Purpose

The Return to Vendor (RTV) process is used to return goods back to suppliers after they have been received into the warehouse or store. Common reasons include defective items, wrong deliveries, or vendor recall. The RTV workflow ensures stock is accurately deducted from inventory once the return is confirmed.

Prerequisites

• Access to Warehouse Module > Return to Vendor > RTV Request and RTV Confirmation.

• GRN (Goods Receiving Note) documents already available in the system.

• Vendor confirmation procedure established.

Step 1 – Create RTV Request

1. Go to Warehouse Module > Return to Vendor > RTV Request.

2. Click New.

3. Select the GRN Document:

   • Click the 3-dotted button under GRN Doc.

   • In the pop-up, filter by Doc Date if needed.

   • Select the Doc No. for the correct GRN.

4. The system will display all SKUs from the GRN:

   • To return all → check Select All.

   • To return partial → check SKUs individually.

   • Click Select.

   • The pop-up will close and the SKUs will populate into the RTV Request.

5. System will auto-populate:

   • Vendor

   • From Location

   • Manager

   • Currency and Rate (based on GRN details)

6. (Optional) Input Note for reference.

7. Finalize the document:

   • Click Save to save as draft.

   • Click Confirm to finalize the request.

   • Click Cancel (after save) if invalid.

   • Click Close (after confirm) if invalid.

   • Use Export to download the RTV Request.

   • Use Print to generate a vendor copy of the RTV Request.

⚠️ Note: RTV Request does not trigger any job in M-POS. Warehouse staff must physically count items according to the RTV Request list.

Step 2 – Confirm RTV (Vendor Approved)

Once the vendor confirms the RTV Request:

1. Go to Warehouse Module > Return to Vendor > RTV Confirmation.

2. Click Add.

3. Select the Request Doc:

   • Click the 3-dotted button.

   • Choose the RTV Request created earlier.

4. System will auto-populate:

   • Vendor

   • Location

   • Currency

   • Note (if entered in the Request)

5. Finalize the confirmation:

   • Click Save to save as draft.

   • Click Cancel if not valid.

   • Click To Ship to confirm return → this will deduct stock from the location Return to Vendor.

   • Use Export to download the RTV Confirmation.

   • Use Print for a hard copy.

Notes / Tips

• Always verify GRN Doc carefully to ensure correct SKUs are selected.

• Use Select All only when the entire GRN is being returned.

• Stock deduction only happens at RTV Confirmation → To Ship.

• Maintain communication with vendors to align RTV quantities before shipping.

• Use Export and Print for audit trails and vendor communication.