A Purchase Return Order records goods you intend to send back to a supplier after a purchase. It is typically created from a Purchase Invoice, tracks return authorization and delivery, and links to Delivery Notes and Debit Notes for stock and financial adjustments.
The Purchase Return Order list shows all return requests with supplier, linked invoice, date, amount, and status. Use quick filters to view Draft, Approved, Delivered, Partial Delivered, Closed, or Cancelled return orders. The list does not include a New button — return orders are created from an approved Purchase Invoice using the Return Order action.
List ViewList row actions
| **Action** | **Available when status is** |
|------------|------------------------------|
| Edit | Draft |
| Delete | Draft |
| View | All statuses |
Quick Start — Create a Purchase Return Order
1. Navigate
Go to Purchase → Purchase Invoice and open the invoice for the goods you want to return.
2. Start the return
On an approved Purchase Invoice, use the Return Order action to open a new Purchase Return Order pre-filled with invoice details and item lines.
3. Fill in details
Confirm the Linked Invoice Id and enter the Return Order Number.
Select a Return Reason and set the Delivery Due Date for sending goods back to the supplier.
Review return item lines — adjust quantities to return as needed.
4. Save
save — keeps the return order as a Draft.
Save And Approve — approves the return order in one step.
Cancel — closes the form without saving.
5. Complete the return workflow
On an Approved return order, use Create Delivery Note to record the physical dispatch of returned goods.
After delivery, use Create Debit Note to record the financial adjustment with the supplier.
Header Fields Reference
| **Field** | **Description** |
|-----------|-----------------|
| Date * | Date of the return order. |
| Linked Invoice Id | Purchase Invoice this return is based on. Set automatically when created from an invoice. |
| Return Order Number * | Unique return order reference. Auto-generated when numbering is configured. |
| Employee In charge | Purchase employee responsible for this return. |
| Supplier | Supplier to whom goods are being returned. Carried from the linked invoice. |
| Return Reason | Reason for the return (e.g. damage, expiry, wrong item). Configured in Purchase Return Reason. |
| Delivery Due Date | Expected date for dispatching returned goods to the supplier. |
| Branch | Branch for the transaction. Shown when multi-branch is enabled. |
| Brand | Brand for brand-wise profit tracking. Shown when enabled. |
| Project | Optional project link. |
| Notes | Remarks on the return order. |
| Internal Notes | Internal remarks not shown on print. |
> Return reasons are maintained under Purchase → Settings → Purchase Return Reason.
Item Lines — ITEMS
| **Column** | **Description** |
|------------|-----------------|
| Sl.No | Line serial number. |
| Item | Item being returned. Required. |
| Item code, Variant, Description, HSN, Brand | Optional columns enabled in Purchase Settings. |
| Qty | Quantity to return. Required. Cannot exceed the invoiced quantity. |
| Unit | Unit of measure. Required. |
| Rate | Price per unit from the linked invoice. |
| Amount, Trade Discount, discounts, Taxable Amount, Taxes, Tax Amount, Total | Calculated based on tax and discount settings. |
Actions & Status
View toolbar actions
| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Approve | Finalizes the return order. | Draft |
| Edit | Opens the return order for editing. | Draft |
| Delete | Permanently removes the return order. | Draft |
| Clone | Creates a copy of the return order. | All (if permitted) |
| Print | Prints the return order. | All |
| Export | Exports the return order to Excel. | All |
More menu (⋮) actions
| **Action** | **Description** | **Available when status is** |
|------------|-----------------|------------------------------|
| Cancel | Cancels the return order. | Approved, Partial Delivered |
| Create Delivery Note | Opens a new Delivery Note pre-filled from this return order. | Approved, Partial Delivered |
| Create Debit Note | Opens a new Debit Note pre-filled from this return order. | Delivered, Partial Delivered |
| WorkFlow Request | Starts a company process linked to this return order. Does not approve the return. See WorkFlow Request. | Approved, Delivered, Partial Delivered, Closed |
| Master Update | Updates selected header fields without reopening the full form. See Master Update. | Approved, Closed, Received, Partial Delivered |
| Mark As Delivered | Marks the return as fully delivered when partial delivery is complete. | Partial Delivered |
| Export Items | Exports item lines to Excel. | All |
Statuses
| **Status** | **Description** |
|------------|-----------------|
| Draft | Saved but not yet approved. Can be edited or deleted. |
| Approved | Finalized return request. Ready for delivery note creation. |
| Partial Delivered | Some return quantities have been dispatched via Delivery Note. |
| Delivered | All return quantities have been dispatched. Ready for debit note creation. |
| Closed | Return process is complete. |
| Cancelled | Return order has been cancelled. |
Posting note: Purchase Return Orders do not post directly to accounts or inventory. Stock and ledger impact happen through Delivery Note (physical dispatch) and Debit Note (financial adjustment).
