Purchase Return Requisition

Module Guide: Purchase Return Requisition

Module Location

Purchasing > Purchase Return Requisition > Purchase Return Requisition

Module Objective

The Purchase Return Requisition module is used to create an official request document to initiate the process of returning goods to a supplier (vendor). This is the first step in the return workflow, where a department (e.g., Warehouse or Quality Control) submits a return request which then needs to be approved before the goods are physically returned.

1. Main View (Return Requisition List)

The main page of this module displays a list of all Purchase Return Requisition documents that have been created.

View Explanation & Filters

This page is for viewing and managing all return requisitions.

• Filters: You can search for a specific requisition by Purchase Return Requisition Code, Item Category, or a date range (Date to / Date from).

• Requisition List: The table below will display all requisitions that match the filters, with columns such as Purchase Return Requisition Code, Category, Date, Requestor, and Approval Status.

Button Functions

• New: The primary button to create a new Return Requisition.

• Delete: To delete a selected requisition.

• Print: To print the details of a selected return requisition.

2. Steps to Create a Purchase Return Requisition

Step 1: Create a New Requisition

From the Main View, click the New button to open the Add Purchase Return Requisition form.

Step 2: Fill in Header Information

On the form that appears, fill in the general information for the return request:

• Purchase Return Requisition Date: Enter the date you are creating the request.

• Vendor: Select the supplier whose goods are to be returned.
  

• RR Number: Important! Select the original Receiving Report number. This will link the return to the initial shipment from the vendor and load the item details automatically.

• Purchase Return Requisition Category: Select the category or reason for the return (e.g., 'Item Damage').

Step 3: Detail the Items to be Returned

After selecting the RR Number, the item details will appear in the table below. Enter the quantity of goods to be returned in the Return Quantity column.

Step 4: Save and Confirm

After all data is filled in, use the buttons in the bottom-left section:

• Save: To save the requisition as a draft.

• Confirm: To finalize the requisition and send it into the approval workflow. 

  

• Cancel: To cancel the entry.

Workflow & Integrated Business Process

• A requisition that has been Confirmed will go to the Purchase Return Requisition Inbox to be approved.

• After approval, this document becomes the basis for creating the actual Purchase Return document and subsequently an AP Debit Note to reduce the payable to the vendor.

Tips & Important Notes

• Always refer to the original RR Number to ensure the return data is accurate and can be traced back to its initial receipt transaction.

• This module is typically used by the Warehouse or Quality Assurance teams, who are the first to identify the need to return goods.