Creating Sales Returns

Creating Sales Returns

Sales Returns in EquiBillBook allow you to process customer returns, issue credit notes, and restore stock to inventory. This guide will walk you through the process of creating a sales return step by step.

Accessing Sales Returns

To create a new sales return:

1. Navigate to the Sales module from the main menu
2. Click on Sales Return or Returns
3. Click the "Create New" or "Add Return" button

Selecting the Original Invoice

The first step in creating a sales return is to select the original sales invoice:

• Search for Invoice: Enter the invoice number or select from the list
• Invoice Details: The system will display the original invoice details including customer, date, and items
• Return Date: Select the date when the return is being processed (defaults to today's date)
• Branch: Select the branch/location (if using multi-branch setup)

Selecting Items for Return

Choose which items are being returned:

1. The system displays all items from the original invoice
2. Select the items that are being returned
3. Enter the return quantity for each item (cannot exceed the original quantity)
4. Review the unit price (usually matches the original invoice price)
5. Add any return reason for each item if required

Return Details

Configure the return details:

• Return Reason: Select or enter the reason for the return (e.g., Defective, Wrong Item, Customer Request)
• Notes: Add any additional notes about the return
• Attach Document: Upload supporting documents if needed (e.g., return authorization, photos)

Calculations and Adjustments

The system automatically calculates:

• Subtotal: Total of returned items before discounts and taxes
• Discount: Any applicable discounts (if the original invoice had discounts, they are typically adjusted proportionally)
• Tax: Tax amounts are calculated based on the return quantities
• Grand Total: Total credit amount to be issued to the customer

Stock Restoration

When you create a sales return:

• If stock tracking is enabled, the returned quantities are automatically added back to inventory
• Stock is restored to the location/branch from which the sale was made
• The stock movement is recorded in the stock history
• This helps maintain accurate inventory levels

Credit Note Generation

A credit note is automatically generated when you create a sales return:

• Credit Note Number: The system generates a unique credit note number
• Linked to Invoice: The credit note is linked to the original sales invoice
• Customer Credit: The customer's account is credited with the return amount
• Print/Email: You can print or email the credit note to the customer

Saving the Sales Return

Once all information is entered:

1. Review the return summary and totals
2. Verify the items and quantities being returned
3. Check the credit note amount
4. Click "Save" or "Create Return" to finalize

Return Status

Sales returns can have different statuses:

• Draft: Return is being prepared but not finalized
• Pending: Return is created and awaiting processing
• Completed: Return has been processed and credit note issued
• Cancelled: Return has been cancelled

After Creating a Sales Return

After creating a sales return:

• A credit note is automatically generated and linked to the original invoice
• Customer account balance is adjusted (credited)
• Stock is restored to inventory (if stock tracking is enabled)
• Sales records are updated for accurate reporting
• You can print or email the credit note to the customer
• The return appears in sales return reports

Partial Returns

You can process partial returns:

• Return only specific items from an invoice
• Return partial quantities of items
• Create multiple returns against the same invoice if needed
• The system tracks the total returned amount per invoice

Tips for Creating Sales Returns

• Always verify the original invoice before processing a return
• Double-check quantities to ensure they don't exceed the original sale
• Select appropriate return reasons for accurate reporting
• Review stock levels before processing returns if inventory management is critical
• Keep documentation of the return (photos, authorization, etc.)
• Ensure the customer's account will be properly credited

Troubleshooting

Can't find the Sales Return menu?

• Ensure the Sales module is activated in your account
• Check that you have the necessary permissions to create sales returns
• Contact your administrator if you don't see the Sales Return option

Stock is not being restored?

• Verify that stock tracking is enabled for the items
• Check that the items have stock tracking configured
• Review your inventory settings

Credit note amount seems incorrect?

• Verify the quantities and prices match the original invoice
• Check if discounts or taxes are being applied correctly
• Review the original invoice to compare amounts

Sales returns are an essential part of managing customer relationships and maintaining accurate inventory and financial records. Process returns promptly and accurately to ensure customer satisfaction and maintain proper accounting.