Sales Returns

A sales return — often called an RMA (Return Merchandise Authorization) — records goods a client sends back against a delivery you shipped. It is the reverse of a delivery note: where a delivery takes goods out of the warehouse, a return brings them back in. Each return references one delivery note, and its lines say which delivered items came back, in what quantity, and in what condition.

A sales return handles only the goods leg of a return. Refunding or crediting the client is a separate step — issue a credit note against the invoice that billed the returned goods.

Key Concepts

• Sales Return (RMA) — A document authorizing and recording the receipt of goods back from a client, always linked to the delivery note that shipped them.
• Goods condition — The state the goods came back in. Good items are fit for resale; Damaged items are not.
• Returnable quantity — How much of a delivery line can still be returned: the quantity it shipped minus everything already returned against it, across all returns.
• Receiving — The step that actually moves stock. Until a return is received, it is just paperwork.

Creating a Sales Return

The easiest way is from the delivery itself:

1. Open the shipped (or delivered) delivery note and click Create Return in its header.
2. Confirm or override the suggested return number (e.g., RMA-2026-000001) — leave it empty to auto-number.
3. A draft return is created with one line per delivery line, pre-filled with each line’s full remaining returnable quantity and condition Good. You land on the return, ready to trim it down.

Only shipped or delivered notes can be returned against — a delivery that never left the warehouse has nothing to return.

You can also start from scratch:

1. Navigate to Sales > Sales Returns in the sidebar and click New.
2. Pick the Delivery Note the goods come back against — the sales order, client, and warehouse fill in automatically from it.
3. Set the Return Date and any notes, then click Save. The return is stored in Draft status; its details are on the left of the page and its Lines are beside them on the right, empty until you add them.

Editing Lines and Conditions

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

• DN Line — Which delivery line this return line reverses. The picker shows each line’s product and remaining returnable quantity (e.g., “4 of 10 returnable”). Picking it fills in the product, unit, and location automatically.
• Quantity — How much comes back. Partial returns are normal — return 4 of the 10 you shipped and the other 6 stay returnable for a future return.
• Goods condition — Good or Damaged. This decides where the stock lands when you receive (see below).
• Reason — Why the client returned the line (wrong item, defect, transport damage). Useful for quality follow-up.
• Notes — Internal remarks such as batch references or inspection findings.

Lines can only be added or modified while the return is in Draft status.

Receiving the Return

Click Received, the next step on the road at the bottom of the return’s page, and confirm, once the goods are physically back at the warehouse. The road runs Draft → Received → Closed: the steps already passed are ticked, the one the return is at is filled, and the next one is a button — every move on a return is yours to make. Rest on a step to see when it was reached and by whom. Clicking the step you are at opens the map instead, where Cancelled is picked while the return is still a draft. Receiving is the step that moves stock, all at once:

• Good lines are added straight back to the warehouse’s sellable stock — they are immediately available to sell again.
• Damaged lines are booked into a separate held stock bucket. They count as inventory but stay out of the sellable quantity until you decide what to do with them (repair, scrap, return to supplier).
• The sales order’s shipped quantities roll back by the returned amounts. A fully-shipped order drops back to Partial (or Confirmed if everything came back), so the goods can be re-shipped later if needed.
• An inbound stock movement is recorded for full traceability.

The Returnable Cap

Each delivery line can only ever be returned up to what it actually shipped, counted across all returns. If you shipped 10, received one return of 4, a second return can take at most 6. Receiving a return that exceeds the cap is refused with a clear message — trim the quantity and receive again. This means you can never end up with more stock back than you sent out.

Statuses

A return can only be deleted while in Draft.

Crediting the Client

The return never touches billing. Once the goods are back (Received), click Create Credit Note in the return’s header — it opens a blank credit note form with a reminder to pick the invoice that billed the returned goods. Prefer prefilling from the invoice itself when you know it: the credit note’s amounts should reflect what was actually billed, which only the invoice knows.

A typical full return flow in DZD terms: you shipped and invoiced 10 units at 1,500 DA each (15,000 DA), the client returns 4 damaged units, you receive the return (4 units land in held stock), then issue a credit note of 6,000 DA against the invoice.

Finding a Return

The Sales Returns list searches by number, and its filter button narrows it by Status, Client, Warehouse, the Delivery or Sales Order it came from, or a Return Date range (see Working with lists).

Important Notes

• Sales returns share their access rights with delivery notes — the same warehouse team that ships goods receives them back.
• Receiving is not reversible from the app. Double-check quantities and conditions before receiving; if you make a mistake, ship the excess back out on a new delivery note.
• The return date is informational — stock moves on the day you run the Receive action.