Return Merchandise to Vendors

Receiving Overview

Basic

Merchandise being returned to a vendor is recorded on a voucher in the same way in which you receive items. The only difference is you enter a negative quantity for the returned items.

If the merchandise being returned hasn't been received into your Point of Sale inventory via a receiving voucher, such as when discovering damaged goods upon arrival, you may choose to simply not receive it. No separate return document needs to be made in this case.

Important Note: If you need to match and reconcile vendor invoices, bills, and payments, such as in QuickBooks Desktop financial software, we recommend never mixing received and returned items on a single voucher. Doing so would result in "net" documents being created in your financial software, instead of individual bills and vendor credits.

You can create a return voucher by manually creating it or by copying the original voucher and making it a return. The second choice is best if returning all or most of the items received on a voucher.

To manually create a return voucher:

Follow the basic procedure for creating a voucher:

1. Select Receive Items from the Purchasing menu.

2. List the quantities and cost of the items being returned.

- The current order cost from inventory is suggested as the voucher cost. Edit to match original received cost as necessary.

- Be sure to enter negative quantities. One way is to click the Return Item for each item.

3. Save the voucher.

To make a return by copying the original receiving voucher:

1. Locate the original receiving voucher in your receiving history.

2. Select Return to Vendor from the I Want To menu.

A new voucher with the same information (except vendor billing information) as the original is opened with the quantities converted to negative quantities..

3. Edit the items and other information as needed.

4. Save the voucher.

Notes:

- Do not make a return voucher for merchandise that has never been received into inventory, such as when you refuse delivery of merchandise that arrives damaged.

- Upon saving, a return voucher deducts the returned item quantities from inventory, updates a referenced purchase orders fill status, and is added to your receiving history.

- If integrated with QuickBooks Desktop financial software, the vendor credit that results from a return voucher is not automatically applied to open bills in your financial software. In QuickBooks Desktop, select Pay Bills from the Vendors menu and apply the credit. Refer to your QuickBooks Desktop financial software documentation if you need additional help. Learn More.

Related Topics

Find a voucher

Multi-Store Purchasing & Receiving