a refund:

  • Stock Level checks: to make sure you have enough stock to return to your supplier
  • Inventory value checks: to make sure the value of the supplier refund does not exceed the available inventory value
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