Master Update
Master Update lets you change selected header fields on an approved, closed, received, or partially delivered return order without editing the full document or item lines. Open the three-dot menu on the return order and select Master Update.
| **Field** | **Can be updated?** | **Notes** |
|-----------|---------------------|-----------|
| Date * | Yes | Cannot be set before the accounts closing date. |
| Employee In charge | Yes | |
| Delivery Due Date | Yes | Expected dispatch date for returned goods. |
| Branch | Yes | Shown when multi-branch is enabled. |
| Brand | Yes | Shown when brand-wise tracking is enabled. |
| Project | Yes | |
| Return Reason, supplier, item lines, totals | No | Edit the full return order (Draft) or cancel and create a new one. |
Click Confirm to save changes or Cancel to close without saving.
View Tabs & Side Panels
When you open a purchase return order in full view (not in a small modal), the right side shows tabbed panels. Click the expand icon on a tab to open the same data in a larger modal.
Top panel
| **Tab** | **What it shows** |
|---------|-------------------|
| Summary | Linked documents — delivery notes, debit notes, and related follow-up transactions from this return order. See Purchase Transaction Summary. |
Middle panel
| **Tab** | **What it shows** |
|---------|-------------------|
| Deliveries | Delivery notes and dispatch progress for goods returned to the supplier. |
Bottom panel (all transactions)
| **Tab** | **What it shows** |
|---------|-------------------|
| History | Activity log — who created, approved, edited, or cancelled the return order and when. |
| Attachments | Files uploaded to this return order. |
Best Practices
Always create return orders from the original Purchase Invoice so item, rate, and tax details carry forward correctly.
Select an accurate Return Reason for reporting and supplier communication.
Approve the return order before creating a Delivery Note so authorization is recorded first.
Complete the Delivery Note before creating a Debit Note so stock and financial records stay aligned.
Use Mark As Delivered on partially delivered returns once all goods have been dispatched.
Why is there no New button on the Purchase Return Order list?
Return orders are created from a Purchase Invoice using the Return Order action. This ensures every return is linked to the original purchase.
Can I edit an approved return order?
No. Use Master Update for allowed header fields, or Cancel and create a new return order from the invoice.
Does approving a return order reduce stock?
No. Stock is reduced when you create and approve a Delivery Note for the returned goods.
When should I create a Debit Note?
After goods have been delivered back to the supplier — when the return order status is Delivered or Partial Delivered.
What is the difference between Partial Delivered and Delivered? Partial Delivered means only some return quantities have been dispatched. Delivered means all return quantities have been sent back.
Must a return order link to a purchase order or invoice?
Yes. Every return order must reference an approved Purchase Order or Purchase Invoice. The referenced document must belong to the same supplier and must not be cancelled.
Can I create a return order from a purchase order?
Yes, when your workflow supports returns against orders. Returns are most commonly created from an approved purchase invoice using Return Order.
Why can't I cancel my return order?
Cancel is blocked while delivery notes (approved or closed) or receipt vouchers are linked to the return. Cancel those documents first.
What is the return workflow end to end?
Return Order (approve) → Delivery Note (dispatch goods) → Debit Note (financial adjustment). Stock reduces on delivery note approval, not on return order approval.
Why won't my return order approve?
Confirm a valid purchase order or purchase invoice is linked, the reference document is approved, and the supplier matches.
Which header fields can I change with Master Update?
Date, Employee In charge, Branch, Brand, Project, Due Date, and payment/delivery terms. Return quantities and item lines cannot be changed through Master Update.
What is the difference between a Return Order and a Debit Note?
The Return Order authorizes sending goods back and drives delivery notes. The Debit Note is the financial credit after goods are delivered — it reduces payables and may adjust stock.
List row actions
| **Action** | **Available when status is** |
|------------|------------------------------|
| Edit | Draft |
| Delete | Draft |
| View | All statuses |