How to Track Sales Returns in Bizconnekt (Find and Filter)
The sales return list is where you find every return you have recorded and follow it from the moment it is raised to the moment it is settled. This guide shows how to find a return, filter to the ones you care about, read what each status is telling you, and cancel a return that was processed by mistake.
How do I open the returns list?
- Go to Sales in the sidebar.
- Click Sales Return.
- The list opens, showing your returns with the most recent at the top.
Each row shows the essentials at a glance — the return number, the customer, the date, how much came back, the value, and the current status.
How do I find a specific return?
Use the search box above the list. You can search by:
- The return number.
- The customer name.
- The original invoice or delivery the return was raised against.
Start typing and the list narrows as you go.
How do I filter the list?
Use the filters to focus on a smaller set of returns. Common ways to filter:
| Filter by | Useful for |
|---|---|
| Status | Seeing only returns that are waiting, or only ones already credited |
| Customer | Reviewing everything one customer has sent back |
| Date range | Checking returns for a week, month or quarter |
| Reason | Spotting how often goods come back damaged, or as the wrong item |
| Status: Active / Cancelled / All | Showing live returns (the default), only cancelled ones, or both |
Combine filters to narrow further — for example, all damaged returns from one customer in the last month.
What do the statuses mean?
A return moves through a few stages from the time it is raised to the time it is settled. The status tells you where it is.
| Status | What it means | What to do next |
|---|---|---|
| Draft | Saved but not yet finalised — still being worked on | Finish the details and submit it |
| Pending approval | Waiting for someone to sign off before stock moves and the customer is credited | Ask the approver to review it |
| Approved | Signed off — stock is being taken back, and the credit note raised if you ticked Enable auto credit note | Check the store and, if you ticked the box, the credit note |
| Completed | Fully processed — accepted stock is back in (and the customer credited, if a credit note was raised) | Nothing — unless a credit note is still to be raised, which you do from Credit Notes |
| Rejected | Sign-off was refused — the return will not go ahead as recorded | Correct it and resubmit, or close it |
| Cancelled | The return was cancelled. A processed return that is cancelled has its stock and accounts reversed | Nothing — it stays on record, read-only. See Cancel a processed return |
Statuses available to you depend on your plan and your role, and on whether your business requires sign-off on returns.
How do I see the full detail of a return?
Click any row to open the return. Inside, you can see:
- The items and quantities — what came back, and how many pieces are accepted, damaged and returned.
- The reason each item was returned.
- The store the accepted stock went into.
- The final credit amount.
- The linked credit note, if you ticked Enable auto credit note when raising the return.
How do I track what happened to the stock and the credit?
Two things are worth checking on a completed return. The first always applies; the second only if a credit note was raised:
- The stock came back in. The accepted quantity is added to the store you chose as usable stock. Damaged pieces are taken into the same store under the Damaged condition, so they cannot be sold or issued. Returned pieces are not taken into stock. See Stores to confirm the on-hand quantity.
- The customer was credited. If you ticked Enable auto credit note, the return raised a credit note for the credit amount. Open the linked credit note to see the customer's credit and how it has been applied. If you left the box unticked, no credit note exists yet — raise it from Credit Notes.
Cancel a processed return
If a return was recorded by mistake, or the goods never actually came back, you can Cancel it — even after it has been processed. Cancelling undoes what the return did:
- The stock goes back to where it was before the return. The pieces the return added to your store are taken out again.
- The money side is reversed too, by a new entry dated the day you cancel. The history is not erased.
- The return stays on record. It keeps its number, shows a red Cancelled label, and opens read-only. Nothing is deleted.
How to cancel
- Open the Sales Return list.
- Open the actions menu on the return's row — or the actions of the return once you have opened it — and choose Cancel. You only see it if you can edit Sales Returns, and not on a return that is already cancelled.
- A box titled Cancel Sales Return asks you to confirm. It says: "This reverses the stock and accounting this return posted and cannot be undone. The record and its number are kept and shown as Cancelled."
- Click Cancel Sales Return to go ahead, or Keep it to leave the return as it is.
When it is done you see a success message, and the return now shows Cancelled. Opening it shows a note, "This return is cancelled ... It is read-only." A cancelled return can no longer be edited.
When Cancel is refused
You see the reason in a message on screen. The common ones:
- The return has a live credit note. Cancelling would leave the customer credited for goods the books no longer show as returned. Void the credit note first, then cancel the return.
- The return is dated in a closed accounting period. The refusal is about the return's own date. The message reads: "This accounting period is closed. The books are locked through [date]; documents dated on or before that date cannot be created, edited, or deleted. Ask an administrator to move the closing date if you need to post into this period." The reversal itself is dated today. See Accounting period lock.
- The return is already cancelled.
Finding cancelled returns
The list shows live returns by default. Open the filters and set Status to Cancelled to see only cancelled returns, or All to see both. A label such as "Status: Cancelled" appears above the list while the filter is on; clear it to go back to Active.
How do I read returns at a glance?
A few quick habits make the list easier to work with:
- Filter by status to separate what needs action (pending approval) from what is done (completed).
- Filter by reason now and then to spot a product or supplier causing repeat returns.
- Open a return whenever the accepted, damaged and returned split matters — for example, to confirm damaged goods were not put back as usable stock.
Related guides
- How to raise a sales return — record a new return
- Sales Return overview — what a return is and when to raise one
- Invoicing — the original sale
- Delivery Challan — how the goods went out
- Customers — the party returning the goods
- Credit Note — the credit you can raise with a return, or separately
- Stores — where returned stock comes back in
Need help? Contact support at support@bizconnekt.com