When to use this guide: When a customer brings medicine back for a refund or store credit—either with the original bill or without it.
Method 1: Return Against an Existing Bill (Recommended)
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Go to Sales and find the original bill using the bill number, customer phone number, or date.
In the picture above, 1 is the search box, 2 is the bill — note its status, Completed — and 3 is the Return button on the bill detail beside it.
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Click Return. The Return / Credit Note window opens.
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Tick the medicine lines being returned and set the quantity for each. Untick a line and it stays sold.
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Select the return reason:
- Wrong medicine
- Customer changed mind
- Doctor changed prescription
- Damaged item
- Expired item
- Adverse reaction
- Other
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Choose the refund method: Cash Refund, Store Credit, or Adjust Against Bill.
In the picture above, 1 is the bill being returned against, 2 is every line on it — tick the ones coming back and set the Return quantity — and 3 is the Reason (required, marked with a star) and the Refund Method. 4 is the Credit Amount, which adds up as you tick lines, so you can check the refund before committing to it. 5 is Process Return.
Store Credit and Adjust Against Bill both create credit the customer can spend on a later bill; that is where the Store Credit payment method in the payment window gets its balance from.
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Confirm the return:
- Returned medicines are automatically added back into your available inventory.
- GST tax adjustments and credit note records are saved in the system.
- The status of the original bill updates to Part Returned or Fully Returned in your sales history.
In the picture above, 1 is the bill's new status — Part Returned, where it said Completed before. 2 is the Void button, now greyed out: once anything has been returned against a bill, it can no longer be voided.
Method 2: Return Without Original Bill
If the customer does not have the original invoice:
- Open Billing → Manual Return.
- Search for the medicine, select the returned batch, enter quantity and price, select the return reason, and process the refund.
Frequently Asked Questions
Is stock automatically added back to inventory on return? Yes. Salable returned items are added back into inventory stock immediately.
What is the difference between a Return and a Void?
- Use Return if the customer brings items back after some time or returns only a part of the bill.
- Use Void if a bill was created by mistake just now and no items were actually taken by the customer.