# 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.

![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/cwIimage.png)

#### **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. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/u0Limage.png)

#### **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. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/fnsimage.png)
- #### **Vendor**: Select the supplier whose goods are to be returned.   
    ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/VYJimage.png)
- #### **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. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/DeQimage.png)
- #### **Purchase Return Requisition Category**: Select the category or reason for the return (e.g., 'Item Damage'). ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/ZzXimage.png)

#### **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. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/1Btimage.png)
- #### **Confirm**: To finalize the requisition and send it into the approval workflow. 
    
    #### ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/wEvimage.png)
- #### **Cancel**: To cancel the entry. ![image.png](https://manual.kokola.co/uploads/images/gallery/2025-08/scaled-1680-/05fimage.png)

### **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.