How to Create a Vendor Return

How to Create a Vendor Return

Objective

The Vendor Return module allows users to return material to a vendor after GRN, whether the issue is identified immediately or days later.
 It supports returns from Rejected stock first, then OK inventory, and works for both LOT and Non-LOT items.

This removes dependency on hunting old GRNs manually and keeps inventory, audit, and approvals clean.

Step 1: Open Vendor Return

  • Go to Inventory → Vendor Return

  • You’ll see a list of all vendor returns created earlier

  • Click + Return to create a new one



Step 2: Select Vendor & Basic Details

Fill the top section first:

  • Vendor – Select the supplier

  • Material Type – Example: Metal, RM, Plastic

  • Inspected By – Person who checked the material 

  • Vendor Reference – Any challan or communication reference 


Step 3: (Optional) Select GRN

  • If you select a GRN:

    • Items from that GRN will auto-appear

    • You cannot return more quantity than received in that GRN

  • If you don’t select a GRN:

    • You can manually select items

Use GRN when you want a strict reference. Skip it if the return is identified later.



Step 4: Add Items to Return


For each item row:

  • Select Item Code

  • Item name will auto-fill

  • Enter Return Quantity

The system will automatically take quantity from rejected stock first, then OK stock if 

Needed.

Step 5: Review & Submit

Before submitting, quickly check:

  • Item & quantity are correct

  • Vendor is correct

  • GRN (if selected) is correct

Click Submit.

You’ll see a confirmation message with a Return Note Number (RCR/XXXX).

Step 6: Approval Status

After submission:

  • Status will be Pending

  • The approver will review and approve the return

Once approved:

  • Status changes to Approved

  • Inventory is officially reduced

  • Return is ready for dispatch

Step 7: View Return Details

Click on the return number from the list to open details:

You can see:

  • Vendor name

  • Reference GRN

  • Items & quantities

  • Rejected vs OK breakup

  • Approval details

This screen is read-only after approval.

Step 8: Download Vendor Return Document

Open the approved return and download the PDF outward note for vendor communication, physical dispatch, and audit records.

Conclusion

The Vendor Return process provides a simple, controlled way to handle material returns to suppliers.
 It eliminates dependency on manual GRN tracking, ensures rejected material is returned first, supports both LOT and non-LOT items, and maintains full approval and audit traceability.
 With a single list view and downloadable documents, users can confidently manage vendor returns without inventory mismatches or process delays.

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