Supplier Returns

A supplier return records goods that you send back to a supplier, from a delivery that you already received. It is the reverse of a goods receipt. A receipt brings goods into the warehouse, and a return takes them back out. Each return is for one completed goods receipt. Its lines say which products go back, and how many. Its number starts with RTV, such as RTV-2026-000001.

You send goods back for three usual reasons. A fault showed after the goods passed your check at the door. The supplier delivered too much, and you agreed to send the rest back. Or you no longer need the goods, and the supplier takes them back.

The Procurement clerk can create a return and change its lines. Only the Procurement manager and the owner of your organization can ship, close or cancel a return, or delete it or one of its lines.

Key Concepts

• Supplier return is the document that records goods going back to a supplier. It always names the goods receipt that brought them in.
• Returnable quantity is how much of a receipt line can still go back. It is what the line accepted, less what shipped returns already took from it. Rejected goods never went into stock, so only accepted goods can come back out.
• Shipping is the step that moves the stock. Until you ship a return, nothing leaves stock.

Creating a Supplier Return

The easiest way is from the receipt itself:

1. Open the completed goods receipt. Open More actions at the top of its page, and click Create Return.
2. Keep the suggested Return number, such as RTV-2026-000001, or type another one. Then click Create. If you leave the number empty, Beelocity gives the next one.
3. Beelocity writes a draft return with one line for each receipt line that can still send goods back. Each line holds all that it can still return. You land on the return, ready to lower the quantities. A quantity cannot be 0. To leave a line out, the Procurement manager or the owner of your organization deletes it.

A return made this way is dated today. If the goods leave on another day, change its Return date before you ship it.

Only a completed receipt can take a return, because an earlier receipt has put nothing into stock. A line of machines is left out, because its machines went onto your assets (see below).

You can also start from scratch:

1. Open Procurement > Supplier Returns in the sidebar and click New. The return’s details are on the left of the page. Its Lines are on the right, empty until you add them.
2. Pick the Goods receipt that the goods go back against. The list shows each receipt’s status, so pick a completed one. Beelocity fills in the Purchase order and the Supplier from the receipt, and you cannot change them. The Warehouse opens on the warehouse that the goods came into. If the goods moved to another warehouse since, pick that one, because shipping takes them from there.
3. Set the Return date and any Notes, then press Add above the lines. Beelocity saves the return as Draft, and a message names its number. Its first line opens, so you can pick the receipt line that it sends back. If the form still needs an answer, Add stops on that field, as Save would.

To save the return now and add its lines later, click Save instead of Add (see Adding lines before you save).

Editing Lines

While the return is Draft, you choose what goes back on the Lines beside its details:

• Goods receipt line is the receipt line that this return line sends back. The list shows each line’s product and how many can still go back, such as 4 of 10 can go back. The line’s Quantity opens on those 4. When you pick a line, Beelocity fills in the product and the unit.
• Quantity is how much goes back. A return can send back part of a line. If you return 4 of the 10 that you accepted, the other 6 can still go back on a later return.
• Reason says why the line goes back, such as a fault found late, an over-delivery or the wrong product. Use it when you ask the supplier for a replacement or a credit.
• Notes holds remarks for your team, such as lot references or the number that the supplier gave the return.

You can add or change lines only while the return is Draft.

Shipping the Return

Ship the return when the goods leave the warehouse. Click Shipped, the next step on the road at the top of the return’s page, and confirm with Move to Shipped. The road runs Draft → Shipped → Closed. Only the Procurement manager and the owner of your organization can press a step. The Procurement clerk sees the road but cannot press it. Rest on a step to see when it was reached and by whom. If you click the step the return is at, the list of moves opens. While the return is a draft, you can pick Cancelled there.

Shipping moves the stock, all at once:

• Beelocity takes each line’s quantity out of stock, from the lot that the receipt put it in. It takes it from any location of the return’s warehouse, even if somebody renamed the lot since. If the lot has nothing left, Beelocity makes it inactive.
• The received quantities of the purchase order go back by what was returned. An order that was received in full drops back to Partial, even when everything went back. So the supplier can deliver the goods again, or you can close the order. An order that you already closed stays Closed, and so do its lines.
• If the order leaves Completed this way, it also leaves the supplier’s quarterly performance figures. Beelocity works the quarter out again from the orders still in it. The order’s defect rate leaves with it. What you send back never counts as a defect, because the defect rate measures what you refused at the door.
• Beelocity records an outbound movement in the stock journal. It values each line at the cost that the goods carry in stock.

