Return to Seller

Purpose

Return to Seller is used when materials previously received from a supplier need to be sent back. This may happen if the material is defective, damaged, expired, or not suitable for use. The process ensures that returned quantities are accurately recorded and that inventory data remains consistent and traceable.

By using this workflow, all stock movements related to seller returns are registered in the system and synchronized with the ERP, keeping warehouse and financial data aligned.

Creating the Return Order

The process starts in the web application under Warehouse → Dispatch.
A new dispatch order is created and set as type Return to Seller.

 The Agronomist or Warehouse operator defines:

• The supplier to whom the material is being returned
  
• The warehouse location from which the material is sent
  
• The items and quantities being returned
  
• The reason for the return (for example, damaged packaging or expired product)
  
• Comments or internal notes for reference
  
  

Once all details are entered, the order is confirmed and becomes visible in the mobile application for the Warehouse operator to process.

Preparing and Fulfilling the Return (Mobile Application)

The Warehouse operator opens the Dispatch tab and selects the Return to Seller order. The operator scans or manually enters the serial and lot numbers of the returned materials. The system automatically retrieves information such as packaging, quantity and source storage.

After verifying that all quantities and serial numbers match, the operator confirms the dispatch. At this point, the materials are marked as returned, and the warehouse stock is reduced accordingly.

Transport and Confirmation

The Field operator or driver responsible for the transport ensures that the returned materials are delivered to the correct seller. A delivery note is generated automatically from the system and can be printed or sent digitally as needed.

Finalization and Reporting

Once the seller confirms receipt, the return is closed in the system. The Farm manager and Agronomist can review the transaction in warehouse reports to verify that the materials and quantities have been correctly processed and that all documentation is complete.

Key Points

• Only confirmed returns reduce warehouse stock.
  

• Each return must include the correct serial and lot numbers.
  

• The reason for the return should always be recorded.
  

• A delivery note must accompany the returned materials.
  

• All confirmed returns are synchronized with the ERP system for full traceability.
  
  

Example

The Warehouse operator creates a Return to Seller order for several damaged containers of organic input, totaling 800 kilograms. The serial numbers are scanned and the order is confirmed in the system.

Field operator 1 delivers the returned materials to the supplier. Once the supplier confirms receipt, the system updates the warehouse records and completes the traceable transaction.

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Title: How to Process a Return to Supplier

Purpose

The Return to Supplier function is used to send back materials that are unused, defective, or not compliant. Properly recording these returns ensures that the warehouse stock reflects reality and maintains traceability for audits.

Steps (Web Application)

1. Navigate to Warehouse → Dispatch Orders → Return to Supplier.

2. Choose the Supplier.

3. Select the Item being returned.

4. Enter the Quantity and Storage from which it’s leaving.

5. Optionally, add a Reason for return (defect, overdelivery, wrong item).

6. Confirm to finalize.

Steps (Mobile Application)

1. Open Dispatch Orders → Return to Supplier.

2. Select Supplier and Item.

3. Enter Quantity.

4. Confirm dispatch.

Notes

- Returns do not require re-receive; once confirmed, the item is deducted from stock.

- Always specify the reason in comments for transparency.

Processing a return to the supplier is an important aspect of maintaining accurate inventory records and ensuring that defective or non-compliant materials are properly addressed. By following these steps, you can efficiently manage returns and maintain the integrity of your warehouse stock. If you have any further questions or need assistance with processing a return to the supplier, please don't hesitate to contact our customer support team for help.