Purchase Refund Note Applet (Internal)

Record a supplier giving value back after an invoice, as a document of its own with item lines, settlement lines for the money that changes hands and an e-Invoice tab for self-billed submission. Read the lifecycle before relying on the accounting direction: since April 2026 a finalised refund note behaves like a return to the supplier — item lines on the Revenue tab move stock out and the supplier’s balance falls — and the applet still sends the old header sign, so the screen cannot create or save a refund note today. Import PRN (the CSV import) still can, because the importer builds the note at the sign the server now expects.

Overview

The Purchase Refund Note Applet (Internal) records a refund on the purchase side — a supplier giving value back after an invoice — as a document of its own, with header, supplier, item lines (split into a Revenue and an Expense tab), Settlement lines for the money that changes hands, contra against other supplier documents, and an E-Invoice tab for self-billed submission to LHDN. Finance staff open it; procurement rarely does.

Read the Lifecycle section before relying on the accounting direction. The backend changed the document’s signums on 2026-04-23 (from quantity 0 / amount −1 to quantity −1 / amount +1), so a FINAL refund note now behaves like a Purchase Return: item lines on the Revenue tab move stock out and credit the purchase account, the supplier’s balance falls, and settlement lines credit the cashbook. The applet itself still sends the old header signum (−1), so the server refuses CREATE and SAVE from the screen; Import PRN builds the header at +1 and is the way to record a refund note until that changes — see Troubleshooting. The previous version of this page described the applet as an “intercompany” refund tool; there is no intercompany pairing for this document type, and that description has been removed.

Where it fits

Modules: Purchasing, Financial Accounting, E-Invoice.

Screens and menus

Menu items: Purchase Refund Note (listing) and Import PRN (CSV import). A Line Items screen exists but has no menu entry, so it is reachable only by URL.

Listing. Columns: Doc No (Tenant), Doc No (Company), Doc No (Branch) — each hidden by HIDE_SERVER_DOC_1/2/3 unless the role holds the matching SHOW_DOC_NO_* code — Reference, Posting Status, Status, Branch Code, Customer Name (the column is labelled “Customer” but shows the supplier — a leftover of the receipt-voucher copy), Item Remarks, Amount Txn, Settlement Amount, the five ARAP figures (PNS, Settlement, Doc Open, Contra, Bal — each HIDE_ARAP_* / SHOW_ARAP_*) and Self Billed. Toolbar: Create (+) (disabled without the server-side create permission), FINAL, DISCARD, VOID (each hidden by HIDE_GENDOC_*_BUTTON unless the role holds SHOW_GENDOC_*_BUTTON) and SELF-BILLED (no setting and no permission). The listing loads the last month by default unless ENABLE_FILTER_BY_TODAYS_TXN is on; results are paged at the pagination component’s rows-per-page and sorted by SORT_ORDER when set.

Create form tabs: Main Details, Account, Revenue (HIDE_REVENUE_TAB), Expense (HIDE_EXPENSES_TAB), Settlement (HIDE_SETTLEMENT_TAB), Department Hdr (HIDE_DEPARTMENT_HDR_TAB). Delivery Details, Contra and Posting tabs are commented out of the template. CREATE is enabled once branch, location and currency are set, a supplier is selected and the draft is still TEMP; it converts the draft to ACTIVE (see Lifecycle). RESET clears the draft.

Edit form. Buttons: SAVE (disabled when the document is FINAL / VOID / not ACTIVE, or the user lacks the server-side update permission) and, on a FINAL foreign-currency document, a currency toggle that switches the view between the document and its base-currency shadow. The FINAL / DISCARD / VOID buttons and the DELETE button are commented out of this template — those actions are listing-only. Tabs, in the order saved by Default Selection → Details Tab Ordering: Main Details, E-invoice, Account, Revenue, Expenses, Settlement, ARAP, Department Hdr, TraceDocument, Contra, Doc Link, Export, Attachments. Each tab is dropped from the tab strip when its hide key is on; with VERTICAL_ORIENTATION (or DEFAULT_ORIENTATION = VERTICAL) the same tabs render as expansion panels whose initial state follows the EXPAND_* keys.

