Purchase Return Reports

Purchase Return Reports

Purchase Return Reports provide detailed insights into returned purchases, helping you track return reasons, analyze return patterns, manage supplier relationships, and improve purchasing quality. This guide explains how to use Purchase Return Reports in EquiBillBook.

What are Purchase Return Reports?

Purchase Return Reports show:

• Total returns by value and quantity
• Return reasons and patterns
• Returns by supplier
• Returns by item or category
• Return trends over time
• Financial impact of returns
• Return processing status

Why Purchase Return Reports are Important

These reports help you:

• Track return patterns and trends
• Identify quality issues
• Evaluate supplier performance
• Manage return processes
• Analyze financial impact
• Improve purchasing decisions
• Reduce return rates

Accessing Purchase Return Reports

To view Purchase Return Reports:

1. Navigate to Reports → Purchase Reports
2. Select Purchase Return Report or Purchase Returns
3. Set the date range for analysis
4. Optionally filter by supplier, item, category, or location
5. Generate the report

Purchase Return Report Information

The report typically displays:

• Return Date: Date of return
• Return Number: Return reference number
• Original Purchase: Original purchase details
• Supplier: Supplier information
• Item Details: Returned items
• Quantity Returned: Units returned
• Return Value: Amount of return
• Return Reason: Reason for return
• Return Status: Processing status
• Credit Note: Credit note details
• Location: Branch or location

Filtering Purchase Return Reports

You can filter reports by:

• Date Range: Analyze returns for specific periods
• Supplier: Filter by suppliers
• Item: Filter by specific items
• Category: Filter by item categories
• Return Reason: Filter by return reasons
• Location/Branch: Filter by business location
• Return Status: Pending, processed, or all

Return Summary Metrics

Key metrics include:

• Total Returns: Total number of returns
• Total Return Value: Total amount returned
• Total Quantity Returned: Total units returned
• Return Rate: Returns as percentage of purchases
• Average Return Value: Average amount per return
• Return Frequency: How often returns occur

Returns by Supplier

Analyze returns by supplier:

• Total returns per supplier
• Return value per supplier
• Return rate by supplier
• Supplier quality assessment
• Identify problematic suppliers
• Evaluate supplier relationships

Returns by Item

Analyze returns by item:

• Items with highest returns
• Return rate per item
• Return value per item
• Identify problematic items
• Quality issues by item
• Item-specific return patterns

Returns by Category

Analyze returns by category:

• Return patterns by product category
• Category-wise return rates
• Identify problematic categories
• Category-specific quality issues

Return Reasons Analysis

Common return reasons include:

• Defective/Damaged: Quality issues
• Wrong Item: Incorrect items received
• Quantity Mismatch: Quantity discrepancies
• Expired/Expiring: Expiry date issues
• Specification Mismatch: Not as specified
• Overstock: Excess inventory
• Other: Miscellaneous reasons

Return Trends

Track return patterns over time:

• Return trends by period
• Increasing or decreasing return rates
• Seasonal return patterns
• Identify improvement areas

Financial Impact of Returns

Analyze financial implications:

• Total financial impact
• Credit received
• Outstanding credits
• Cash flow impact
• Profit impact

Return Processing Status

Track return processing:

• Pending: Returns awaiting processing
• Processed: Returns that have been processed
• Credit Issued: Credit notes issued
• Replacement: Items replaced
• Processing time analysis

Returns by Location

For multi-location businesses:

• View returns by branch
• Compare return rates across locations
• Identify location-specific issues
• Location-wise quality management

Using Return Reports for Decision Making

Supplier Management

Use reports to:

• Evaluate supplier quality
• Identify problematic suppliers
• Negotiate better terms
• Consider supplier changes

Quality Control

Use reports to:

• Identify quality issues
• Improve quality standards
• Implement quality checks
• Reduce return rates

Purchasing Decisions

Use reports to:

• Avoid problematic items
• Improve item selection
• Review purchasing processes
• Make informed decisions

Process Improvement

Use reports to:

• Identify process issues
• Improve return handling
• Streamline processes
• Reduce return processing time

Return Rate Analysis

Calculate and monitor:

• Overall return rate
• Return rate by supplier
• Return rate by item
• Return rate by category
• Benchmark against industry standards

Exporting Purchase Return Reports

You can export reports:

• Export to Excel for detailed analysis
• Export to PDF for sharing
• Create return analysis dashboards
• Share with quality and procurement teams

Best Practices

• Review return reports regularly (monthly)
• Monitor return rates and trends
• Investigate high return rates
• Take corrective actions
• Track return reasons consistently
• Set return rate targets
• Document return patterns
• Share insights with suppliers

Reducing Return Rates

Strategies to reduce returns:

• Improve supplier selection
• Implement quality checks
• Clear specifications
• Better communication with suppliers
• Regular supplier reviews
• Quality agreements with suppliers

Need Help?

If you have issues with Purchase Return Reports:

• Ensure purchase returns are properly recorded
• Verify return reasons are documented
• Check that return dates are accurate
• Ensure proper access permissions
• Contact support if data seems incorrect

Related Articles

Learn more about:

• Purchase Summary Reports
• Supplier-wise Purchase Reports
• Item-wise Purchase Reports
• Purchase Trend Analysis

Purchase Return Reports are valuable tools for managing returns, improving quality, and optimizing supplier relationships. Regular review helps identify issues, reduce return rates, and improve purchasing processes.