Record Purchase Returns and Debit Notes

A purchase return records goods sent back against an existing posted supplier bill. Posting creates a debit note and reverses the returned inventory quantity.

Permission required

Owners have full access. Managers and staff need Purchase Returns access and access to the supplier bill’s location.

Post a purchase return

Open Procurement → Purchase Returns, then select New Purchase Return.

Return received goods

1. Select the existing posted supplier bill.
2. Review each line’s purchased, already returned and available quantity.
3. Enter the actual Return Qty for the affected products.
4. Enter the Return Date.
5. Choose the reason: Damaged / Broken, Expired, Wrong Item, Excess Quantity, Quality Issue or Other.
6. Add a concise note that supports the return without including payment credentials.
7. Confirm the location, products, quantities and supplier.
8. Select Post Purchase Return.

What happens next

The posted return:

• creates a supplier debit note;
• reduces the returned tracked quantity at the bill’s location;
• reduces the supplier amount still payable, up to the current due amount;
• can leave a supplier credit or refund due when the return value exceeds the outstanding balance; and
• reduces related claimable ITC where applicable.

The return is operational evidence of the adjustment. It does not itself confirm that the supplier sent a cash refund.

Important information

A purchase return, stock decrease and supplier-balance adjustment happen together. Do not create a manual stock removal for the same goods.

Cancel a return

Open the posted return and use Cancel Return only when the return itself was entered incorrectly and the goods should remain received. Cancellation restores the returned stock and re-synchronizes the payable effects. The return then shows Cancelled.

Warning

Before cancelling, confirm the real goods and supplier agreement. If the supplier already acted on the debit note, coordinate the commercial correction before changing the Yepsta record.

Tip

Use the source bill and Supplier Ledger to compare the bill debit, payments and debit-note credit after posting or cancelling a return.

Related guides

• Record Purchases and Pay Supplier Bills
• Create and Receive Purchase Orders
• Read the Supplier Ledger
• Manage Stock by Location
• Use GST Reports and Review Input Tax Credit

Last reviewed: 12 July 2026