Returns, debit notes, and service confirmations

Three after-purchase documents: send goods back, adjust what you owe, and confirm services before billing.

When to use

Use a vendor return when physical goods go back, a debit note when only money changes, and a service confirmation when you buy a service that has no goods receipt.

Before you start

Pages: /procurement/vendor-returns, /procurement/debit-notes, /procurement/service-confirmations; reading needs procurement:read, and service confirmations need service_confirmations:read.
Approving and voiding returns and debit notes needs the procurement approve permission; confirming or voiding a service confirmation needs the service confirmation approve permission; creating a bill needs bills write.
Toggle procurement.vendor_return_grv (default on) and procurement.vendor_return_landed_cost_recovery (default off) control return receipts and landed-cost recovery.

Step by step

Handle returned goods

Go to Procurement → Vendor Returns (/procurement/vendor-returns) to return defective or over-delivered stock, starting from the GRN. A return is approved, shipped, then completed; shipping takes stock out and posts the ledger entry.

Raise a debit note

Use Procurement → Debit Notes (/procurement/debit-notes) for price corrections and short deliveries. Approve it to post the payable adjustment. A debit note can also follow a vendor return.

Confirm services

For consulting, installation, or subcontracting, use Procurement → Service Confirmations (/procurement/service-confirmations) to acknowledge completion on a service PO, then create the vendor bill from it.

Reverse when needed

A shipped return can be voided, which puts the stock back and reverses the entry. A debit note can be cancelled while draft or voided once approved.

Procurement — Vendor returns and debit notes list

Document lifecycles

Document	Steps	Reversal
Vendor return	Draft, approve, ship, complete	Void (blocked while a live debit note is linked)
Debit note	Draft, approve	Cancel while draft; void once approved
Service confirmation	Draft, confirm, create bill	Void (blocked while a live bill is linked)

Tips & common mistakes

Choose a Vendor Return when stock moves and a Debit Note when it does not.
Void the linked debit note or bill first, otherwise the void is refused.
Create service bills from the confirmation so the link is preserved.
Returns and debit notes follow your data scope; you only see documents in your scope.

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