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Direct Purchase Returns

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Dr M H B Ariyaratne edited this page Jun 13, 2026 · 3 revisions

Pharmacy Direct Purchase Returns

Overview

A Direct Purchase Return processes items bought directly from a supplier (without a purchase order) that need to be sent back — due to damage, wrong items, expired stock, or other reasons. The system tracks the return, updates stock levels, and creates a refund payment to the supplier.

The workflow has three stages, usually performed by different staff:

Stage Performed by Result
1. Create Pharmacy staff A return is created with selected items and quantities
2. Finalize Senior staff The return is reviewed and locked for approval
3. Approve Supervisor Stock is deducted, refund payment is created

When to Use

Use the Direct Purchase Return feature when:

  • Damaged Items: Items from a direct purchase arrive damaged
  • Wrong Items: Supplier delivered incorrect items
  • Expired Items: Received items are expired or close to expiry
  • Over-Supply: More items were received than needed
  • Quality Issues: Items fail quality inspection

How to Use

Accessing Direct Purchase Returns

  1. From the main menu, go to Pharmacy → Returns and Cancellations
  2. Click the Direct Purchase Returns tab
  3. You will see options:
    • Create Direct Purchase Return — Start a new return
    • Finalize Direct Purchase Return — Review and finalize saved drafts
    • Approve Direct Purchase Return — Approve finalized returns
    • Completed Returns — View completed returns

Stage 1 — Creating a Direct Purchase Return

Step 1: Search for a Direct Purchase

  1. Click Create Direct Purchase Return
  2. The search page opens with filter options:
    • From Date / To Date — Select the date range
    • Purchase No — Enter a specific purchase number
    • Invoice Number — Search by supplier invoice
    • Supplier (Distributor) — Filter by supplier name
    • Item Name — Search for purchases containing a specific item
  3. Click Search
  4. A table appears listing direct purchase bills with columns: Distributor, Purchase No, Invoice No, Purchase Value

Step 2: Select a Purchase and Create the Return

  1. Find a direct purchase with items you want to return
  2. Click the Create Return button on that row
  3. A confirmation dialog appears — click Yes to confirm
  4. You are taken to the Direct Purchase Return Form page

Note: If you see an error "There is already a pending return for this purchase", you must complete, approve, or close the existing return first.

Step 3: Review and Manage Return Items

The return form shows all items from the original direct purchase in a table:

Column Description
Checkbox Select items for multi-item operations
Item Name Medicine or supply name
Batch No Batch/lot number
Expiry Date When the batch expires
Current Stock Available stock in the pharmacy
Purchased Qty Original quantity purchased
Already Returned Qty Previously returned quantity
Remaining Qty Remaining quantity available to return
Returning Qty Enter the quantity you want to return
Return Value Calculated automatically (quantity × rate)

Step 4: Enter Return Quantities

For each item you want to return:

  1. Click in the Returning Qty column
  2. Enter the quantity you are returning
  3. The Return Value calculates automatically
  4. The Return Amount in the right panel updates

Validation Rules:

  • You cannot return more than the Remaining Qty
  • You cannot return items already fully returned
  • Quantities must be positive numbers

Tip: You don't have to return every item. Leave quantities at 0 for items to keep.

Step 5: Removing Items from the Return (Delete)

You can remove items you decide not to return:

Delete a Single Item:

  1. Click the trash can icon () in the Action column
  2. Confirm the dialog: "Are you sure you want to delete this item?"
  3. Click Yes — item is removed from the return

Delete Multiple Items:

  1. Check the checkboxes on items to remove
  2. Click Delete Selected (red button with trash icon ) above the table
  3. Confirm the dialog: "Are you sure you want to delete the selected items?"
  4. Click Yes — all selected items are removed
  5. Success message: "Selected items deleted successfully"

With No Selection:

  • Clicking Delete Selected with no checkboxes checked shows: "No items selected for deletion"

Step 6: Fill in Return Details

In the right panel:

  1. Return Comments — Enter a reason (e.g., "QA Testing - Direct Purchase Return")
  2. Payment Method — Select from the dropdown (Cash, Credit, etc.)
  3. Actual Net Value — Leave as-is (auto-calculated)

Important: Both Return Comments and Payment Method are required before finalizing.

Step 7: Save or Finalize

Option A: Save

  • Click Save to save as draft
  • You can return later to continue editing
  • Message: "Return saved successfully"

Option B: Finalize

  • Click Finalize to submit for approval
  • The system validates all required fields
  • A print preview is displayed

Stage 2 — Finalizing a Saved Return

  1. Click List of Direct Purchase Returns to Finalize
    • OR go to Returns and Cancellations → Direct Purchase Returns → Finalize Direct Purchase Return
  2. Set From Date and To Date
  3. Click Search
  4. Find your return (shows supplier, return number, value)
  5. Click Finalize
  6. Review the items and quantities
  7. Click Finalize to submit

Stage 3 — Approving a Return

Note: You need the "Approve Direct Purchase Return" privilege.

