Purchase Returns
Purchase Returns in DreamzCMMS allow you to send back items that were received in error or do not meet quality standards — directly against the original Purchase Order or Receipt. This keeps your inventory accurate, creates a clear record of the return, and supports any credit note or refund process with the supplier.
Overview
A Purchase Return is raised from the Purchase Returns module and linked to the original invoice. You specify the items and quantities being returned, and the system records the return against your procurement history. This ensures your stock levels are corrected and your supplier relationship is properly documented for any credit or replacement claim.
Here is a reference video:
Before You Begin
- A Purchase Invoice must already exist for the items you want to return. See Create Purchase Invoices if you haven't done this yet.
- Confirm the quantities to be returned against your physical stock and the original receipt before starting.
- You must have the appropriate permissions to create Purchase Returns.
How to Create a Purchase Return
Step 1 – Navigate to Purchase Returns
From the main menu, click Purchasing, then click Purchase Returns. This opens the Purchase Returns listing page showing all existing return records.
Step 2 – Click "New Return"
Click the New Return button to open the Purchase Return creation form.
Step 3 – Select the Invoice
Select the Invoice against which you want to raise the return. The system will load the items and quantities from the linked invoice, giving you the full order details to reference.
Step 4 – Enter Return Quantities and Save
For each item being returned, enter the quantity to be returned. You can return all or part of the received quantity — enter only the number of units being sent back.
Note: The return quantity cannot exceed the total quantity originally received on the invoice. Verify your return quantities against your physical stock before saving.
Once all return quantities are entered, click Save to create the return record.
The Purchase Return is now saved and will appear in the Purchase Returns listing for tracking and reference.
After Creating the Return — What's Next?
- Notify your supplier of the return and reference the Purchase Return record number for credit note or replacement processing.
- Verify updated stock levels at the relevant location to confirm the returned items have been deducted from your inventory — see Manage Stock Levels.
- Track the return status from the Purchase Returns listing page to monitor whether a credit or replacement has been received.
Tips for Managing Purchase Returns
- Raise returns promptly after identifying faulty or incorrect items. Delays can complicate supplier credit claims and cause ongoing inventory discrepancies.
- Always select the correct invoice when creating the return — linking to the wrong invoice will cause mismatches in your procurement audit trail.
- For partial returns, only enter the quantity being sent back — not the full received quantity — to keep your remaining stock levels accurate.
- Keep a copy of any supplier acknowledgement or return authorisation and attach it to the return record for future reference.
Frequently Asked Questions
Can I return only part of the received quantity?
Yes. Enter only the quantity you want to return in the return quantity field. The system allows partial returns — you don't need to return the full received amount.
Does creating a Purchase Return automatically update my inventory?
Yes. When the return is saved, the system deducts the returned quantities from your on-hand inventory at the relevant location, keeping your stock levels accurate.
Can I create a Purchase Return without a linked invoice?
No. Purchase Returns in DreamzCMMS must be linked to an existing Purchase Invoice. This ensures the return is traceable back to the original purchase and maintains the full procurement audit trail.
What happens to the supplier credit after a return is raised?
The Purchase Return creates a record in the system that can be referenced when negotiating a credit note or replacement with the supplier. Credit note processing and reconciliation are handled separately through your finance workflow.
Related Articles
- Create Purchase Invoices
- Create Purchase Receipts from an Approved Purchase Order
- Creating Purchase Orders after Finalizing RFQ
- Manage Stock Levels