Purchase

Return Purchased Items to a Supplier

A purchase return is a stock and accounting correction tied to the original purchase. Select only the goods physically leaving the shop, verify the quantities, and reconcile the resulting return record before the goods are handed over.

Menu path: Purchase -> Purchases -> open a received purchase -> More -> Return items
Verified from: Posnic demo and current POS source reviewed on 2026-09-08

Technical source evidence

demo.posnic.io received purchase R-DEMO-000005 and Return Purchase route captured 2026-09-08, frontend/modules/receivings_write.html return table and totals, frontend/static/script/js/modules/js/receiving_add.js return selection, quantity calculation and submission, api/src/controllers/receivings.controller.js Purchase Write permission, api/src/models/receiving-return.model.js return record, remaining lines, stock, tax and status updates, frontend/modules/returnreceivingReport.html and return purchase report

Live Posnic received purchase with the More menu open and Return items action visible — **Open Return items from the original purchase**Return items appears for a received purchase and keeps the correction connected to the original supplier document.

Live Posnic Return Purchase screen with an empty item table and zero totals despite the source purchase containing items — **Current empty return-form failure state**This live demo purchase opened with no selectable lines. Close without submitting and investigate whenever the source purchase has items but this table is empty.

Use a Return, Not Edit or Void

Situation	Correct action	Why
Some received goods go back	Return items	Preserves the original purchase and records the selected quantities as a supplier return.
Every received line goes back	Return items for every physical quantity	The purchase can become FullReturn while retaining its history.
The whole purchase was entered by mistake	Manager-reviewed Void	Void is a whole-document reversal with its own reason and permission.
Supplier will not deliver an outstanding balance	Cancel remaining on a partial order	No received stock leaves the shop, so this is not a return.
A descriptive field is wrong	Edit after checking stock consequences	Do not create a physical return merely to correct text or paperwork.

Prepare the Physical and System Evidence

Keep the goods in a separate return area and count them before opening Posnic.
Obtain the supplier's return authorization, debit note or internal manager approval required by shop policy.
Record damaged, expired, excess, wrong-item or other reason outside Posnic when the return screen does not provide a reason field.
Open Inventory -> Items and note the current quantity for every tracked item being returned.
Open Purchase -> Purchases and find the original supplier purchase, not merely another purchase with the same item.
Check the purchase number, supplier, bill date, status, line names and document total before opening More.

Open the Return Workspace

Open a purchase whose status is received, partially returned or otherwise no longer Open or Cancelled.
Select More, then Return items. This action requires Purchase Write access.
Confirm the page title is Return Purchase.
Wait for the source lines to appear under Select To Return, Items, Qty, Unit, Cost and Total.
Do not use Return when the line table is blank, still loading, or does not match the source document.

Select Lines and Quantities

The return form uses a checkbox per source line. For a selected line, the Qty field is the quantity going back, while Posnic calculates and retains the unreturned balance on the original purchase.

Select only items physically counted for supplier handover.
Enter the return quantity in the item's configured unit; do not confuse packs, pieces, kilograms or another selling unit.
Never enter more than the quantity still represented on the purchase, even if the browser appears to allow it.
Review Sub Total, Tax and Grand Total before selecting Return.
If no checkbox is selected, stop. The frontend intentionally sends no return data.
The current return form has no reason field, so retain the reason and supplier evidence with the purchase paperwork.

Understand What Return Changes

Record	Current implementation	Operator check
Original purchase line	Quantity and line total are replaced with the remaining amount; a fully returned line is removed.	Reopen the purchase and compare every remaining line.
Purchase status	Becomes PartialReturn while value remains, or FullReturn when the recalculated purchase total is zero.	Confirm status in Purchases and Purchase Reports.
Return history	A separate return object and RFP-prefixed references are appended to the purchase.	Find the return in Return Purchase reports and use its print action when needed.
Tracked inventory	Available quantity is reduced by the returned amount.	Compare before and after item quantity.
Inventory log	A Return Receiving / Subtract log is written only when branch stock-management logging is enabled.	Do not mistake a missing log for proof that quantity did not change.
Untracked item	No item available-quantity adjustment is made.	Use the physical and purchase records as the control.
Tax	Remaining purchase tax and accumulated return tax are recalculated; interstate returns use IGST and same-state returns split CGST/SGST.	Reconcile the return in purchase and GST reports before claiming input credit.

Submit and Reconcile Before Handover

Take a final physical count and compare it with every selected return quantity.
Select Return once. Do not double-click or repeat after a slow response.
Wait until Posnic confirms the update and returns to Purchases.
Reopen the original purchase and confirm PartialReturn or FullReturn plus the correct remaining lines.
Open Reports -> Purchase -> Return Purchase and confirm supplier, return reference, date, quantity, amount and tax.
For each tracked item, confirm the item quantity fell by exactly the returned amount.
When stock logging is enabled, confirm Inventory Logs contains Return Receiving with a negative count and the purchase reference.
Only then hand the goods to the supplier and retain the supplier's acknowledgement or credit note.

Empty or Incorrect Return Form

On 2026-09-08 the live demo's received purchase R-DEMO-000005 displayed four source lines, but Return items opened a blank line table with zero totals. This is a failure state, not an empty return that should be submitted.

Select Close and reopen the same source purchase once.
Confirm the purchase still shows its lines and is not Open, Cancelled or already fully returned.
Refresh Posnic only after saving or closing other active work, then retry once.
Try another authorized workstation or the current desktop build to separate a browser-cache problem from a data problem.
Record the purchase number, branch, status, item count, time and screenshots for support.
Do not submit a zero-value return, edit quantities manually, create a compensating stock adjustment, or return the goods physically until the system record can be completed and reconciled.

Troubleshooting and Controls

Problem	Likely boundary	Safe response
Return items is missing	Purchase is Open/Cancelled or user lacks Purchase Write.	Check document status and employee access.
No lines or zero total	Return route failed to populate the source items.	Close without returning, preserve evidence and investigate.
Quantity became negative	Return quantity exceeded available tracked stock or the source balance.	Stop further stock movement and reconcile Item, purchase and Inventory Logs with a manager.
Stock changed but no log exists	Item tracking is on but branch stock-management logging is off.	Use before/after item quantities and enable logging for future auditability if appropriate.
Wrong tax on return	Supplier/branch state, item tax rate or tax master mismatch.	Review supplier state, purchase tax and tax reports with the accountant.
Return was submitted twice	Repeated action created more than one return record.	Do not add compensating entries blindly; compare return references, stock and reports first.
Need to send proof	Return report contains the return history and print route.	Open Return Purchase report, verify the return, then print the specific return record.