Purchase Return (Debit Note)

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Sometimes, unaccepted Items are returned to supplier. This is entered in the Purchase Return (Debit Note) document.

 

bullet01 On Return of Items, the customer creates a Debit Note for the Items returned.

 

bullet01 The Debit Note in respect of Items returned affects both Inventory and Accounts.

 

bullet01 The stock of Items returned get reduced. The suppliers account is debited by net amount of the Debit Note.

 

bullet01 Purchase (or Purchase Return) Account is credited by value of Items returned. Respective ledgers of other accounts (like Taxes) are also credited accordingly.

 

bullet01 Purchase Return (Debit Note): Main Menu > Purchase > Purchase Return.

 

Toggle Icon Minus 17Main Menu

 

Purchase Return

 

Fig 1.  Main Menu

 


 

Contents

 

bullet-arrow2   Header Details

 

bullet-arrow2   Item Details

 

bullet-arrow2   Retrieving Purchase Invoice

 


 

Header Details

 

bullet01 Payment Mode- Select the mode of payment as Cash, Credit or Cheque.

 

bullet-arrow2 Cash- If the payment mode is set to Cash and the user does not specify the customer name then the Cash Customer button is activated. The Setup Cash Bill Customers form will open up in which the user can specify customer name, city, address 1/2/3, second address 1/2/3, Cst No, Cst Date,Lst No, Lst Date, Dl. No.1 and Dl.No.2. The user can also specify the maximum number of rows in the grid. Clicking on OK button will save the record and the customer name specified will be displayed in the text box. The user can skip entering other details but customer name will have to be specified.

 

bullet-arrow2  Cheque- If the Payment Mode is set to Cheque then the Cheque details button will be activated. Clicking on the Cheque Details button will open up the Cheque Details form. Specify the Cheque No, Cheque Date, Bank Name, Branch, Account No, Customer Name and Address. Clicking on OK button will save the details. The user can skip entering other details but Cheque No. will have to be specified.

 

bullet01 Account / Supplier Name- Press the space bar and select the account or party name from whom goods have been received. The Accounts that have been created using the Account\Ledger Creation form.

 

bullet01 Tax Region- Select the tax region for the party from the list. Tax selected here will be applied on the entire return.

 

bullet01 Agent Name- Enter the agent name if you want to assign any salesman to the party. The Agent/Salesman that have been created using the Setup Salesman form.

 

bullet01 D/N Number- Enter the D/N number.

 

bullet01 GRN (Goods Received Number)- Enter the pre-fix as PR. Enter the GRN Number first time further it is auto generated.

 

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Fig 2. Purchase Return (Header Details)

 

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Item Details

 

The Item Details in Purchase Bill window will appear and then enter the following details :

 

bullet01 Enter all the required item details.

 

bullet01 Lot Number- Select the lot from which user want to replace the items.

 

bullet01 User can enter the C.D.(Cash Discount), T.D(Trade Discount), Taxes etc if any.

 

bullet01 Click on View Totals, If user wants to see all the account wise summary of tax, discount etc on total amount.

 

bullet01 After that click on Save button or press Alt+S.

 

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Fig 3. Purchase Return (Item Details)

 

notes

To save the data entered by the user, user have to press enter button and the cursor should be on next line in the grid.

 

Toggle Icon Minus 17Other Details

 

bullet01 By clicking on Other Details button or Pressing F9 user can specify particular Transport Name, CD, TD, Sp Cd, Taxes, Labour/Unit, Bank Details, G.R Details of the transport. These details are for the Bill as whole and not for the items in the bill.To specify the different details click on the relevant tabs and specify the details.

 

bullet01 The discounts like CD, TD etc and taxes will be bill wise that is for whole bill.

 

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Fig 4. Other Details-1

 

Toggle Icon Minus 17View Totals

 

bullet01 To view all the account wise total summary, click on View Total Button.

 

bullet01 User can view the discount, tax and other charges in View Total.

 

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Fig 5. View Totals

 

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Retrieving Purchase Voucher in Purchase Return

 

bullet01 The purchase invoice can be as a whole, in part or in multiple be retrieved in the purchase return. If user want to retrieve purchase voucher then click on Retrieve Order button, a pop up will come, select the required option from the list and then Purchase Voucher search window appears showing all the invoice made by the user in Purchase Invoice form, where user can select the particular invoice which is to be retrieved.

 

bullet01 If user want to retrieve sale return then click on Retrieve Order button, select the Sale Return option from the list and then Sale Return search window will appear showing all the return made by the user in Sale Return form. Select the required return which is to be retrieved in the bill.

 

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Fig 6. Purchase Return (Item Details)

 

bullet01 Purchase Voucher search window appears showing all the invoice made by the user in Purchase Invoice form, where user can select the particular invoice which is to be retrieved.

 

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Fig 7. Purchase Voucher Search

 

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