Return notes manual
The return note (RN) records the goods returned by a seller. Its nature — intact or defective — determines whether the quantity is reintegrated into stock (movement type 11), with allocation by batch / expiry date in advanced mode.
Overview
The Return note tracks goods that a seller brings back (unsold items from a route, breakage, loading error…). Two natures coexist: intact (reusable goods, reintegrated into stock) and defective (goods set aside, tracked by value). On validation of an intact return, a return note (type 11) movement re-increments the stock.
Business goal
- Track the goods returned by sellers
- Reintegrate what is reusable into stock
- Isolate and value defective returns
- Allocate by batch / expiry date in advanced stock
Target audience
- Sellers / field sellers — report the returns
- Warehouse clerks — validate and reintegrate
- Management — tracks the value of defective goods
Position within the Stock module
The RN is an entry movement (type 11), unlike issue notes. The value of defective goods feeds into the stock valuation. Module overview: Stock module.
Access and navigation
Left-hand side menu: Stock → Return notes.
List of return notes
The page lists the return notes with their number, date, seller, reason, nature (intact / defective) and status.
| Number⇅ | Date⇅ | Seller⇅ | Reason | Nature | Status⇅ | Actions |
|---|---|---|---|---|---|---|
| RN: N°000059 | 02/06/2026 | M. ORABI | Unsold (route) | Intact | In progress | |
| RN: N°000058 | 01/06/2026 | M. BEN AZIZA | Transport damage | Defective | Validated | |
| RN: N°000057 | 30/05/2026 | M. ORABI | Loading error | Intact | Rejected |
Table columns
| Column | Description |
|---|---|
| Number | Unique reference (e.g. RN: N°000059). |
| Date | Return creation date. |
| Seller | Original seller / field seller who brings back the goods. |
| Reason | Reason for the return (unsold goods, breakage, loading error…). |
| Nature | Intact (reintegrated) or Defective (set aside). |
| Status | In progress · Validated · Rejected (section 8). |
Action bar
Global PDF / Excel
Exports the displayed list of return notes.
New
Opens the creation form (section 6).
Search
Filters by period, seller, nature and status.
Validate / Reject
Row-level actions available on in-progress returns (section 7).
Nature: intact / defective
The nature of the return (the "activity" field) is the most structuring decision: it governs the impact on stock.
Intact (1)
The goods are reusable and reintegrated into stock on validation: returned to the seller's stock, to a single location (simple mode) or allocated by batch / expiry date (advanced mode).
Defective (0)
The goods are set aside: they do not increase sellable stock but are tracked by value (valuation of defective returns on the Stock dashboard).
Keep in mind — only an intact return generates an entry movement (type 11) that re-increments the stock. A defective return does not affect sellable stock.
Create a return note
Click New. Select the seller, the nature, the reason, then add the returned items and quantities.
| Item | Return Qty | Ex-works price | Σ Value | ||
|---|---|---|---|---|---|
| 467802 - SMART SUPERVISOR MODULE | 5.000 | 650.000 | 3,250.000 |
As long as the note is In progress (status 0), no stock movement is generated: the impact only occurs on validation (section 7).
Validate & reintegrate
On validation (status 1), an intact return reintegrates the goods. Three reintegration modes are possible depending on the configuration and the target stock's mode.
Reintegration issue note
To sellerSwifto can generate a reintegration issue note to the original seller.
Single location
Simple modeIn simple stock, the quantity is reintegrated into a single location (the line is created if missing).
Batch / expiry date allocation
Advanced modeIn batch / expiry date stock, an allocation popup breaks down the quantity by stock, batch and expiry date (section 10).
Rejection — a return can also be rejected (status 2, reason popup): it stays on record but with no stock impact whatsoever.
Return note statuses
| Status | Code | Meaning | Stock impact |
|---|---|---|---|
| In progress | 0 | Return entered, awaiting processing. | None |
| Validated | 1 | Return processed; reintegration if intact. | Entry (type 11) if intact |
| Rejected | 2 | Return refused (reason popup). | None |
Lifecycle (workflow)
flowchart LR A([Seller reports]):::s --> B[RN In progress
status 0]:::p B -->|intact nature + validate| V[Validated
status 1]:::ok B -->|defective nature + validate| D[Validated · discarded]:::w B -.->|reason| R([Rejected · status 2]):::ko V --> S[(Stock reintegrated
type 11)]:::st D --> Z([Valuation
defective]):::w classDef p fill:#f3f1ff,stroke:#7366fe,color:#1f1c3d; classDef s fill:#F5F3FF,stroke:#8B5CF6,color:#5B21B6; classDef st fill:#FFF7ED,stroke:#E07B00,color:#92400E; classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46; classDef w fill:#FEF3C7,stroke:#F59E0B,color:#92400E; classDef ko fill:#FEE2E2,stroke:#EF4444,color:#991B1B;
Batch / expiry date allocation
In advanced mode (stock by batch or by batch + expiry date), validating an intact return opens an allocation popup: for each item, the returned quantity is broken down by stock, batch and expiry date. The allocated sum must equal the returned quantity.
Allocation — SMART SUPERVISOR MODULE (5.000 to allocate)
| Stock | Batch | Expiry date | Qty | |
|---|---|---|---|---|
| Central Warehouse | LOT-2026-014 | 15/12/2026 | 3.000 | |
| Central Warehouse | New batch | 07/06/2026 | 2.000 |
| Rule | Behavior |
|---|---|
| Proposed stocks | Only locations whose mode (batch / expiry date) exactly matches the item. |
| Displayed batches | Expired batches or those expiring within 2 days are hidden; a new batch can be created on validation. |
| Missing item | If the item does not exist in the target stock, the line is created automatically. |
| Check | The allocated sum must equal the returned quantity, line by line. |
Details of the batch / expiry date rules shared with the rest of the module: Business rules (batch / expiry date).
Business rules
Intact = reintegration — a validated intact return reintegrates the goods into stock (type 11 movement); defective goods do not return to sellable stock.
Target stock mode — reintegration exactly follows the mode of the targeted stock: a single location (simple) or batch / expiry date allocation (advanced).
Expired batches hidden — batches whose expiry date has passed (or expires within 2 days) are not offered for allocation.
No impact before validation — as long as the note is In progress, stock is not changed; a rejection closes it with no impact.
Roles & scenarios
Roles & permissions
| Action | Seller | Warehouse clerk | Management | Admin |
|---|---|---|---|---|
| View | ✅ | ✅ | ✅ | ✅ |
| Create the RN | ✅ | ✅ | — | ✅ |
| Validate / reintegrate | — | ✅ | — | ✅ |
| Reject | — | ✅ | ✅ | ✅ |
| Delete | — | — | — | ✅ |
Indicative matrix — depends on the profiles defined in your company.
Usage scenarios
Route unsold goods reintegrated
M. ORABI reports his unsold goods: an intact RN is validated, the goods return to stock (type 11) via batch allocation.
Transport damage valued
Damaged products are declared defective: they do not increase sellable stock but are valued at the ex-factory price on the Stock dashboard.
FAQ & Tips
Stock did not increase after the return?
Check that the RN is indeed Validated (status 1) and of intact nature: an in-progress or defective return does not reintegrate stock.
A batch does not appear in the allocation?
Its expiry date has passed or expires within 2 days. Create a new batch on validation if needed.
Tip — get the nature right
Choose the nature right from entry: it decides the stock reintegration. A defective item wrongly marked as intact would distort your stock levels.