Revenue and Expense tabs. Both are line grids with their own + button; the difference is what the line editor writes. A line added from the Revenue tab is stored with document type INTERNAL_SALES_INVOICE; a line added from the Expense tab with INTERNAL_PURCHASE_INVOICE. Each grid shows only its own type and hides the three price columns unless the role holds INTERNAL_PURCHASE_REFUND_NOTE_DISPLAY_PRICING. Totals (“Total Revenue” / “Total Expense” and Tax) sit above each grid.

Line editor (Add / Edit Line Item): Item Details (Main Details, Delivery Instructions, Department, Related Documents copy-from / copy-to), Pricing Details, Costing Details (HIDE_COSTING_DETAILS), Serial Number / Batch Number / Bin Number (by the item’s sub-item type) and Issue Link.

Settlement tab. A grid of settlement lines (Date, Amount, Details, Remarks) with Total Settlement, Doc Open Amount and Doc ARAP Balance above it. The Add Settlement form takes a settlement method (from Branch Settings → Default Settlement Method), a settlement type — CASH, CASH_BACK, CREDIT_CARD, VOUCHER, TT_PAYMENT, BANK_TRANSFER, MEMBERSHIP_POINT_CURRENCY, CHEQUE, POST_DATED_CHEQUE — a date, an amount and the type’s own fields (card details, cheque number and date, transaction number, voucher number, points).

ARAP tab. Read-only figures: Product & Services, Settlement, Doc Open Amount, Contra, Outstanding.

Contra tab. Lists the contras recorded against this document; Add Contra opens a Select Document picker of the same supplier’s FINAL documents whose balance has the opposite sign to this document’s, with DISCARDED and VOID rows removed, then asks for a contra amount.

E-invoice tab (edit only): Submission (submission type, document number and type, e-Invoice number and UUID, Original E-invoice Ref No picker that records the original e-invoice, document date, billing frequency and period, skip flag), Progress (pending posting, pending batch, pending submission, submitted), Notification, Cancellation and Matched History.

Other tabs. Department Hdr (dimension, profit centre, project, segment on the header), TraceDocument (the shared posting-trace component), Doc Link (copy-from / copy-to document links), Export (printable-format picker defaulting to the branch’s default printable format, then PRINTABLE), Attachments.

Import PRN. A file-import listing, create and edit screen (the component is the receipt-voucher import container reused). The CSV header row is checked against the expected column set; missing or unknown columns are written to the import header’s error message (see Troubleshooting). Today this is the screen to use for a new refund note: the importer sets the header amount sign to +1 and each line to quantity −1 / amount +1, which is what the server checks for, so imported notes are created where the Create button’s are refused. The import has no Revenue / Expense split, so every imported line with a stock item moves stock out at FINAL: list only goods that actually went back to the supplier, and use a service item for a refund with no goods.

Settings menu (System Configuration): Application Settings (the shared field-configuration screen), Default Selection, Branch Settings (Branch Details, Item Category Filter, Pricing Scheme, Printable Format, Default Settlement Method), Printable Format Settings; the routes also expose Webhook, Feature Visibility and the shared permission listings. Personalization: Default Selection (per-user branch and location) and Sidebar.

Configuration

Before you can use it

Applet settings

Settings live in three places. Tenant-wide keys are edited on the shared Application Settings screen, which shows a control only when it is meant for this applet. Default Selection (applet-local) holds the default branch and location and the Details Tab Ordering. Personalization → Default Selection lets a user override branch and location for themselves. There is no inline settings gear in this applet. Anyone with access to the Settings menu can change tenant-wide keys; personal defaults are per user.

45 settings are rendered, saved and read by the applet. All toggles start off (nothing is stored until Application Settings is saved once, so a fresh tenant sees every field and button until that first save).

Rendered on the shared screen but never read by this applet (saving them changes nothing): HIDE_LAST_PURCHASE_PRICE, HIDE_TRACKING_ID, HIDE_PERMIT_NO, HIDE_VALIDITY_DATE, HIDE_DESCRIPTION, the plain hide final button toggle and enable branch filter.

