Publisher returns and credit notes

At the end of the season, unsold copies and damaged ones go back to the publisher, and the publisher's credit note comes weeks later, often for less than was sent. In BooksPOS a return to a supplier is a claim: the copies leave stock at once, the claim waits until the credit note arrives, and anything the publisher refuses is written off with a reason. Nothing is lost in between.

How to send goods back

1. Open Publisher returns (under Purchasing) and choose Send goods back.
2. Choose the Supplier / publisher.
3. Optionally type the Dispatch reference: a courier receipt, gate pass or return authorisation.
4. Add each item (Add an item: title, ISBN or SKU) with its Unit and Qty.
5. Check the Claim price per unit. It is filled with the net price you last paid this supplier; change it if the publisher agreed another figure.
6. Tick Damaged ("Take the copies from damaged stock") for copies that are in damaged stock, for example ones a customer returned damaged.
7. Type the Reason, for example unsold at season end or wrong edition supplied.
8. Check the Claim total and choose Post return.

The return gets a number such as MAIN-PR000003. The copies leave stock at once, and the claim shows on the supplier's account on Suppliers as an open return claim.

Open and settled claims. One return settled, one claim still open until the credit note arrives. Screenshot of the current build (28 Sep 2026), synthetic demo data.

The return window

Many publishers take returns only for a set time after a delivery. Set it on the supplier as Return window (days after delivery, optional). When you send goods after that window, counted from the supplier's last delivery, the item is marked past window, and the return needs a manager and a reason: Why send them after the window (manager), for example publisher agreed on the phone, 26-09. A cashier or warehouse user cannot send it alone.

How to record the credit note

1. In Publisher returns, choose the return. It shows what was Claimed, Credited so far and is Still open.
2. Choose Record credit note.
3. Type the Amount credited (Rs) and Their credit note no. (optional).
4. If this is the last credit note for this return, tick Close the claim. Whatever is still open is then written off, and Notes (needed to write off) asks why: publisher refused 2 copies with torn covers.
5. Choose Record credit note.

The credit reduces what you owe the supplier. A return can take several credit notes; it is settled when nothing is open. Show settled lists settled returns too, and the page shows the total Still to be credited.

Recording a credit note. A credit of Rs 2,310 closes the claim; the Rs 90 not credited is written off with a note. Screenshot of the current build (28 Sep 2026), synthetic demo data.

What happens in the books

• The copies leave stock at their average cost.
• The claim is at the claim price, as money the supplier owes you (Supplier return claims). The difference between cost and claim goes to Supplier return differences, so stock value stays right.
• A written-off shortfall is booked as a loss with its reason.

You do not need to do any of this by hand; the Day book shows each entry.

Who can do this

Rules worth knowing

• Only the shop's own copies can be sent back this way. Consigned copies go back with Consignment on New receipt, owing nothing. See Consignment (sale or return).
• Stock is checked. You cannot send back more than is in stock (or in damaged stock, when Damaged is ticked).
• Old editions worth sending back are listed in Reports › Old editions, and Reports › Publishers shows what went back per publisher.

Common questions

What if the publisher credits more than the claim?

The credit note cannot be more than what is still open on the claim. Record the claim's amount, and ask your accountant how to record the extra.

What if the publisher has not replied for a month?

The claim simply stays open. Still to be credited at the top of Publisher returns shows the total waiting.

Can I cancel a return I posted by mistake?

No. Posted returns are never edited or deleted, and there is no "cancel" button. If the copies never left the shop, ask your accountant and the BooksPOS team before correcting it, so the stock and the claim are put right together.

A customer returned a damaged book. Can it go back to the publisher?

Yes. Take the customer's return with Damaged ticked, so it goes into damaged stock. Then send it back with Damaged ticked here.

Related guides

• Receiving stock from suppliers and publishers
• Supplier payments and advances
• Reports for the owner
• Consignment (sale or return)