Purchase Return

When to Use This Form

• When there is a Purchase Return activity that needs to be officially recorded in the application.
• When transaction data needs to become the basis for reports, audits, and follow-up processes.
• When the user needs to make sure the amounts, dates, related parties, and transaction details are saved correctly.
• When the transaction relates to payment or paid status.

Before You Start

• Make sure reference data such as Division, Currency, Supplier Code, Purchaser Code, Payment Term, and Shipping has been created and is still active.
• Make sure the selected division matches the branch or business unit being processed.
• Make sure supplier data, addresses, credit limits, and terms are correct if they appear on the form.
• Prepare supporting documents such as receipts, orders, proof of payment, or internal memos before entry.

Workflow

1. Open Procurement / Purchase Transactions / Purchase Return.
2. Fill in the date, transaction number, division, department, or related party if those fields are available.
3. Complete the transaction details. Check the quantities, prices, amounts, tax, discounts, accounts, or products according to the form.
4. Check the amount summary and transaction status before saving.
5. Fill in the payment or paid status if the transaction requires payment information.
6. Write a note that is easy to understand so the transaction stays clear during an audit.
7. Click Save, then read the validation message if the application rejects the data.

Key Fields

Details and Relations

• Returned Products contains the line data that needs to be checked line by line before saving.
• Returned Payments contains the line data that needs to be checked line by line before saving.
• Return Expenses contains the line data that needs to be checked line by line before saving.
• Returned Rewards contains the line data that needs to be checked line by line before saving.
• Return Extra Tax contains the line data that needs to be checked line by line before saving.

What Happens After Saving

• The transaction data is saved as the basis for reports and audits.
• The line details also determine the total, status, and follow-up processes.
• If the form relates to accounts, the result can affect the journal and financial reports.
• If the form relates to suppliers, the data can affect purchases, payables, or supplier reports.
• If the form relates to payments, check cash/bank, bank drafts, payment discounts, and paid status.
• If the form relates to tax, the tax amount and tax code become the reference for tax reports.
• If any data is not valid, the application rejects the save and shows a validation message.
• After saving, the application may update derived data such as balances, statuses, or transaction summaries.

Common Problems

• Data cannot be saved: check the required fields, number and date formats, and the validation message shown.
• Data does not appear when searched: check the active status, user access rights, division/department filters, and the search keyword.
• Total or status is wrong: re-check the line details, discounts, tax, payment, and transaction references.
• Related party balance is wrong: check the customer or supplier, date, payment, and paid status.

Available Fields

The following list summarizes the fields available on the form. Rarely used fields are still listed so they are easy to look up during training or support.

User Checklist

Menu Location

• Procurement / Purchase Transactions / Purchase Return
  /form/purchasereturn

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