Refunded Purchase Invoices
A refunded purchase invoice records goods going back to a supplier - damaged on arrival, wrong item, over-delivered, or rejected on inspection. It is the mirror of a bill: stock leaves, the payable reduces, and the accounting reverses.
Menu path: Purchases > Refunded Purchase Invoices
What the document records
| Field | Purpose |
|---|---|
| Bill | The original purchase invoice being returned against |
| Vendor | The supplier receiving the goods back |
| Number and date | Your reference and when the return happened |
| Branch | Where the goods are leaving from |
| Currency and exchange rate | So a foreign-currency return reverses at a stated rate |
| Lines | Product, quantity, unit, price, discount and tax being returned |
| Back from inventory | Whether the quantity is taken out of stock |
| Extra expenses | Return freight or handling |
| Is paid | Whether the refund has been settled or is still owed to you |
Back from inventory is the field that decides whether this is a stock movement or only a financial correction. Returning a physical case of goods takes it out of stock; a credit for goods that were never delivered should not, because the stock was never there to remove.
Is paid tracks the other half of a return that businesses routinely lose: the supplier has the goods, and you are owed either money back or a credit against your next bill. Until this is settled, that amount is an asset you should be chasing.
Record a supplier return
- Create the document against the original Bill. Returning against the bill rather than in isolation is what keeps the supplier's balance and your stock consistent.
- Choose the vendor and branch, and confirm the currency and exchange rate for a foreign-currency purchase.
- Add only the lines and quantities actually going back, at the price they were billed at.
- Set Back from inventory according to whether physical stock is leaving.
- Add return freight under extra expenses if you are bearing it.
- Save, then mark Is paid when the refund or credit note actually arrives.
Full reference
Every option and control on this page, at a glance.
Standard list tools
Every list page in OSOSS shares these controls:
- Manage columns - the icon at the right edge of the header row: search columns, tick to show or hide, drag to reorder. Your selection persists for your user.
- Quick search - matches the page's primary field.
- Filter chips + More Filters - the chips are your defaults; More Filters exposes the full set below.
- Save Filter / Saved Filters - name a filter combination and recall it in one click; one can be your default view.
- Reset - clears filters back to defaults.
- Export All - downloads the current filtered rows with exactly the columns you have selected.
- Focus - hides the surrounding chrome for a full-width table.
- Row selection - the header checkbox selects the page or all matching rows, enabling bulk actions.
- Rows per page and page jumper - at the foot of the table.
- Custom fields - anything you define under Settings > Custom Fields appears here as both a column and a filter.
Related pages
- Purchase Invoices - the bill being returned against
- Vendors - the supplier balance a return affects
- Purchase Cost Adjustments - price corrections without returning goods
What you can do on this page
Every action on this page, step by step. What you see depends on your role, so a control your account is not set up for simply does not appear.
Open and read a record
- Click the row, or choose View in the row's actions menu.
- The detail page shows the record's own fields, its related documents, and the actions that apply to it in its current state.
- Use the breadcrumb or your browser's back button to return - your filters, sort, and page position are preserved.
Export the list
- Filter and choose your columns first - the export mirrors exactly what is on screen, not the whole table.
- Click Export All.
- The file downloads as a spreadsheet: one row per record, your visible columns in your order.
Print or save as PDF
- Choose Print in the row's actions menu, or open the record and use Print there.
- Pick the template or format if you are prompted.
- Your browser's print dialog opens - print it, or choose Save as PDF as the destination.