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Create Order Return

Order Returns

Purpose

The Order Returns feature is used to return purchased goods to vendors after delivery. Return Orders can be created for fully delivered Purchase Orders and must comply with the vendor's configured return policy. Once created, the return request is sent to the vendor for confirmation before inventory and refund processing can proceed.

Prerequisites

Before creating an Order Return, all of the following conditions must be met:

Purchase Order Requirements

  • Purchase Order status = Approved

  • Delivery Status = Completely Delivered

  • Order Status = Delivered

  • Return request is within the allowed return period configured by the vendor

Vendor Requirements

Return Policies must be configured in:

Vendor Details → Return Policies

Including:

  • Maximum return period

  • Return fee

  • Return conditions

Create Order Return

Step 1

Navigate to:

Purchase → Order Returns

Step 2

Click New.

Step 3

Complete the required information:

Purchase Order

Select the Purchase Order to be returned.

Return Type

Choose one of the following:

Fully

  • Returns all items from the Purchase Order.

  • Item quantities cannot be edited.

  • Items cannot be removed.

Partially

  • Returns only selected items or quantities.

  • Quantities can be modified.

  • Items can be removed from the return request.

Return Fee

From version 1.7.7 onward:

  • Return Fee can be manually entered or edited.

  • By default, the system automatically loads the return fee from:

Vendor Details → Profile → Return Policies

Step 4

Click Save.

The Order Return is created.

Workflow Rules

Return Order Restrictions

After saving:

  • The Order Return status becomes Draft.

  • The Order Return is displayed in the corresponding Vendor Portal.

  • The Order Return cannot be edited.

  • Even administrators cannot modify the Order Return after saving.

Purchase Order Restrictions

Each Purchase Order can create only:

One Order Return

Additional return orders cannot be created for the same Purchase Order.

Vendor Confirmation

Purpose

The vendor must review and respond to the return request.

Vendor Review Process

Step 1

Vendor logs in to the Vendor Portal.

Step 2

Navigate to:

Order Returns

Step 3

Open the Order Return.

Step 4

Select one of the following actions:

  • Confirm

  • Reject

Vendor Rejects Return

Result

  • Order Return status changes to Canceled.

  • Refund creation is not allowed.

  • Return process ends.

Vendor Confirms Return

Result

  • Order Return status changes to Confirmed.

  • Refund processing becomes available.

  • Inventory return processing can continue.

Inventory Return Processing

Purpose

After vendor confirmation, returned goods must be processed through the Inventory module.

Create Receiving-Exporting Return Order

Step 1

Navigate to:

Inventory → Receiving-Exporting Return Orders

Step 2

Click Add.

Step 3

Select:

Delivery Return Purchasing Goods

Step 4

Select:

  • Purchasing Return Order

  • Related Return Order

Step 5

Click Save.

The Receiving-Exporting Return Order is created.

Create Inventory Delivery Voucher

Scenario 1: Approval Required

If the Receiving-Exporting Return Order has an approval workflow:

Step 1

Submit the Receiving-Exporting Return Order for approval.

Step 2

Complete the approval process.

Step 3

Select the warehouse.

Step 4

Click Save.

The Inventory Delivery Voucher is generated.

Scenario 2: Automatic Approval

If the Receiving-Exporting Return Order is automatically approved:

Step 1

Click Create Inventory Delivery Voucher.

Step 2

Select the warehouse.

Step 3

Save the voucher.

The Inventory Delivery Voucher is generated immediately.

Inventory Delivery Approval

Step 1

After voucher creation, the system automatically redirects to:

Inventory Delivery Management

Step 2

Approve the Inventory Delivery Voucher if Inventory Delivery approval is configured.

Result

The inventory is deducted and the return shipment process is completed.

Status Flow

Status Description
Draft Return Order has been created and sent to the vendor.
Confirmed Vendor has approved the return request.
Canceled Vendor has rejected the return request.
Processing Inventory return processing is underway.
Completed Return process has been fully completed.

Synchronization

Order Return data is synchronized with:

  • Purchase Orders

  • Vendors

  • Vendor Portal

  • Return Policies

  • Inventory

  • Receiving-Exporting Return Orders

  • Inventory Delivery Vouchers

  • Warehouses

  • Refunds

  • Notifications

  • Reports

Permissions

Permission Description
View Allows users to view Order Returns.
Create Allows users to create Order Returns.
View Vendor Response Allows users to monitor vendor confirmations.
Create Inventory Return Allows users to create Receiving-Exporting Return Orders.
Create Delivery Voucher Allows users to generate Inventory Delivery Vouchers.
Approve Inventory Delivery Allows users to approve inventory delivery transactions.

Important Notes

  • Order Returns can only be created from fully delivered Purchase Orders.

  • The return request must be submitted within the vendor's allowed return period.

  • Each Purchase Order supports only one Order Return.

  • Order Returns cannot be edited after saving.

  • Vendors must confirm the return before refunds or inventory processing can proceed.

  • Vendor rejection automatically cancels the return request.

  • Return fees are automatically loaded from Vendor Return Policies but can be edited manually.

  • Inventory processing is mandatory for physical goods returns.

  • Inventory Delivery Voucher approval may be required depending on Inventory settings.

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