Order Returns — User Guide
Module: Warehouse
Audience: Warehouse staff, returns coordinators, purchasing staff
Version: 1.0.0
Last updated: 2026-07-22
Overview
Order returns document goods being returned after a prior warehouse movement. There are two return types:
- Inventory receipt voucher — returned goods: Customer returns against a prior stock export. After approval, returned goods are received back into inventory (stock import).
- Inventory delivery voucher — returned purchasing goods: Vendor returns against a prior stock import. After approval, goods are sent back out of inventory (stock export) from a warehouse you choose.
Returns can be created manually from an approved stock document, or pulled from an approved return order in Omni Sales or Purchase when those modules are enabled.
Prerequisites
- Permission: Returns → View (to open the list) and Create / Edit (to save records). Delete is required to remove draft returns.
- Setup: An approved stock export or stock import must exist for manual returns, depending on return type.
- Settings: Admin should configure document numbering, return policies text, and the warehouse that receives returned goods under Warehouse → Settings.
- Approval: If your organization uses warehouse approval workflows for order returns, records may need approver sign-off before stock movements are created.
Step-by-step: Create a customer return (receipt voucher)
- Go to Warehouse → Inventory receipt / delivery returns goods (Returns).
- Click Add → Inventory receipt voucher — returned goods.
- Select Related type:
- Manual — choose an approved stock export as the source document.
- Sales return order — available when Omni Sales is active; choose an approved upstream sales return.
- Line items and customer details load from the source. Adjust quantities and pricing as needed.
- Enter a return name, return reason, and any admin note.
- Review the return policies text shown at the bottom of the form.
- Click Save (or Save and send request if approval notification is required).
Expected result: The return is saved. If approval is required, it stays in Not yet approve status until approved. After final approval, the system creates a stock import into the configured receive-return warehouse.
Step-by-step: Create a vendor return (delivery voucher)
- Go to Warehouse → Returns.
- Click Add → Inventory delivery voucher — returned purchasing goods.
- Select Related type:
- Manual — choose an approved stock import as the source document.
- Purchasing return order — available when Purchase is active; choose an approved upstream purchasing return.
- Adjust line items, vendor details, and return reason.
- Click Save (or Save and send request).
Expected result: After final approval, you are prompted to select a warehouse. The system then creates a stock export for the returned goods.
Step-by-step: View and approve
- From the list, open a return by its document number (or use the split preview pane).
- Review header details, line items, linked source document, and totals.
- If you are the requester and approval is configured, click Send request approve.
- If you are an approver, use Approve, Deny, or E-signature sign as shown.
- Use the PDF menu to view, download, or print the return voucher.
Expected result: After approval, a linked stock import or stock export appears on the detail view. The list shows an icon linking to that document.
Step-by-step: Edit or delete a draft
- Open Warehouse → Returns.
- Open a record that is still Not yet approve.
- Click Edit, change header or lines, then Save — or use Delete to remove the draft.
You cannot edit or delete a return that has already been approved or rejected. Deleting a return does not remove a stock import/export already created from it.
Field reference
| Field | Required | Description |
|---|---|---|
| Related type | Yes | Manual, sales return order, or purchasing return order |
| Related document | Yes | Source stock export/import or upstream return order |
| Return number | Auto | Assigned from settings on save |
| Return name | Yes | Descriptive title for this return |
| Customer / Vendor | Yes | Pulled from source; editable contact fields |
| Line quantity | Yes | Units being returned |
| Rate / Purchase price | Yes | Unit price per line (label depends on return type) |
| Return reason | No | Why goods are being returned |
| Admin note | No | Internal comments |
| Return policies | Display | Policy text from settings; snapshotted on the record |
Common issues
| Symptom | Likely cause | What to do |
|---|---|---|
| Cannot open Returns | Missing View permission | Request Returns → View |
| Cannot save | Missing Create/Edit permission | Request appropriate permission |
| Add button missing | UI checks generic Warehouse Create | Request Warehouse → Create or Returns → Create |
| Source document not in dropdown | Document not approved | Approve the stock export/import first |
| No stock movement after approval | Approval workflow not complete | Complete all approval steps |
| Wrong receive warehouse | warehouse_receive_return_order not set |
Admin sets target warehouse in Warehouse → Settings → Rule sale price |
| Cannot edit | Return already approved/rejected | Contact admin if correction is needed |
| Upstream return option missing | Omni Sales or Purchase module inactive | Enable module or use manual return type |
| PDF missing data | Record saved without lines | Re-edit draft and add line items before approval |
Related features
- Warehouse → Stock export (goods delivery — source for customer returns)
- Warehouse → Stock import (goods receipt — source for vendor returns)
- Warehouse → Settings (numbering, return policies, receive warehouse, approval rules)
- Omni Sales → Sales return orders (when integrated)
- Purchase → Order returns (when integrated)