Sales Returns

A sales return records goods that a client sends back against a delivery that you shipped. You may know it as an RMA, which stands for Return Merchandise Authorization. It is the reverse of a delivery note. A delivery takes goods out of the warehouse, and a return brings them back in. Each return names one delivery note. Its lines say which delivered goods came back, how much came back and in what condition.

A return moves goods, and it moves no money. Receiving it changes your stock and the order. It changes neither the invoice nor what the client owes you. The money moves only when you issue a credit note. After the goods are back, the return builds that note for you from the invoice that billed them.

Key Concepts

• A sales return is the document that records goods coming back from a client. It is always linked to the delivery note that shipped them.
• Goods condition is the state that the goods came back in. Good items are fit to sell again, and Damaged items are not.
• The returnable quantity is how much of a delivery line can still come back. It is what the line shipped, less everything that you have already received back on it, across all returns.
• Receiving is the step that moves stock. Until you receive a return, it moves nothing.

Creating a Sales Return

The easiest way starts from the delivery itself:

1. Open the shipped or delivered delivery note. Open More actions and choose Create return.
2. Keep or change the suggested Return number, such as RMA-2026-000001. If you leave it empty, Beelocity numbers the return.
3. Press Create. Beelocity writes a draft return, with one line for each delivery line that still has something returnable.
4. Each line holds the whole returnable quantity and the condition Good. You land on the return, so you can lower it to what came back.
5. The return is dated today. If the goods came back on an earlier day, change its Return date while it is still a draft.

Goods can come back only against a shipped or delivered note. A delivery that never left the warehouse has nothing to return. A cancelled note has nothing to return either, because its goods are already back. Those notes do not offer Create return.

You can also start from scratch:

1. Open Sales > Sales Returns in the sidebar and click New.
2. Pick the Delivery note that the goods come back against. It fills in the sales order and the client, and you cannot change them. The warehouse starts as the one that the goods left from. Change it if they come back somewhere else.
3. Set the Return date, which is the day that the goods came back, and add any notes. The return’s Lines sit beside its details on the right, empty until you add them.
4. Press Add above the Lines. Beelocity saves the return as a Draft with its number, and its first line opens (Adding lines before you save). To add the lines later, click Save instead. You then land on the saved draft.

The Delivery note list offers every note, whatever its status. If you pick a note whose goods are not out, Beelocity refuses the return when you receive it. A message says so. Cancel that return.

Editing Lines and Conditions

While the return is a Draft, you adjust what is coming back in the Lines beside its details:

• Delivery line names the line of the delivery note that comes back. The list shows each line’s product and its returnable quantity, such as 4 of 10 returnable. Quantity opens on the whole returnable quantity. Picking it fills in the product, the unit and the location. You cannot type another product. If you switch a saved line to a delivery line with another product, the line keeps its old product. Beelocity then refuses the line when you receive the return. Remove that line and add it again from the delivery note.
• Quantity says how much comes back. Partial returns are normal. If 4 of the 10 that you shipped come back, the other 6 stay returnable for a later return.
• Goods condition is Good or Damaged. It decides where the stock lands when you receive the return (see below).
• Reason says why the client sent the line back, such as a wrong item, a fault or damage on the way. It helps your quality follow-up.
• Notes holds remarks for your team, such as batch references or inspection findings. The client does not read them.

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

Receiving the Return

After the goods are physically back at the warehouse, click Received on the road at the top of the return’s page, and confirm. The road runs Draft → Received → Closed, and Beelocity moves a return only when somebody does this. While the return is a draft, you can instead click the step that it is on and choose Cancelled. The road a document travels says how to read the road.

A Sales clerk can write a return and its lines, but cannot move the return. A Sales manager or the owner of your organization can.

Receiving moves the stock, all at once:

• Good lines go straight back into the warehouse’s sellable stock, and you can sell them again at once.
• Damaged lines go into separate held stock. They count as stock, but they stay out of the sellable quantity until you decide what to do with them. You might repair them, scrap them or return them to the supplier.
• Both kinds go back into the lot they were shipped from, at the cost they left at. A lot keeps its own dates and its own value on the shelf. So you find goods that come back too old with the rest of their lot.
• The shipped quantities on the sales order come down by what came back. An order that shipped in full drops back to Partial, or to Confirmed if everything came back. So you can ship the goods again if you need to. An order that you already closed stays closed. What came back comes off what it shipped, and nothing is owed again. The same goes for a line that you closed short. It stays closed, and the order that it finished stays Completed.
• Beelocity records an incoming stock movement dated on the return date, and not on the day that you press Received.

For example, a hotel kitchen hands back 4 of the 10 baguettes that a delivery brought. The delivery took 3 from Monday’s bake at 30 DA each and 7 from Tuesday’s at 35 DA. Receiving the return puts the 3 back into Monday’s lot at 30 DA and 1 into Tuesday’s at 35 DA. They go back to the lots they left, in the order they left.

A colleague may have received or cancelled the return since your page showed it. If so, Beelocity refuses the step that you pick. A message asks you to refresh the page, and Beelocity records nothing a second time.

When you receive a return, Beelocity refuses a Return date that is after today or before the delivery note’s own date. A message says which. Correct the Return date on the draft and receive the return again.

The Returnable Cap

Each delivery line can come back only up to what it really shipped, counted across all returns. If you shipped 10 and received a return of 4, a second return can take 6 at most. If a return goes over that, Beelocity refuses to receive it, and a message gives the quantity that is still returnable. Lower the quantity and receive the return again. So you can never get back more stock than you sent out.

Statuses

You can delete a return only while it is a Draft.

Crediting the Client

A return does not change the invoice or what the client owes, but it knows which invoice billed its goods. After the goods are back (Received or Closed), open More actions and choose Create credit note. Beelocity builds a draft credit note from that invoice and opens it. The note has one line for each returned line, at the invoice’s price, tax rate and discount.

Check the note and issue it. Issuing moves the money, and it takes the credit off the invoice’s Amount due. If the invoice is already paid, the credit stays on the note, and you can refund it. Issuing takes nothing into stock, because receiving the return already did.

If you have not billed the goods yet, you need no credit note. Create invoice on the delivery note leaves out what came back. Create credit note refuses a return if no sent invoice billed its goods.

A return has one credit note. If it already has one, Create credit note says so and offers to open it. If part of what came back was never invoiced, or is already credited, the note carries only the rest and a message says so.

If the goods were billed on more than one invoice, the return cannot build its credit note. Create a credit note from each invoice, and issue it without a restock warehouse, because receiving the return already put the goods back.

Here is a full return, in DA. You shipped and invoiced 10 units at 1,500 DA each, which is 15,000 DA before tax. The client returns 4 damaged units. You receive the return, and the 4 units land in held stock. You click Create credit note and issue the note of 6,000 DA before tax against the invoice.

Finding a Return

The Sales Returns list searches by number. Its filter button narrows it by Status, Client, Warehouse, Delivery note, Sales order or a Return date range. See Working with lists.

Important Notes

• Sales returns share their access rights with delivery notes, because the same warehouse team that ships goods also receives them back.
• You cannot undo a receive in Beelocity, so check the quantities and the conditions first. If you received too many items as Good, ship the excess out on a new delivery note. That works only while the order can still ship.
• The return date is the day that the goods came back. The stock moves on that day, whichever day you press Received. It cannot be a day still to come, or a day before the delivery note’s own date.