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How to Create a Purchase Return in GPOS

PostedAugust 18, 2025
UpdatedAugust 18, 2025
Byadmin

This tutorial will guide you through the step-by-step process of recording a Purchase Return in GPOS.

🛠️ Why You Might Need to Create a Purchase Return

  • Returning damaged or defective items to your supplier

  • Returning excess stock that was mistakenly purchased

  • Correcting an overbilling or wrong product received

📋 Steps to Create a Purchase Return in GPOS

✅ Step 1: Open Purchase Return Screen

  1. Log in to your GPOS dashboard.

  2. From the side menu, go to “Purchase”.

  3. Click on “Add Purchase Return”.

✅ Step 2: Select Supplier

  1. In the Supplier* field, choose the supplier from whom you purchased the goods.

  2. You will see the Closing Balance of that supplier.

✅ Step 3: Link to Original Purchase Invoice

  1. Enter or search the Purchase Invoice ID from which items are being returned.

  2. Select the related Purchase Ledger (if required).

  3. The system will auto-generate a Voucher No for the return.

✅ Step 4: Select Warehouse

  1. Choose the warehouse where the stock was originally received.

  2. Set the Return Date* (default is today’s date, but you can adjust it).

✅ Step 5: Add Products to Return

  1. Search the product by Name/Code.

  2. Select the product from the invoice list.

  3. Enter the Return Quantity.

  4. The system will automatically fetch:

    • Unit Cost

    • Purchased Quantity

    • Stock Location

    • Subtotal for the return

✅ Step 6: Apply Discount or Tax (If Any)

  • You can add a Return Discount (per unit or fixed).

  • Select applicable Return Tax (if required).

✅ Step 7: Review Totals

At the bottom, review:

  • Total Item count

  • Total Qty returned

  • Net Total Amount

  • Total Return Amount after discount & tax

✅ Step 8: Record Payment / Adjustment

  1. Enter the Received Amount if the supplier is refunding immediately.

  2. Choose the Payment Method* (e.g., Cash, Bank, Credit Note).

  3. Select the Debit A/c* (e.g., Cash or Bank account).

  4. Add a Receipt Note if necessary.

  5. The system will show the supplier’s Current Balance after the return.

✅ Step 9: Save and Print

  1. After verifying all details, click “Save” to complete the purchase return.

  2. You can also choose to print (A4) the return receipt for your records.

🔐 Important Notes

  • Only authorized users can create purchase returns.

  • Stock will be reduced automatically from the selected warehouse.

  • Supplier ledger balances update instantly after saving.

🎯 Tips

  • Always cross-check the Purchase Invoice ID before returning.

  • Mention the proper Return Note for easy tracking in reports.

  • If the supplier issues a credit note instead of cash, record it properly in Payment Method.

By following these steps, you can easily manage Purchase Returns in GPOS, ensuring accurate inventory, supplier accounts, and financial records.

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