Sales Returns

A sales return records goods a customer sends back. Posting it brings eligible units back into stock. The page says: "Posting a return puts resellable or quarantined units back into stock through the ledger. Damaged units are recorded without being returned to stock."

Use a return from a posted shipment whenever you can: warehouse, lot/serial and cost are taken from the shipment. Use a manual return (no source shipment) only for goods shipped outside SolaStock.

Refunds and credit notes are issued in SolaCount, not here.

Where to find it

You see the menu item with View sales orders & fulfillment when your plan includes sales fulfillment. Creating and processing returns needs Create & post sales returns (stock IN).

Screen tour

The return list

Newest first; 50 most recent; no search or export. Empty state: No sales returns — "Record a customer return to bring eligible units back into stock."

The return detail page

Lines tab: Item, Returned, Condition, Inspection (Pending, Accepted, Rejected, Quarantined, Damaged, Retired), Disposition (Restock, Quarantine, Record as damaged, Retire), Bin, Lot / Serial ("Not tracked" if none), Unit cost. Empty: No return lines.

Ledger result shows the IN movements after posting. Audit notes: "Return creation, authorization, inspection, and posting events are recorded in the audit log."

Create a return from a shipment

1. Open the posted shipment and click Create source reversal.

2. The form New sales return opens with the warehouse locked ("#3 (from shipment)") and one line per shipped line with quantity still returnable.

3. Fill in the header:

   Field	Required	Rules / defaults	Notes
   Return number	Yes	Up to 50 characters, unique. Not generated for you.	For example RMA-0007.
   Customer	No	Active customers. Not pre-filled.
   Customer name	No	"Optional override"; defaults to the customer's name.
   Warehouse	Yes	Locked to the shipment's warehouse.
   Return date	No	Defaults to today.	Date of the stock movement.
   Source shipment	—	Shows #n.
   Reason	Yes for shipment returns	At least 3 characters, up to 255.
   Notes	No

4. For each line set Returned quantity (the hint shows "Remaining: n") and Condition. Remove lines that are not coming back with ×. Item, bin, lot/serial and unit cost are read-only: "Warehouse, lot/serial identity, conversion and cost stay locked to the posted shipment ledger."

5. Click Save draft → "Sales return created."

Full reversal vs partial return. If you return every shipped unit as Resellable, the return becomes an exact reversal of the shipment: posting reverses the shipment's own ledger entries and the shipment shows "Reversed by return #n". Such a draft cannot be edited ("A shipment source reversal is immutable. Cancel it and start again before posting."). Any other mix is a partial return; later returns can take the remaining quantity.

Validation messages:

Create a manual return

1. Sales Returns → New return. Source shipment shows None.
2. Fill the header as above and choose the Warehouse.
3. Add lines: Item, Returned quantity, Condition, Bin (optional, from that warehouse), Unit cost (cost the units re-enter stock at). Use + Add line for more.
4. Save draft.

Edit a draft

Click Edit, change fields, Save draft → "Draft updated." Only drafts can be edited ("Only draft sales returns can be edited.").

Process the return

Authorizing and inspecting are optional; you can post a draft directly.

Posting effects: resellable and quarantine lines come IN at their unit cost; damaged and retired lines move no stock; serial statuses update; a Sales return posted event is sent to SolaCount when connected.

Reversing creates an inventory reversal (REV-RMA-…) with opposite entries and sets the return to Reversed. It is refused when a posted SolaCount customer credit is linked to the return, or when the returned stock is no longer available ("… its stock is no longer fully available."). The wording follows your language:

While a credit is being posted in SolaCount, reversing the return is held back so the two cannot cross.

Failures show "The return action could not be completed." plus the reason.

Returns and SolaCount credits

A sales return is the physical side of a customer return. It never issues a credit note or a refund.

• When the shipment belongs to an invoice that the accountant sent from SolaCount (a Fulfillment Request), posting the return also hands the accountant a customer credit to prepare in SolaCount for the returned goods. The accountant decides the credit, any refund and any payment.
• A return of goods from a cash sale is not handed to the invoice credit flow: the cash refund is the accountant's own document.
• A return posted while connected books the cost back at the shipment's cost. For a shipment that was posted before the connection started there is no original SolaCount entry to reverse, so SolaStock does not guess: the event is held for review instead of posting an invented entry. Ask the accountant, or see SolaCount.
• Reversing a document that was posted while SolaStock was not connected (a return, receipt, adjustment and so on) stays local: no reversal is sent to SolaCount, because SolaCount never received the original.
• A credit for goods that never left (undelivered) is not a return; it closes demand on the request instead. See Fulfillment Requests.
• Each return form carries a hidden operation key, so a double click or a retry after a lost connection does not create a second return.

Statuses and lifecycle

The status badge shows authorized and inspected in lower case.

Permissions

Worked examples

Example 1: two damaged cartons

SHIP-SO-000031 shipped 50 cartons of water to Gulf Star Supermarkets LLC. Two arrive crushed.

1. On the shipment, Create source reversal. Return number RMA-0007, Customer CUS-GULFSTAR, Reason "Crushed in transit".
2. Water line: Returned quantity 2 (Remaining 50), Condition Damaged (no restock). Save draft.
3. Post return. Nothing returns to Dubai Main stock; the return records 2 damaged cartons. In SolaCount, Sara Khan issues a credit note for AED 52.50 (2 × 25.00 + 5% VAT) and links it.

Example 2: authorize, inspect, mixed conditions

SHIP-SO-000032 shipped 120 juice cartons (lot FJ-2610A, cost AED 14.00) and 2 scanners.

1. Create source reversal: RMA-0008, Reason "Customer overstock and one faulty scanner". Remove the second scanner line. Juice 20 Resellable, Serial #91 Retired (no restock). Save draft.
2. Authorize RMA → Authorized. Goods arrive; Omar Haddad checks them; Mark inspected → juice Accepted/Restock, scanner Retired/Retire.
3. Post return → 20 cartons of FJ-2610A come back into Dubai Main at AED 14.00 (AED 280.00); serial #91 becomes retired. Remaining returnable: juice 100, scanner #92.
4. Later, a counting error is found: Reverse return, reason "Entered against wrong shipment" → Reversed; the 20 cartons leave stock again.

How it connects

• Source: posted Shipments; customers from Customers.
• Stock: Current Stock and the ledger; serial and lot status in Traceability.
• SolaCount: Sales return posted event; credit notes link via Link Stock source (SolaCount credit notes, SolaCount integration).

Tips and common problems

Related

• Shipments · Sales Orders · Customers · Picking · Packing
• Traceability · Current Stock · SolaCount integration
• Fulfillment Requests · Cash Sale Dispatch · Supplier Returns