Transferring goods receipts to full or partial returns
Purpose
You can transfer any posted goods receipt from a purchase order to a full or partial return. This function supports you if discrepancies, missing quantities or quality problems are detected after a goods receipt has been posted.
Typical application scenarios
Faulty or unusable goods: The delivered products do not meet the requirements or are damaged.
Incorrect posting: Incorrect quantities or products were posted in the goods receipt.
Underdelivery: The delivered quantity differs from the quantity stated on the delivery note (e.g. delivery note: 16 items, actually received: 14 items).
Returns transfer process
Select goods receipt:
Select the booked goods receipt to be corrected.Create return:
Use the "Transfer to returns" function to start the process.System actions:
The system resets the status of the order so that you can enter the corrected goods receipt documentation or process a replacement delivery.
A chargeback is created in the warehouse stock.
The system creates a returns document that you can send to the supplier by e-mail:
email to the supplier to request a credit note, or
attach it to the physical return.
Financial mapping:
All movements generated by the return are consistently mapped in financial accounting.
Partial returns
You can also transfer only individual items or partial stocks of a goods receipt to a return - provided that these products are physically available.
The system:
automatically adjusts the stock level,
generates the associated documents,
and enables both the pure transfer of information to the supplier and the actual physical return of the goods.
Integration into invoice verification
All returns and partial returns appear as separate lines in the invoice receipt book. This means that your claim against the supplier is clearly documented.
Example:
If you return a part of a delivery, the supplier's invoice is automatically reduced by the corresponding credit note or debit note, depending on the system configuration.
Document management and communication
You can use the document management system (DMS) to:
File returns documents, inspection documents and photos,
automatically attach them when sending e-mails to the supplier,
and transparently document deviations or quality defects.
This system promotes clear communication and traceability - both internally between departmentsand externally with supply partners.