How to do the Return processing¶

Handling returns efficiently is essential for customer satisfaction and business success. A smooth return process builds trust, resolves issues quickly, and enhances the overall shopping experience. In this article, we’ll walk you through the key steps of return processing, from receiving requests to issuing refunds or replacements. Whether you’re a business looking to optimize your return policy or a customer wanting to understand the process, this guide will provide clear insights to make returns hassle-free.

Viindoo Inventory Management module supports seamless return processing, allowing businesses to efficiently manage customer returns and return goods to vendors. With automated tracking and streamlined workflows, businesses can ensure accurate stock adjustments, process refunds or replacements smoothly, and maintain a well-organized inventory system.

Requirements

This tutorial requires the installation of the following applications/modules:

Inventory & Supply Chain Management

Inital configuration¶

Set up the return locations¶

As you business policy and your inventory operation, you can define some return locations to store the return products. The return location is completely similar with other internal location, but it has one special configuration is activated the feature Is a Return Location?

Set up the default return locations¶

If you need to define the rules or specify a default return locations for each operation, you can navigate to app Inventory > Configuration > Opertion Types, choose the operation with type of delivery (receive return goods from customers) and open it:

Set the default return location in field Default returns location. When processing the return, the default location to receive the returned goods from customers will be suggested by default. However, you still can change it if needed.

Receiving the goods from customers¶

Receiving and Inspecting the Returned Item¶

When the inventory staffs received the information of returning goods from customers. They need to access to Inventory > Opertions > Deliveries, and search for the needed delivery order. For example, searching the receipt of the coresponding sales order, you can filter by the Source documents criteria:

In the delivery note, press to Return button:

In ther Reverse Transfer window:

Quantity: Input the number of products that customer returns to your company.
Update quantities on SO/PO: When you check this feature, the delivered quantities will be updated on SO.
Return Location: The system will suggest the default return location. However, you can chose another return location.

Press Return to complete, the system will create a new receipt to receiving goods. You can process follow the receipt process.

After that, back to the origin delivery note, you can see the linked Returns.

Processing Refund or Replacement¶

Regarding to the processing of dealing with customer, you can replace to another products or refund.

Pay back money to customers¶

Follow the process of How to use Credit Notes in Viindoo Accounting.

Replace another ones but same products¶

You can back to the original delivery order, press to the Gear icon and then press Duplicate (with this action, the new delivery note will be linked to the sales order, you can see those transfers from SO). Otherwise, you also can manual create a delivery note, then input the reference sale order in the Source document field.

In the new delivery note, you can process the delivery processing.

Replace to the different products¶

With this case, the first action of the process need to start from the sales order (the Salesmans will do this as the step of send request to inventory department).

On the sale orders, you can press Add a product to add new products in it.

You also can modify the quantity of the returned products to keep the sales order is updated as actual performance.

The system will automatically generate a new delivery note for the new products, then you can continue the process of delivery.

Return goods to vendors¶

Return goods¶

If you need to return goods to vendors, navigate to Inventory > Operations > Receipts, use filter to search the needed receipts. On the receipt interface, press to Return button:

In the new window, some information need to be noticed:

Quantity: The number of products is be returned to vendor.
Return Location: Choose the Partners/Vendor location.

After pressing Return, the system will navigate to the interface of delivery note, then you can continue the delivery process.

Receive the replacement from vendors¶

Receive refund money¶

Follow the process of How to use Credit Notes in Viindoo Accounting.

Receive the replacement with same products¶

You can back to the original receipt order, press to the Gear icon and then press Duplicate (with this action, the new receipt note will be linked to the purchase order, you can see those transfers from PO).
Otherwise, you also can manual create a receipt note, then input the reference purchase order in the Source document field (with this action, the new receipt not will not be linked to the PO).

Receive the replacement goods from vendor

In the new delivery note, you can process the delivery processing.

Receive the replacement with different products¶

With this case, the first action of the process need to start from the purchase order (the Purchase staff will do this as the step of send request to inventory department).

On the purchase orders, you can press Add a product to add new products in it.

You also can modify the quantity of the returned products to keep the purchase order amount is updated as actual performance.

The system will automatically generate a new receipt note for the new products to inventory department, then they can continue the process of receiving.