| Role | View | Generate | Finalize | Record payment | Void | Counter sale |
|---|---|---|---|---|---|---|
| Owner | Allowed | Allowed | Allowed | Allowed | Allowed | Allowed |
| Manager | Allowed | Allowed | Allowed | Allowed | Not allowed | Not allowed |
| Operator | Allowed | Not allowed | Not allowed | Not allowed | Not allowed | Not allowed |
| Warehouse | Not allowed | Not allowed | Not allowed | Not allowed | Not allowed | Not allowed |
Overview
A customer sends back goods — wrong SKU, damaged in transit, short-dated. Without a system you scribble it on the invoice copy and forget to adjust their balance. Neev runs every return through one clean track: raise it, approve it, receive the boxes at the warehouse, and a credit note prints itself. Good stock goes straight back on the shelf; damaged stock gets written off. The customer's money is settled with a numbered credit note, not a guess.
Where to find it
Open Returns from the sidebar — web route /returns. The list shows every RMA with KPI tiles up top: Open RMAs, Awaiting receipt, Credit notes issued (MTD), and the Top reason. Hit Initiate RMA (/returns/new) to raise one, click any row to open the detail, and use the Receive step (/returns/[id]/receive) on an approved return.
Finalized credit notes live under Returns → Credit Notes (/returns/credit-notes). Anyone who can read returns can see them — OWNER, MANAGER, WAREHOUSE, and OPERATOR.
There is no mobile returns screen — returns are a web workflow today.
Key concepts
- Return number — every customer return gets a number prefixed
RET(for exampleRET-2026-06-00012). Credit notes are prefixedCN. - Return status — a return moves Initiated → Approved → Received → Credited → Closed. It can also be Rejected (from initiated) or Cancelled (from initiated or approved). Rejected, cancelled, and closed are dead-ends.
- High-value guard — any return whose refund is ₹50,000 or more can only be approved by an OWNER, even when a manager would normally approve smaller ones.
- Restockable vs damaged — at receive time each returned line is split into OK (restockable), Damaged, and Discard. The three must add up to the quantity returned. Only OK units go back into stock.
- Credit note — built automatically when goods are received, mirroring the original invoice's GST (CGST/SGST or IGST). It carries a downloadable PDF.
- Purchase return — a separate track for sending stock back to a supplier. Numbers are prefixed
PRand the supplier's credit shows up as a debit note (DN).
Common workflows
Returns → Initiate RMA. Pick the delivered order and its invoice, set a reason, and add the lines and quantities. You can only return what was actually delivered and not already returned. The return lands in Initiated.
Open the return and hit Approve to move it to Awaiting receipt, or Reject to close it off. If the refund is ₹50,000 or more, only an OWNER can approve.
On an approved return, open Receive (/returns/[id]/receive). For each line, tap OK / Damaged / Discard and set the counts — they must total the returned quantity. Hit Confirm receipt & assess.
On confirm, OK units are added back to stock and the credit note is generated and finalized automatically. The return is now Credited. Download the CN PDF from the return detail or from Credit Notes.
A purchase return runs its own track: draft → pending with supplier → approved → completed, recording the supplier's credit note as a debit note. Reasons include expired, damaged, short supply, or wrong SKU.
Role notes
Who can do what on the returns desk:
| Role | View returns & CNs | Initiate | Approve / reject | Receive goods | Cancel | Purchase returns |
|---|---|---|---|---|---|---|
| Owner | Allowed | Allowed | Allowed | Allowed | Allowed | Allowed |
| Manager | Allowed | Allowed | Allowed | Allowed | Allowed | Allowed |
| Warehouse | Allowed | Not allowed | Not allowed | Allowed | Not allowed | Not allowed |
| Operator | Allowed | Not allowed | Not allowed | Not allowed | Not allowed | Not allowed |
- Owner Full control — initiate, approve (including the ₹50,000+ high-value ones), receive, cancel, and run purchase returns.
- Manager Runs the whole customer-return workflow and purchase returns. A manager cannot approve a high-value return (₹50,000+) — that one waits for an OWNER.
- Warehouse Receives the goods and assesses them, and can view returns — but cannot initiate, approve, reject, or cancel a return, and has no access to purchase returns.
- Operator Read-only here — can see returns and credit notes but cannot raise or act on any of them.
Tips & time-savers
The Receive screen is built for the warehouse floor: big OK / Damaged / Discard buttons and number fields, so a warehouse hand can assess a return on a tablet without typing. Need the numbers for your books? Hit Export on the Returns list to pull a CSV.