How to return goods to a supplier

Rejecting a line while you receive a purchase order covers goods that never made it onto your shelf. Once a delivery is received, the units are yours — and sending them back is a different document: a batch, tied to the purchase order they arrived on, with a settlement you record and chase.

1. 1

   Open Returns and switch to Suppliers

   From the sidebar open Returns, switch to the Suppliers tab, and click Return to supplier.

2. 2

   Choose the delivery the goods arrived on

   Search by purchase order number or supplier name and pick the received order. This matters for money, not just paperwork: the costs on that purchase order are what the supplier gets credited for. Only received orders are listed — there is nothing to send back from an order that never arrived.

3. 3

   Pick the lines and quantities going back

   Set how many units of each line you are returning. Lunix caps you at what is actually on the shelf at this location and says so when it does.

4. 4

   Decide whether stock leaves your shelf

   Take out of stock is the normal case: the units are physically going away, so your count should drop. Turn it off only when the units already left your inventory some other way — otherwise you will take the same stock out twice. A line with no product record has nothing to move, and Lunix says so.

5. 5

   Record what the supplier is giving back

   Under "What is the supplier giving back?" choose the settlement:

   • Credit note — the supplier reduces what you owe them.
   • Refund — the supplier sends the money back.
   • Replacement — the supplier ships replacement units.
   • No compensation — nothing changes hands, and you are recording the loss.
6. 6

   Apply a credit note to the purchase order

   If the settlement is a credit note and that purchase order still has a balance, tick Apply the credit to this purchase order to knock it off what you owe. Lunix shows the outstanding amount and blocks a credit larger than the balance — record that as a refund instead. If the supplier has not answered yet, leave it: the credit gets recorded at settlement, and you decide then.

7. 7

   Add a reference and create the batch

   Put the supplier's RMA or ticket number in Supplier reference if you have one, then click Create batch. Open the batch and click Print batch report — that is what goes in the box: what is coming, why, the supplier's own SKUs, the unit costs, and the credit you are claiming.