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    Purchase Returns

    This article will help you understand how to create and access Purchase Returns linking related Receipt Notes and Purchase Orders.
    S
    Shreya Kulkarni
    13 Dec, 2022 - Updated 1 year ago
    Table of Contents

    Introduction to Vtiger CRM Purchase Return

    Purchase Return is Vtiger’s exclusively developed module for tracking returns of purchased products back to vendors. It records products returned to vendors listing the description and quantity of goods returned. It facilitates the creation of a Purchase Return for a Purchase Order and Recipient Note linked to a vendor. It updates Products stock for every Purchase Return. Avoiding manual inputs and segregation.

    In Vtiger CRM, Purchase Return:

    • Is easily generated from Receipt Notes.
    • Details linked to a Purchase Order are auto filled.
    • Product quantities are auto updated in the Products module.

    To know more about Purchase Orders and Receipt Notes click Purchase Orders and Receipt Notes.

    Benefits of Purchase Return

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

    Feature Availability

    Click here for the availability of the Purchase Returns feature for different editions of Vtiger CRM.

    Key Terminology 

    Purchase Return

    Is a Vtiger CRM module that provides the purchase return records on every purchase. It lists the number of products returned and the description for every purchase.

    Inventory module

    The Inventory module helps you manage your product or service inventory and related transactions like sales orders, purchase orders, payments, etc.

    Item

    Item refers to a product in the Products module.

    Vendor

    Vendor refers to a person or a company with whom you purchase products or services.

    Purchase Account

    Purchase account is a CRM account with Account Type, Purchases and is used for purchase transactions.

    Receipt Notes

    Receipt Notes (RN) is an internal document produced as a proof of goods received after inspecting delivery, to process and match against your purchase orders.
    Purchase Order A Purchase Order(PO) is a legal document handed over to a Vendor to purchase Products or Services. PO offers you a channel to explain your requirements and intentions explicitly.

    Created purchase return

    The purchase return record that you have created.

    Returned purchase return

    The purchase return record that you create on returning the products.

    Installation

    The Purchase 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 find Purchase Return:

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

    Generating Purchase Returns

    You can generate a Purchase Return via:

    • Receipt Notes module
    • Purchase Return module 

    Follow these steps to generate a Purchase Return via Receipt Notes module:

    Note: You can generate a Purchase Return only for Receipt Notes whose Status is Received.
     

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

    Note: Only once the Status of the Receipt Note record is Received will you see Purchase Return as an option under More > Add or Link.

    1. Click Purchase Return to generate a Purchase Return.

    Note: 

    We recommend generating a Purchase Return via Receipt Notes as details for a Purchase Return linked with Purchase Order and Receipt Notes are auto filled.
     

    Follow these steps to generate a Purchase Return via Receipt Notes module:

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

    Let us now learn how to create a Purchase Return.

    Creating Purchase Returns

    In this section let us learn how to create Purchase Returns.

    Follow these steps to create a Purchase Return in:

    1. Login to your CRM account.
    2. Click the User Menu.
    3. Click Inventory.
    4. Look for Order Fulfillment.
    5. Select Receipt Notes. 
    6. Select a Receipt Note with Status Received. You will be directed to the Summary View of the Receipt Note record.
    7. Click More (3 dots) on the top right corner of the screen.
    8. With a scroll down, you will see the Purchase Return option.
    9. Click Purchase Return.

    1. Under the Purchase Return Information section, the following fields are auto filled:
    1. Name - Name of the Purchase Return.
    2. Purchase Order - Purchase Order linked to the Receipt Note.
    3. Receipt Note - Receipt Note linked to the Purchase Return.
    4. Vendor Name - Purchase Order’s Vendor Name.
    5. Contact Name - Purchase Order’s Contact Name.
    6. Status: Select an appropriate status for the purchase return from the dropdown, such as:

    i. Created: When you have initiated a Purchase Return.

    ii. Returned: When you have returned the products.

    Note: Status Created is chosen by default.

    1. Assigned To: Owner of the Purchase Return.

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

    Note: All the other fields are auto filled.

    1. In the Description Details the description is auto filled if available for the Receipt Note.

    Note: If you create a Purchase Return via Purchase 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 Purchase Return record displaying the success message Purchase return Created!.

    With this, a Purchase Return record will be created and saved in the Purchase Return module.

    You have now successfully created a Purchase Return.

    Note: 

    If you create a Purchase Return for a Receipt Note with any Status other than Received, you will be directed to the following error message Selected Receipt Note status should be Received.
     

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

    Vtiger CRM Workflows for Purchase Return

    Once you create a Purchase Return, CRM workflows update the products stock in the Products module. It auto updates the count of products returned back to vendors for every Purchase Return. 

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

    Follow these steps to enable the Update InventoryProducts On Every Save workflow for the Receipt Notes module:

    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 Receipt Notes from the (module) filters dropdown.
    7. Enable UpdateInventoryProducts On Every Save workflow.

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

    Automated stock updations for the Products module

    Let us look into the automated products stock updations in the Products when Purchase Returns are created.

    For a product record in the Products module:

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