Sales Return - Sales

A Sales Return records goods a customer sends back to you. It is the reverse of a Sales Invoice. When you post it, the system reduces what the customer owes you, reverses the sale and the VAT you charged, and brings the goods back into stock.

When to use it

When a customer has returned goods (wrong, damaged or surplus) and you are accepting the return.

Before you start

The customer must exist and have a PAN, the same VAT rule as for the invoice. Ideally you are returning against a posted Sales Invoice, so you can pull its lines in.

Where to find it

ERP > Accounts > Entry > Sales > Sales Return.

The fields on this screen

Section	Field (on screen)	What to enter	Required
Voucher Details	Miti	Nepali (BS) date of this document. Pick from the calendar - the AD date is filled in for you.	Yes
Voucher Details	Voucher Number	Numbered automatically when you save. Leave it blank unless you need to set the number yourself.	No
Voucher Details	Cost Center	Branch, project or department this document belongs to. Lets you report profit and cost per unit.	Yes
Voucher Details	Vendor name	The party this document is raised against. Their account is updated with the total amount.	Yes
Voucher Details	Remarks/Narration	Short note on why this entry was made. It shows on reports and makes the entry easy to find later.	No
Voucher Details	Voucher	Attach a scan or photo of the bill. You can then use AI to read the amounts straight off it.	No
Voucher Details	Ref.Doc	Link to a related document, such as the order or challan this bill came from.	No
Product Details	Product Name	The item being bought or sold. Type to search, or use + to create a new item.	Yes
Product Details	Sub Product	Optional variant of the item, such as size, colour or grade.	No
Product Details	Cost Center	Branch, project or department for this line only. Leave blank to use the one in the header.	No
Product Details	Remarks	Optional note for this line, such as a specification or batch detail.	No
Product Details	UOM	Unit the quantity is measured in - piece, kg, litre and so on.	No
Product Details	Qty	How many units. Amount is Quantity multiplied by Rate.	No
Product Details	Rate	Price for one unit, before tax.	No
Product Details	Amount	Quantity multiplied by Rate. Worked out for you.	No
Product Details	Taxable	Tick when VAT applies to this line. VAT is then calculated at the current rate.	No
Bill Terms	Charge / Term	An extra charge or deduction on the whole bill - freight, discount, service charge and the like.	No
Bill Terms	Rate	Percentage or fixed figure for this charge, depending on how the charge is set up.	No
Bill Terms	Amount	Value of this charge. It is added to or taken off the bill total.	No
Bill Terms	Remarks	Optional note explaining this charge.	No
VAT REGISTER	MITI	Date of the bill for the VAT register, in BS. It decides which maskebari month this entry falls in.	No
VAT REGISTER	PP.NO	Pragyapan Patra (customs declaration) number. Fill it only for an import.	No
VAT REGISTER	BILL.NO	The bill number printed on the other party's invoice, as it must appear in the VAT register.	No
VAT REGISTER	EXEMPT AMOUNT	Part of the bill that carries no VAT, such as exempt goods. Leave it 0 when everything is taxable.	No
VAT REGISTER	TAXABLE	Value the VAT is charged on, before VAT is added.	No
VAT REGISTER	VAT	VAT on the taxable value, usually 13 percent. Worked out for you.	No
VAT REGISTER	Remarks	Optional note for this VAT register line.	No
VAT REGISTER	VAT Transaction Type	How this bill is classified in the VAT return, such as Taxable Purchase Local or Taxable Sales Local.	No
Entry Details	Account Head	The account head this amount posts to. This is what puts the entry into your books.	No
Entry Details	Cost Center	Branch, project or department for this posting line.	No
Entry Details	Narration	Note for this posting line. It appears against the amount in the ledger.	No
Entry Details	Debit	Amount to debit this account. Total debits must equal total credits before you can save.	No
Entry Details	Credit	Amount to credit this account. Total credits must equal total debits before you can save.	No

How it works

Create the return. Pick the customer and the item lines (or pull from the original posted invoice), then save. It is numbered (SR-...).
Submit, then Approve.
Post. Posting books the reverse accounting: Debit Sales (reduce revenue), Debit VAT Output (reverse the VAT) and Credit the customer (reduce what they owe). It also brings the goods back into stock.

Use Reverse Post to undo, or Void or Cancel, whichever applies.

Worked example

Accept 4 Steel Rods back from Lalitpur Retail (sold at 150, 13% VAT):

Create: Customer = Lalitpur Retail, line Product = Steel Rod, Qty = 4, Rate = 150 (Amount 600, VAT 78). Save.
Submit, Approve, Post. The system books Dr Sales 600, Dr VAT Output 78, Cr Lalitpur Retail 678, which balances.

Tips and common mistakes

Customer, Date, Site, and each line's Product and Qty are required.
The customer field accepts only a real Customer, never a Vendor from your Purchase side.
You need at least one product line to save. Quantity, Rate and Amount must be real numbers greater than zero.
Posting is what books the reversal. A draft or approved return has not reached the ledger yet.
A return reduces the receivable. If you then refund cash to the customer, record that separately as a Payment.

Sales Invoice (what you are reversing), VAT Register report (where the return shows as a debit).