Return management · Buying & selling
Find the bill, choose what came back and whether it can be sold again, then refund now, set it against another invoice or refund later. Stock, the balance and the GST credit note update together.
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Find the bill, count what came back, settle the money. The credit and its GST are worked out as you go.
Items marked Write off leave stock in the same step, on a numbered write-off note.
The credit clears the balance first, then refunds or adjusts the rest, so no refund is forgotten.
Return rate, reasons and the most returned products, each as a share of what was sold.
Returns in managemate take goods back from a customer, or send them back to a supplier, against the bill they came on. Search for the invoice by number, customer name, phone or product, or scan the barcode on a counter receipt, and the return uses the price, discount and GST the customer actually paid.
Mark each item Back on shelf or Write off. Goods to resell go back into the lots they left from. Broken, opened or expired goods come back and are written off in the same step on a numbered write-off note, so they never go back on sale. Pick a reason, such as damaged, wrong item or no longer needed, and the return date.
The credit first clears anything still owed on that bill. Whatever is left is refunded on the spot by cash, UPI, bank transfer, card or cheque, set against another unpaid invoice of the same customer, or left as a refund due. Every customer return gets a GST credit note (CR-) and every return to a supplier a debit note (DN-), ready to print or share.
Take goods back, settle up and print the credit note.
Search by invoice number, customer, phone or product, or scan a receipt's barcode. Only sales with goods still to return are listed.
Each item goes back on the shelf, or is written off at once on a numbered write-off note if it cannot be sold again.
The credit clears what is still owed first. Refund the rest now, set it against another unpaid invoice, or leave it as a refund due.
A numbered credit note for customer returns and a debit note for supplier returns, with HSN, taxable value, GST split and the original invoice.
Every return in one list, searched by note, invoice, customer or product, with tabs for refunds still due and goods that came back damaged.
See your return rate against sales, why things come back, and which products come back most as a share of units sold.
Open Returns and choose Record a return, or start from the invoice or the order. Search or scan to find the bill. The customer, the sale date and anything still unpaid show at the top.
Type quantities, tap plus and minus, scan each item or choose Everything. Mark each line Back on shelf or Write off, and pick a reason.
managemate shows the credit with its GST, what comes off the unpaid balance and what the customer gets back. Refund now, adjust against another invoice, or refund later.
Record the return, then print the credit note on A4, or open a WhatsApp message to the customer with the amount and how it was settled.
Edge cases, printed documents, who can see what, and how it connects to the rest of your workspace.
Every return prints as an A4 note on your letterhead. A customer return prints as a Credit note and a return to a supplier as a Debit note, each with its own number series, CR-00001 and DN-00001 by default, set in Settings like your invoice numbers. The facts across the top give the note's number and date, the invoice or bill it reduces with that document's date, and the place of supply, or the supplier's own bill number on a debit note.
Below sit the customer or supplier with their address and GSTIN, the reason with any note you typed, and the credit as one amount with the GST inside it. The items table shows each line's SKU, HSN code, quantity, rate, taxable value, GST rate and amount, and marks goods that were written off. Under it come the amount in words, a GST summary by rate with CGST and SGST or IGST, how the money was settled, a short declaration and a signature line.
A debit note's declaration asks the supplier to issue their credit note for the amount, which is how a purchase return is adjusted under GST. Notes can be printed, downloaded or shared from a phone, and the file name carries the note number and the party's name.
A return credits the returned share of each line at its original price, discount and GST, rounded so that every return of a line adds up to exactly its total. That credit first comes off whatever is still owed on the same invoice or bill. Only what is left over is owed back.
Take an invoice of ₹18,821.76 on which the customer has paid ₹5,000. If everything comes back, ₹13,821.76 clears the unpaid balance and ₹5,000 is owed back. Choose Refund now with cash, UPI, bank transfer, card or cheque and a reference, and the refund is recorded on the invoice dated the day of the return. Choose Adjust against another invoice to take it off what the same customer owes on another unpaid invoice, recorded on both invoices as Credit note so the trail is clear. Or choose Refund later, and the invoice waits under Refund due until it is paid.
The same choices work the other way for suppliers: record the refund the supplier sent, take it off another of their bills, or keep it as a refund to collect.
Customer returns come back into the lots they left from, at the cost they left at, so stock value and margins stay right. Choosing Damaged or defective or Expired or near expiry as the reason marks every item Write off, and you can change any line back. Written-off items come back and leave again at once on a numbered write-off note, worth their cost, with the GST input credit to reverse. The return links to that note, and the write-off register lists it.
Goods going back to a supplier leave from the lots they came in on, at the cost they came in at. Only stock still held at that location from those lots can go back, so a debit note always matches real goods. A return to a supplier can also start from a lot in Inventory, which is useful when a batch turns out to be faulty later.
Only goods that were delivered or received can be returned, and never more than is left after earlier returns. A return can be dated in the past, but not in the future and not before the invoice or bill it reduces.
The Returns page lists every return, newest first, with tabs for customer returns and returns to suppliers. Each row shows the note number and date, the customer and the invoice it came from, what came back and why, the credit with its GST, and where the money stands: Refunded by UPI, Taken off the bill, Adjusted against another invoice, or Refund due with the amount.
Tabs filter to returns whose refund is still due, with the total owed back shown in the tab, and to goods that came back damaged. Beside them sit the value returned in the last 30 days and the return rate, the returned value as a share of sales in the same days.
Open Patterns to see why things came back over the last 90 days, by reason with counts and value, and the products returned most, each with the share of units sold that came back. A product returned far more often than the rest points to a quality or listing problem worth fixing before it costs more.
Yes, as long as you can find the sale. Search by the customer's name or phone number, or by the product, and pick the sale it came from. The return always uses the price, discount and GST of that sale, so the credit matches what the customer paid.
Mark them Write off. They come back into the lot they were sold from and are written off in the same step, on a numbered write-off note with their value at cost and the GST input credit to reverse. Stock on hand does not go up, and the write-off shows in the stock ledger and the write-off register.
There is no separate exchange screen or store-credit balance. For a named customer, bill the new item first and leave it unpaid, then record the return and choose Adjust against another invoice: the credit pays the new bill and no money changes hands. For a walk-in customer, refund the return and ring up the new item as a normal sale.
Recording a customer return needs a role that manages sales, and a return to a supplier one that manages purchasing. Refunding on the spot or adjusting against another invoice also needs Money access; without it, the return is still recorded and the refund stays due for someone who has it. The Cashier role cannot record returns.
Yes. Choose the return date when you record it, and it prints on the credit or debit note. It cannot be in the future, or earlier than the date of the original invoice or bill.
The credit note prints what Rule 53 of the CGST Rules asks for: its own number and date, the number and date of the original invoice, both GSTINs, the place of supply, and the taxable value and GST of each item, with a signature line. Report it in your GST return for the month. managemate does not file returns or generate e-invoice IRNs for credit notes.
Yes. Sales on the dashboard, the Money page and Reports are counted net of returns, and the cost of goods that came back comes off the sale's cost, so margins stay true. Goods written off on a return appear as stock written off in Reports.
Yes. Choose Everything to fill every line with what is still returnable, then change any quantity or condition. A bill with just one unit left to return starts with it already filled in.
Yes. Each return has its own page with what came back, how the money was settled, who recorded it and when, and links to the original invoice, the order and any write-off. Print the note again from there or from the register at any time.
Plain-word explanations with examples.
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