# Purchase Return Reason

<p class="doc-lead">Purchase Return Reasons are predefined explanations recorded when goods are returned to a supplier on a Purchase Return Order.</p>

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<p class="doc-toc-title">On this page</p>
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<div class="doc-toc-links">
<a href="#/purchase/purchase-return-reason?id=overview">Overview</a>
<a href="#/purchase/purchase-return-reason?id=fields">Fields</a>
<a href="#/purchase/purchase-return-reason?id=how-it-works">How It Works</a>
<a href="#/purchase/purchase-return-reason?id=actions">Actions</a>
<a href="#/purchase/purchase-return-reason?id=faq">FAQ</a>
<a href="#/purchase/purchase-return-reason?id=related">Related</a>
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</div>
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<h2 id="overview">Overview &amp; List View</h2>

Go to <b>Purchase → Settings → Purchase Return Reason</b> from the left menu.

Master data screen — edit directly from the list or view.

<b>List columns</b>

| **Column** | **Description** |
|------------|-----------------|
| Id | Record ID. |
| Title | Short reason label. |
| Status | Active or Suspended. |

<b>Quick filter tabs</b>

| **Tab** | **Shows** |
|---------|-----------|
| Active | Active return reasons (default). |
| Suspended | Suspended reasons. |

<b>Advanced filters</b>

| **Filter** | **Description** |
|------------|-----------------|
| Title | Filter by reason title. |
| Status | Active or Suspended. |
| Created Date | Date the reason was created. |

<b>List row actions</b>

| **Action** | **Description** |
|------------|-----------------|
| View | Opens read-only details. |
| Edit | Opens the edit form. |
| Delete | Removes the reason when not referenced. |
| Suspend / Activate | Disables or re-enables the reason. |

<b>New Purchase Return Reason</b>

<img src="purchase/images/purchase-return-reason.webp" alt="Purchase Return Reason" loading="lazy">

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<h2 id="fields">Fields</h2>

| **Field** | **Description** |
|-----------|-----------------|
| Title * | Short reason label. Must be unique. Selected on <a href="#/purchase/purchase-return-order">Purchase Return Order</a>. |
| Description | Optional longer explanation of when to use this reason. |

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<h2 id="how-it-works">How It Works</h2>

<ul>
<li>On <a href="#/purchase/purchase-return-order">Purchase Return Order</a> entry, the user selects a return reason from this list.</li>
<li>When return reason is enabled as a required field on the purchase return order form, each return order line must have a reason selected before save.</li>
<li>The reason is stored on the return order and is available for supplier communication and reporting.</li>
</ul>

<p><b>Connected reports:</b> Analyse returns by reason on <a href="#/purchase/reports/purchase-return-report">Purchase Return Report</a> using the <b>Return Reason</b> filter.</p>

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<h2 id="actions">Actions</h2>

<b>List header:</b> <b>New</b>

| **Action** | **Description** |
|------------|-----------------|
| Edit | Opens the edit form |
| Delete | Removes the reason when not referenced |
| Suspend / Activate | Disables or re-enables the reason |

<b>Form buttons:</b> <b>Update</b>, <b>Reset</b>, <b>Cancel</b>

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<h2 id="faq">FAQ</h2>

<b>Is a return reason mandatory on every return order?</b><br>
Depends on your purchase return order form setup. Configure common reasons so users pick consistently instead of typing free text.

<b>Can I reuse the same title?</b><br>
No. Title must be unique across all return reasons.

<b>Where are return reasons used?</b><br>
On <a href="#/purchase/purchase-return-order">Purchase Return Order</a> and <a href="#/purchase/debit-note">Debit Note</a> forms, and as a filter on the <a href="#/purchase/reports/purchase-return-report">Purchase Return Report</a>.

<b>Should I suspend instead of delete?</b><br>
Yes, if past return orders or debit notes reference the reason. Suspended reasons cannot be picked on new documents.

<b>How many return reasons should I configure?</b><br>
Define the reasons your business tracks — damaged goods, wrong item, quality rejection, price dispute — so reporting and analysis stay consistent.

<b>Do return reasons affect stock or accounts?</b><br>
No. They are classification only. Stock and ledger impact comes from the return order, delivery note, and debit note workflow.

<h2 id="related">Related Topics</h2>

<ul>
<li><a href="#/purchase/purchase-return-order">Purchase Return Order</a></li>
<li><a href="#/purchase/reports/purchase-return-report">Purchase Return Report</a></li>
<li><a href="#/purchase/purchase-settings">Purchase Settings hub</a></li>
</ul>