Handle Returns & Refunds
Find sale by invoice or IMEI, pick condition, choose refund type — stock and ledger update automatically.
DigitalNation BMS — Handle Returns
Record a customer return in BMS within 2 minutes — find the original sale by invoice number or IMEI, pick items and condition, choose refund type. Stock returns automatically, IMEI becomes available, ledger adjusts. This tutorial walks you through the complete return workflow.
The customer is back — “It doesn’t work.” Don’t panic. A return is still a record, not a loss.
Two Kinds of Returns
| Type | Where it comes from |
|---|---|
| Sales Return | A customer brings items back |
| Purchase Return | You send items back to a supplier |
Two separate pages — two separate records. They never mix.
Step 1: Start a Return
Location: /vendor/sales-returns
Capture: Returns list + "New Return" button
Open Sales → click Sales Returns → New Return.
Step 2: Find the Original Invoice
Location: /vendor/sales-returns/new
Capture: Invoice search by number / phone / date
Three ways:
- Invoice number — if they still have the slip
- Customer phone — the system pulls up every sale for them
- Date — sales from the last few days
Pick the invoice — the items auto-populate.
Step 3: What’s Coming Back?
Location: /vendor/sales-returns/new → Items
Capture: Item list + quantity + condition selector
For each item:
| Field | Why it matters |
|---|---|
| Quantity | How many pieces returning |
| Condition | New / Used / Damaged |
| Reason | Not working / Wrong item / Changed mind |
IMEI items? — the number routes back into stock automatically.
Step 4: Refund Method
Location: /vendor/sales-returns/new → Refund
Capture: Cash / Credit Note / Exchange options
Three options:
| Method | When to use |
|---|---|
| Cash refund | Customer takes the money |
| Credit note | They’ll use it on a future purchase |
| Exchange | They take a different item now |
Customer has dues? — credit note is cleaner. The udhaar adjusts itself.
Step 5: Save
Location: /vendor/sales-returns/new → Bottom
Capture: Save button + return slip print options
Click Save. The system handles the rest:
- Stock restored — items route back into inventory
- Customer ledger — credit or refund logged
- Return slip — print-ready for the customer
Print the slip — hand it over. Your record, their proof.
Purchase Returns (Sending Back to Suppliers)
Damaged stock? Wrong shipment? Same flow:
Suppliers → Purchase Returns → pick the original purchase → items back → refund.
The supplier ledger updates itself.
Frequently Asked Questions
How do I manage sales returns and refunds with software in Pakistan?
In BMS, go to Sales → Sales Returns → New Return. Find the original sale by invoice number, customer phone, or date. Select the items and their condition (new / used / damaged), pick the refund method (cash / credit note / exchange), and save. Stock and customer ledger update automatically.
Can the invoice be reused after a return?
No — the return stays attached to the original invoice. New sales create new invoices.
Should damaged items go back into stock?
No — mark them Damaged. The system quarantines them and won’t let them sell.
Can I undo a return?
Yes — cancel it and stock plus ledger restore themselves.
How do I return items to my supplier?
Go to Suppliers → Purchase Returns — pick the original purchase, select items and reason, choose refund method. The supplier ledger updates automatically.
Flow
Invoice ← Item ← Condition ← Refund ← SaveRelated Sections
- Returns Guide — Full feature reference
- First Sale — How sales are made
- First Purchase — How purchases work
Next: Read Your Reports →