  1. Click List of Direct Purchase Returns To Approve
    • OR go to Returns and Cancellations → Direct Purchase Returns → Approve Direct Purchase Return
  2. Set date range and click Search To Approve Requests
  3. Find your return (status: "Pending Approval")
  4. Click Approve
  5. Review one final time
  6. Click Approve to complete

What Happens on Approval:

  • Returned items are deducted from stock
  • A refund payment to the supplier is created
  • The return is marked as "Approved"
  • A printable receipt is shown

Viewing Completed Returns

  1. Go to Returns and Cancellations → Direct Purchase Returns → Completed Returns
  2. Set date range and click Search
  3. Click Print on any completed return to view or reprint

Understanding Messages

Success Messages

Message Meaning Action Required
"Return saved successfully" Draft saved Continue editing or finalize later
"Return finalized successfully" Return submitted for approval Wait for approval
"Return approved successfully" Return completed None — process complete
"Selected items deleted successfully" Items removed Continue with remaining items

Error Messages

Message Meaning How to Fix
"No items selected for deletion" Delete Selected clicked with no checkboxes Check at least one item first
"There is already a pending return for this purchase" A return already exists Complete or close the existing return
"Please enter return comments" Comment field empty Enter a reason for the return
"Please select payment method" Payment method not selected Select from the dropdown
"You can't return more than remaining quantity" Quantity too high Reduce the return quantity
"At least one item must have a return quantity" All quantities are 0 Enter at least one quantity
"You are NOT authorized" Insufficient privileges Contact administrator

Confirmation Dialogs

Dialog When It Appears Action
"Are you sure you want to create a return for this purchase?" After clicking Create Return Click Yes to proceed
"Are you sure you want to delete the selected items?" After clicking Delete Selected Click Yes to delete, No to keep
"Are you sure you want to delete this item?" After clicking single row delete Click Yes to delete, No to keep

Test Scenarios

These scenarios help verify the return process works correctly:

Scenario A: Simple Return (Full Quantity)

Return the full remaining quantity of at least 2 items. Expected: All items returned, purchase marked as fully returned.

Scenario B: Partial Return

Return only some of the remaining quantity (e.g., 3 out of 15). Expected: Only the entered quantity is returned, remaining qty decreases correctly.

Scenario C: Empty Return Blocked

Leave ALL quantities at 0 and try to finalize. Expected: Error — "At least one item must have a return quantity."

Scenario D: Save Draft and Return Later

Enter some quantities, click Save, navigate away, then find the return via the Finalize list. Expected: Draft is found, quantities preserved, can continue where you left off.

Best Practices

  1. Verify the Purchase: Ensure you have the correct direct purchase bill
  2. Document the Reason: Always fill in return comments with a clear reason
  3. Check Quantities: Physical count should match entered quantities
  4. Save Frequently: Save drafts if you need to pause
  5. Print Receipts: Print return receipts immediately after finalization
  6. Review Before Approving: Check all items and quantities before approving

Troubleshooting

Cannot Create Return

Problem: "Create Return" button shows error or is disabled

Solutions:

  • Check the purchase hasn't been fully returned
  • Verify no pending return exists for this purchase
  • Try a different purchase if this one has issues

Cannot Finalize

Problem: Finalize button shows validation errors

Solutions:

  • Fill in the Return Comments field
  • Select a Payment Method
  • Ensure at least one item has a return quantity > 0
  • Check quantities don't exceed remaining amounts

Cannot Approve

Problem: Approve button not visible

Solutions:

  • Verify return has been finalized
  • Check you have approval privileges
  • Ensure return hasn't already been approved

Delete Selected Not Working

Problem: Items not removed after clicking Delete Selected

Solutions:

  • Check at least one checkbox
  • Click Yes on confirmation dialog
  • Refresh the page and retry if needed

Configuration (Admin)

Required Privileges

Task Required Privilege
Create returns CreateDirectPurchaseReturn
Finalize returns FinalizeDirectPurchaseReturn
Approve returns ApproveDirectPurchaseReturn
View completed ViewDirectPurchaseReturn

FAQ

Q: Can I return items from multiple purchases at once? A: No, each return is for a single direct purchase only.

Q: What's the difference between GRN Return and Direct Purchase Return? A: GRN Returns are for items received via Goods Received Notes (with purchase orders). Direct Purchase Returns are for items bought directly without a purchase order.

Q: Can I edit a return after finalizing? A: No, but if it hasn't been approved yet, you can close it and create a new one.

Q: What happens to stock when approved? A: Returned items are deducted from pharmacy stock, and a supplier refund payment is created.

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