Returns, damaged goods and stocktake: correcting your stock balance

Three kinds of document

The “Returns and write-offs” section has three actions. Customer return — a sold product comes back from the customer to the warehouse; you pick the original sale document. Supplier return — received goods leave the warehouse and go back to the supplier; you pick the original delivery document. Write-off — damaged, expired or lost goods are removed from the stock on hand.

In every action a reason is required, and the quantity is entered in the original unit or the base unit. The app shows how much can be returned, so you cannot return more than was sold.

• Customer return — based on the sale document
• Supplier return — based on the delivery document
• Write-off — with a reason, no source document

Sellable or damaged

Goods that come back from a customer are not always fit to sell again. So on a return you choose the condition: “Sellable” goes back into the stock on hand, while “Damaged” does not increase the sellable balance. The damaged goods are on record, but they do not go back on sale.

Before confirming, the “Review calculation” button shows how the stock on hand, the customer balance and the cost price will change. On a write-off the total is calculated at cost price; if the cost price is unknown, the app does not treat it as zero but warns you separately. The original sale or delivery document is not changed — the return stays as a separate entry. Made a mistake? You reverse the return itself, and it stays in the history as reversed.

Refunding money is recorded separately

Confirming a return does not refund money automatically. If the customer owes you, the return amount reduces their debt; if they had paid in full, it sits as an overpayment. When you actually hand the money over, you record a “Refund money” action: the amount, the method (cash, card or bank transfer) and, if needed, the exchange rate. This too sits in the history on its own and can be reversed.

Between linked businesses where both sides use pDaftar, a return is sent as a request, and the stock on hand and balances change only after both sides confirm.

Stocktake and stock history

In the web version, the “Adjust stock” window on the product page has a stocktake: you enter the quantity you counted on the shelf, and the app works out the difference itself and records it as an adjustment movement. A return or a write-off can be recorded from the same window.

In the “Return history” section every document is shown as “Posted” or “Reversed”. Each product’s movement history is kept by type: opening stock, delivery, sale, return, return to supplier, adjustment and write-off. In the mobile app the “Inventory management” page shows delivery and sale movements; in the web version all types sit in one list. The history window depends on your plan.

Frequently asked questions