Purchase returns and supplier payments
Send goods back against the invoice they came on, and pay suppliers without ever overpaying.
Both screens exist to keep supplier balances true. A return is checked against what is left to return and what is actually still in stock before it posts, and reverses through a new linked document rather than editing the original — so the audit trail is complete. A payment can never be entered for more than the supplier is owed, closing off the most common bookkeeping error there is.
Open Purchasing → Purchase Returns → New and select the original purchase invoice. Only its lines are offered.
Enter the quantity going back per line. The system caps it at what was bought minus anything already returned, and at what the warehouse still holds.
Confirm. Stock falls, the item's average cost adjusts, and the supplier's balance reduces. If a return was made in error, it is reversed with another linked document, never deleted.
To pay, open Purchasing → Supplier Payments, pick the supplier and the amount, and whether it left the Safe or the Bank. The amount cannot exceed their outstanding balance.
Good practice
- Open a supplier to see every invoice, return and payment in one place before agreeing a settlement figure.