DigitalNation BMS — Returns

The customer came back, angry.

“Bhai, this isn’t working. Take it back.”

You don’t remember — when did I sell it? How much did I charge? Which IMEI was it? Is it still in warranty?

You open the notebook. Last month’s pages. Entries scattered. Nothing matches.

The customer waits. You sweat.

Finally, you accept the customer’s word — full refund. Later you find out the item wasn’t even in warranty — a total loss.

Or — you refuse. The customer leaves angry. Your reputation takes the hit.

DigitalNation BMS (Business Management Software) ends this.

The customer arrives, gives the sale number — or just a phone number.

You search. Two seconds. The screen shows:

• Sale date — when it was sold
• Products — what, how many
• IMEI / Serial — which exact unit
• Warranty period — valid until when
• Original payment — how much was charged
• Return policy — your shop’s terms

You show the customer. The truth on screen.

In warranty? Refund. Out of warranty? You explain — with proof.

No argument. No loss. No embarrassment.

Every return, a complete record

In BMS, every return comes with:

• Return number — auto-generated, your prefix
• Original sale / purchase — linked
• Customer — or Supplier
• Products and quantity — what came back
• IMEI / Serial — which unit
• Condition — new / used / damaged
• Reason — customer complaint or internal note
• Refund amount — cash, credit note, or exchange
• Stock status — back in inventory or written off

One return — full detail.

What you can do with a return

Before & After BMS

Same return. Same customer. Just clean accounts, complete protection.

DigitalNation Support — when a return gets messy

Sometimes a return was recorded against the wrong sale. Sometimes the refund amount came out wrong. Sometimes one return got entered twice.

Don’t worry. DigitalNation Support is with you:

• Verify the return
• Correct the wrong entry
• Restore balance through reversal
• Release the IMEI back to available
• Via WhatsApp or call, quickly

We never change your data silently. Every correction is dated and logged.

Two types of returns

Type 1 — Sales Return (from Customer)

What it is: A customer returned products.

Reasons:

• Product turned out defective
• Wrong product
• Customer changed their mind
• Warranty claim

What gets saved:

• Linked to the original sale
• Return number
• IMEI status
• Refund amount and method

Type 2 — Purchase Return (to Supplier)

What it is: You’re returning products to a supplier.

Reasons:

• Product arrived defective
• Wrong product
• Your order was wrong
• Damaged stock

What gets saved:

• Linked to the original purchase
• Return number
• Supplier ledger adjustment
• Cash refund or credit note

How to record a customer return

Step 1: Go to Returns from the dashboard

Step 2: Click “+ New Return”

Step 3: Find the sale:

• Invoice number — if the customer has it
• IMEI / Serial — if serialized
• Customer name and phone — if remembered
• Date range — this month, this year

Step 4: Select the sale → full details auto-load

Step 5: Select which products are being returned:

• Full sale — everything back
• Partial — only some products
• Quantity — how many pieces

Step 6: Condition of each product:

• New — original condition, will resell
• Used — slight wear, discount on resale
• Damaged — cannot resell, written off

Step 7: Enter the reason:

• Customer complaint
• Internal note

Step 8: Refund method:

Step 9: Click “Save” — receipt auto-prints or PDF-ready

Done! Return recorded, stock returned, ledger adjusted.

After saving — what happens automatically

• ✅ Stock returns — if condition is new or used
• ✅ IMEI becomes available again — for future sales
• ✅ Customer ledger updates — credit note or cash refund
• ✅ Sale status — partially returned / fully returned
• ✅ Added to reports — return report
• ✅ Receipt PDF — for the customer

Returning to a supplier

Step 1: Go to Purchases → Returns

Step 2: Click “+ New Return”

Step 3: Find the purchase:

• Invoice number
• Supplier name
• IMEI / Serial
• Date range

Step 4: Select the purchase → full details auto-load

Step 5: Select the products being returned + reason:

• Damaged — arrived defective
• Wrong — wrong products shipped
• Excess — more than ordered
• Quality issue — below standard

Step 6: Refund method:

Step 7: Click “Save” — receipt PDF

Done! Stock adjusted, supplier ledger updated.

Return statuses

Sale status — after a return

Returns with warranty — important

If the product is in warranty:

• You return it to the supplier
• Your loss is zero — the supplier pays
• IMEI status is tracked

If out of warranty:

• You explain to the customer — with proof
• Products can be sent for repair
• Or the customer pays for repair
• Or no return — as per policy

BMS gives you the proof:

• Sale date
• Warranty period
• IMEI details
• Customer record

Search & filters

Search bar: Return number, original invoice, customer/supplier name, IMEI

Filters:

• Type — customer return / supplier return
• Status — completed / pending / cancelled
• Date range — Today / This Week / This Month / Custom
• Reason — damaged / wrong / customer cancelled

Frequently asked questions

Important notes

💡 Record every return Even a 50-rupee return — record it. Complete records, accurate stock.

💡 Always pick the condition New / used / damaged — this affects the stock calculation.

💡 Write the reason Later, reports will show which products are returned most. Helps you talk to suppliers.

💡 Always verify the IMEI When a customer returns a mobile, check the IMEI — was this the exact unit you sold?

💡 Always give a receipt Receipt to the customer, copy for you. Professional and safe.

💡 Make warranty checks a habit Check warranty before every return — saves you loss, sets clear expectations.

Flow

Customer returns ← Find sale by number / IMEI
    ↓
Check warranty ← Select product condition
    ↓
Write reason → Choose refund method (cash / credit / exchange)
    ↓
Save return → Stock returns → Ledger adjusts
    ↓
Print receipt ← PDF ← WhatsApp to customer
    ↓
Return to supplier (if in warranty) → Their ledger adjusts
    ↓
Result: Every return fully recorded, stock accurate,
clean ledger, no arguments, no losses.

Related sections

• Sales — Counter and registered sales
• Purchases — Buy from suppliers and process returns
• Repair Jobs — Repair for returned products
• Warranty — Warranty tracking details
• Reports — Return reports

Next: Reports — Profit, cash flow, and stock reports