Sending Back a Rejected Lot

You cannot reject a lot from a goods receipt on screen. It starts as Approved, so its stock lot page offers no Reject, and its stock stays on sale. A lot can still turn out bad when you open it, such as damp flour or a cream that soured on the way. In that case, create the return from the receipt and ship it soon. The return takes the goods from the stock that you can sell.

Shipping is refused, with a message that says why, if:

• The lot holds less than a line sends back, because part of it was used or left the warehouse. Lower the line to what is left.
• Part of the lot is promised to an order. A return cannot take goods that are reserved. Send back only what is free, or wait until the order ships or is cancelled.
• A goods receipt line names no lot. If the return’s goods receipt is not Completed, its goods are not in stock, so cancel the return. An older receipt can also show this, if its lot was renamed before receipt lines kept their lot. Then remove that line, and take those goods out with an inventory adjustment.
• The return date is after today, or before the goods receipt’s date. Change the Return date, and ship again.
• The return has no lines. Add the lines that go back, and ship again.

The Returnable Cap

A receipt line can only ever send back what it accepted, counted across all returns. If you accepted 10 and shipped one return of 4, a second return can take at most 6. Beelocity refuses to ship a return that goes past the cap, and the message says how many can still go back. Lower the quantity and ship again. So you can never send back more than you took in.

Finding a Return

The Supplier Returns list searches by number. Its filter button narrows the list by Status, Supplier, Warehouse or a Return date range. It can also narrow it to the Goods receipt or the Purchase order that a return came from (see Working with lists).

Statuses

You can delete a return only while it is Draft. Only the Procurement manager and the owner of your organization can delete it.

Replacement or Credit

The return handles only the goods. You agree with the supplier what you get back, outside the return:

• Replacement. The supplier delivers the goods again. Record the new delivery on a new goods receipt against the same purchase order. Shipping lowered the order’s received quantities, so the order can receive the goods again, unless you closed it.
• Credit or refund. The supplier credits your account. Record the money with a supplier debit note, as below.

After shipping — getting your money back

After the return is Shipped, you can claim the money with a debit note, if the supplier has billed the goods. Open More actions at the top of the return’s page, and click Raise Debit Note. Beelocity builds a draft supplier debit note from the supplier’s bill. Each returned quantity takes the price and the TVA that the bill charged for it. The note is dated on the later of the return date and the bill date.

Check the note, and then issue it. Only the Procurement manager and the owner of your organization can issue it. If the bill is approved or partially paid, issuing lowers what you still owe on it at once. If the note is worth more than you still owe, the supplier refunds the rest, and you record that refund in Treasury.

The bill must have passed the match before you can raise the note. If the goods went back before the supplier billed them, there is nothing to raise. Bill the order as usual, and the bill leaves out what went back. A return can have only one debit note that is not cancelled, and its Debit notes tab lists its notes.

Raise the debit note first, because a closed return takes none. Then, when the outcome is settled, click Closed, the last step on the road.

Here is a typical case in DZD. You ordered and received 10 units at 2,000 DA each, which is 20,000 DA. Two weeks later, 4 units turn out to be faulty. You create a return from the receipt, lower the line to 4 and ship it. The stock drops by 4, and the order falls back to Partial, with 6 of 10 received. The supplier then delivers 4 good units, which you receive on a new receipt. Or the supplier gives you a credit of 8,000 DA before TVA. After that, you close the return.

Return vs. Cancelling the Receipt

Both take received goods back out of stock, but they serve different cases:

• Cancel the receipt if the whole delivery was a mistake and its goods are still untouched in stock. Cancelling reverses everything that the receipt did, at once, as if it never happened.
• Create a return for the cases that cancelling cannot handle. That means sending back part of a delivery, or goods that go back some time after the receipt.

A machine that you keep does not go back on a return. A product received as an asset went onto your assets and put nothing in stock, so a return has nothing to take out. Its receipt line is never offered on a return’s lines, and Create Return leaves it out. While the machine is still untouched, cancel the receipt instead. Cancelling takes back the whole receipt, with its other lines.

Important Notes

• A return uses the permissions of goods receipts. So the Procurement clerk can create a return and change its lines. The Procurement manager and the owner of your organization ship, close and cancel it, and they delete it or its lines.
• You cannot undo a shipped return in the app. Check the quantities before you ship. If you make a mistake and the order is still Partial, receive the goods again on a new receipt.
• The return date is the day the goods leave. Shipping moves the stock on that day, and not on the day that you click Shipped. The date cannot be after today, or before the goods receipt’s date, and Shipped refuses a return dated outside those two days.