Returns allow you to send materials back to your supplier, for example, if you received a damaged order, were shipped more than you ordered, or need to return items for any other reason.
➡️ How to create a return
Go to Purchasing → Returns
2. Click Create Return.
3. Fill in the information and save it.
Important: You can only create a return for a PO that has already been received and reconciled. Returns are not available for open or pending POs.
➡️ Best practices
✅ Always select a reason for the return.
Reason codes feed into supplier performance reporting—don't leave them blank.
✅ Double-check quantities before confirming.
Returns update stock immediately once confirmed. If a quantity is wrong, you'll need a manual stock adjustment to fix it afterward.
✅ Use Cancel or Archive instead of Delete on a PO that's already been reconciled. Deleting a PO after reconciliation doesn't reverse the reconciliation—the stock or job line items stay in place, which can lead to duplicate line items if you later recreate the PO for the same material.
✅ If materials were reconciled straight to a job, transfer them to a location first. Returns pull from location stock—a material that went directly to a job (skipping the warehouse/truck) won't be available to add to a return until it's transferred back to a stock location.
➡️ Common issues & fixes
"The PO I need to return against isn't showing up as an option."
Confirm it's actually been received (or partially received) and reconciled, returns aren't available for POs still in Draft, Sent, or Confirmed status.
"A Special Order item shows as 'Not available,' and I can't include it on my return." This is expected — Special Order materials automatically deactivate from your catalog once consumed on a job, which is why they show this way. You can still return it: if it's already back in a location, return it directly; if it's still on a job, transfer it to a location first, same as any regular material.
"One of my delivered items has a greyed-out 'Add' button and I can't move it into the return."
This happens when that PO was reconciled directly to a Job instead of a Location (warehouse or truck). Go to the job, transfer the material back to a stock location, then create the return, it'll now be selectable.
"I entered a Shipping Cost, but the return total looks wrong."
Double-check the amount wasn't accidentally entered into the Tax Rate field instead. Edit the return, move the amount into the correct field, and clear the other one.
"I got an error that says 'Return quantity cannot exceed delivered quantity.'"
Each item's return quantity can't exceed what was actually delivered on that PO. Lower the quantity to match what's available to return, or double-check the original PO's received quantity if that number looks wrong.
"I deleted an old PO, and now the same material shows as two separate line items on a job."
Deleting a PO doesn't reverse a reconciliation that already happened, recreate a PO for the same material later, and it creates a new line item instead of merging with the old one. Use Cancel or Archive instead of Delete going forward to avoid this.
➡️ FAQs
Can I return only part of what I received?
Yes, the return quantity is editable up to the amount originally delivered, so partial returns are supported.
Does my supplier get notified automatically when I create a return? No, returns are internal tracking only. If you need to notify your supplier, send them a screenshot of the return directly.
Can I undo a return once it's confirmed?
Reach out for support if you need to correct a confirmed return; there isn't a simple self-serve undo once it's gone through.