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Sales Returns

This article will help you understand how to create and access Sales Returns linking related Delivery Notes and Sales Orders.
S
Shreya Kulkarni
10 May, 2022 - Updated 8 days ago
Table of Contents

Introduction to Vtiger CRM Sales Return

Vtiger’s Sales Return module lets you track and manage the return of sold products from customers. The module lets you:

  • Record products returned from customers listing the description and quantity of goods returned. 
  • Facilitates the creation of a Sales Return for a Sales Order and Delivery Note linked to a customer. 
  • Updates products stock for every Sales Return. 
  • Helps you avoid manual inputs and segregation.

In Vtiger CRM:

  • The Sales Return Is easily generated from Delivery Notes.
  • The details linked to a Delivery Note are autofilled in the sales return document.
  • The product quantities are auto updated in the Products module.

To know more about Sales Orders and Delivery Notes click Sales Orders and Delivery Notes.

Benefits of Sales Return

  • Easy linking of the related Sales Order and Delivery Note.
  • Convenient Sales Return generation with auto filled data.
  • Automatic update of Products stock in the Products Module.

Feature Availability

 

Editions →

Features ↓

Sales Starter

Sales Professional

Sales Enterprise

One Professional

One Enterprise

Feature Availability

Sales Return

-

Installing the Sales Return module

The Sales Return module is not available by default in Vtiger CRM. You need to first install the Vtiger Inventory extension. 

Follow these steps to install the Vtiger Inventory extension: 

  1. Log into your CRM account.
  2. Click the User Menu.
  3. Click Add-ons on the bottom left corner of the screen.

Or

  1. Click Settings.
  2. Look for Extensions.
  3. Click Extension Store.
  4. Look for the Vtiger Inventory extension.
  5. Click Install.
  6. Click Yes to confirm the installation.

Once the Vtiger Inventory extension is installed successfully, follow these steps to go to Sales Return:

  1. Login to your CRM account.
  2. Click the User Menu.
  3. Click Inventory.
  4. Look for Others.
  5. Sales Return is now available. 

Creating a Sales Return

You can create a Sales Return via the:

  • Delivery Notes module
  • Sales Return module 

We recommend generating a Sales Return from the Delivery Notes module as details for the Sales Return record are auto-filled from a Sales Order and Delivery Note.

From the Delivery Notes module

Follow these steps to generate a Sales Return via the Delivery Notes module:

Note: You can generate a Sales Return only for those Delivery Notes that are in the Delivered status. 
 

 

  1. Login to your CRM account.
  2. Click the User Menu.
  3. Click Inventory.
  4. Look for Order Fulfillment.
  5. Select Delivery Notes.
  6. Select a Delivery Note with Status Delivered. You will be directed to the Summary View of the Delivery Note record.
  7. Click More (3 dots) on the top right corner of the screen.
  8. Scroll down to go to the Sales Return option under Add or Link. 

Note: The Sales Return option will be available under Add or Link only after the status of the  Delivery Note record changes to Delivered.

  1. Click Sales Return to create a Sales Return. You will be directed to the Creating Sales Return window.


   
  10. Under the Sales Return Information section, the following fields are auto filled:
  1. Name - Name of the Sales Return.
  2. Sales Order - Sales Order linked to the Delivery Note.
  3. Delivery Note - Delivery Note linked to the Sales Return.
  4. Organization Name - Sales Order’s Organization Name.
  5. Contact Name - Sales Order’s Contact Name.
  6. Status: Select an appropriate status for the sales return from the dropdown, such as:
    1. Created - When you have initiated a Sales Return.
    2. Received - When you have received the returned products.
    3. Accepted - When you have accepted the returned products.

` Note: Status Created is chosen by default.

    g. Assigned To: Owner of the Sales Return.

 

 

11. Under the Item Details enter or select the following details:
  1. Returned Quantity - Enter the number of products returned from customers.
  2. Return Reason - Select an appropriate reason for the Sales Return from the dropdown (as stated by customers).

Note: All the other fields are auto filled.

12. In the Description Details the description is auto filled if available for the Delivery Note.

Note: If you create a Sales Return via Sales Return module you will have to manually add or select all the above auto filled fields.

  1. Click Save. You will be directed to the Summary View of the Sales Return record displaying the success message Sales return Created.

With this, you have successfully created and saved a Sales Return record in the Sales Return module.

Note

If you create a Sales Return for a Delivery Note with any Status other than Delivered, you will be directed to the following error message - Selected Delivery Note status should be Delivered.

 

Let us now learn how CRM workflows auto update Products stock for Sales Returns

From the Sales Return module

Follow these steps to create a Sales Return via Sales Return module:

  1. Login to your CRM account.
  2. Click the User Menu.
  3. Click Inventory.
  4. Look for Others.
  5. Select Sales Return.
  6. Click +Add Sales Return to create  a Sales Return.

Vtiger CRM Workflows for Sales Return

Once you create a Sales Return, the CRM updates the product stock in the Products module. It auto updates the count of products returned from customers for every Sales Return. 

Vtiger provides a workflow in the CRM to auto-update the product stock for a Sales Return. 


Enabling UpdateInventoryProducts On Every Save workflow for the Delivery Notes module auto updates Products stock for every Sales Return.

Follow these steps to enable the Update InventoryProducts On Every Save workflow:

  1. Login to your CRM account.
  2. Click the User Menu.
  3. Click Settings on the bottom left corner of the screen.
  4. Look for Automation.
  5. Select Workflows.
  6. Select Delivery Notes from the (module) filters dropdown.
  7. Enable the UpdateInventoryProducts On Every Save workflow.

Once you enable it successfully, product stock updations are automated in the Products module.

Automated stock updations for the Products module

Let us look into the automated product stock updations in the Products module:

  • If a Sales Return’s Status is Accepted and Return Reason is Excess Quantity or Wrong Item or Poor Quality - 
    • The QTY. IN STOCK field value will increase as much as the Returned Quantity value for a Sales Return.
  • If a Sales Return’s Status is Accepted and Return Reason is Damaged - 
    • The DEFECTIVE QTY field value will increase as much as the Damaged returned quantity value for a Sales Return.
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