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Return goods to a supplier or claim from them

Record what you send back to a supplier, or claim from them, under Supplier returns & claims, and follow the supplier's decision and where the goods are separately.

Who this is for: Owner Manager
Last reviewed:

If goods arrive faulty or short, record them under Supplier returns & claims. Sahab follows two things separately: the supplier's decision on the claim, and where the goods are.

Before you start

  • Creating a return, sending it and handing over its goods needs Manage supplier returns, which the Owner and Manager roles have by default.
  • Recording the supplier's decision and applying their credit needs Settle supplier claims, which the owner has by default. If your company has an approval workflow for supplier decisions, others see Send for approval instead of recording the decision directly.
  • Return settings are in Configuration Studio → Damage & claims.

Two kinds of return

  • Return goods: you send the goods back to the supplier, and they leave stock when you hand them over.
  • Claim (goods stay here): you claim compensation from the supplier, and the goods don't move.

Where to start

  • From a goods receipt with rejected units: press Return rejected units to supplier.
  • From damaged goods you chose Return to supplier for: the units are added to a draft return for that supplier.
  • From a shortage in a transfer between locations: press Claim from supplier / carrier on the transfer page.
  • Or open Procurement → Supplier returns & claims and press New return / claim.

Create the return

  1. Choose the Type and the Supplier.
  2. Check the lines already filled in, or add an item from stock with Add line and choose the location and quantity.
  3. Write the Reason, and describe under Evidence what proves the fault or shortage.
  4. Press Save draft. The return is saved as Draft, and nothing leaves stock.

Note: A line not linked to a goods receipt shows Without receipt. It is valued at the current average cost, evidence is required, and it may only be sent by someone with Approve damage decisions, usually not the person who prepared it.

Follow the return to a decision

  1. When you send the return to the supplier, press Mark as sent. Its status becomes Sent to supplier.
  2. When the supplier takes the goods, press Goods handed over. The quantities leave stock at that moment only.
  3. When the supplier replies, press Record acceptance or Record rejection.

In Record acceptance, enter what the supplier gave you: a Credit note that lowers what you owe them, a Refund, choosing the account under Refund received into, or a Replacement. Receive replacement goods on a purchase order as usual.

In Record rejection after the goods were handed over, say under The goods whether they Came back to us or were Kept by the supplier.

A return can be cancelled with Cancel as long as the supplier hasn't decided and its goods haven't been handed over.

Apply the credit

When you accept with a credit note, apply it to the supplier's bills under Apply credit to bills, or later with Apply credit on the return page. Anything you don't apply stays as Unapplied credit with the supplier and is taken off what you owe in Supplier payables.

What's next