Read by the applet with no control on any screen (they cannot be set from the UI): HIDE_REVENUE_TAB, HIDE_EXPENSES_TAB, HIDE_SETTLEMENT_TAB, HIDE_TRACE_DOCUMENT_TAB, HIDE_DOC_LINK_TAB, HIDE_EXPORT_TAB, plus ENABLE_FILTER_BY_TODAYS_TXN, DEFAULT_TOGGLE_COLUMN, DEFAULT_ORIENTATION and PRINTABLE (the Export tab’s fallback when the branch has no default printable format).

Also read. With a control on the shared screen: ALLOW_TO_CONTRA_MORE_THAN_DOC_OPEN_AMOUNT (Contra section; off → Add Contra rejects an amount above the document’s open balance), HIDE_MAIN_CONTRA_TAB, and the panel-expansion keys EXPAND_MAIN_DETAILS, EXPAND_ACCOUNT, EXPAND_SETTLEMENT, EXPAND_MAIN_ARAP, EXPAND_DEPARTMENT_HDR, EXPAND_TRACE_DOCUMENT, EXPAND_MAIN_CONTRA, EXPAND_DOC_LINK, EXPAND_EXPORT, EXPAND_ATTACHMENT (vertical mode only). Without any control: HIDE_MAIN_ARAP_TAB, HIDE_DEPARTMENT_HDR_TAB, EXPAND_E_INVOICE, EXPAND_REVENUE, EXPAND_EXPENSES.

Document behaviour settings

There are none in the applet. FINAL, VOID and DISCARD behaviour is fixed by the backend (next section); FINAL runs with the backend’s default checks — stock balance is validated; serial-number and sell-below-cost checks are not. Printables: Branch Settings → Printable Format sets the branch default that the Export tab pre-selects; Printable Format Settings maintains the formats. The e-Invoice tab’s Skip switch excludes the document from e-Invoice submission.

Feature visibility / permissions

No client-side permission is registered for this applet — the permission listing is empty. The applet nevertheless checks these codes, so registering them would make them work:

Server-side: TNT_API_DOC_INTERNAL_PURCHASE_REFUND_NOTE_CREATE_TGT_GUID enables the listing’s Create button; _UPDATE_TGT_GUID (or the admin / owner variants) enables SAVE; _READ_TGT_GUID and _DELETE_TGT_GUID are enforced by the API. SHOW_DOCUMENT_DELETE_BUTTON is read but the DELETE button it would reveal is not on the edit form.

Fields

Main Details

All header controls lock once the document is FINAL / VOID or no longer ACTIVE.

Checked By and Approved By open a list of your employees and store the name you pick on the note. They are a record, not a control: nothing asks for them before FINAL, and a name can be replaced but not cleared from this screen. Outside this form they are read only by printable formats, so they reach paper and nothing else. If a supplier refund needs a second pair of eyes, that check is a person’s job and it happens before FINAL: the checker compares the note’s lines and settlement with the supplier’s own credit or refund advice, and the approver finalises (or asks the clerk to) only after that. The names in these two boxes record who someone said did it; they are not evidence that it happened, so an approver who wants the record to mean something picks their own name at the moment they approve.

Account

Line editor (Revenue and Expense tabs share it)

Settlement

Contra

Lifecycle and effects

CREATE and SAVE both send the whole document through the same update path, which fills each line’s signums from the rules of the line’s own document type and then checks the header amount signum against the refund note’s rules. The applet sets the header to −1; since 2026-04-23 the backend requires +1 — see Troubleshooting.

Backend checks on FINAL (from the listing’s FINAL button):

What FINAL does once the checks pass: applies the transaction-date rule, sets the e-Invoice skip flag, generates running numbers, creates and posts the base-currency shadow for a forex document, and queues the postings that follow — journal, stock and the rest, subject to the company’s posting configuration.

Posting proof block

VOID (listing only) is refused when another document links from this one, and with Generic Document cannot be changed to VOID because e-invoice is enabled — when the document is flagged self-billed. The listing’s VOID and DISCARD confirmations are client-side prompts.

DISCARD (listing only) applies to selected ACTIVE rows that have no posting status.

e-Invoice. The purchase refund note is one of the purchase document types e-Invoice handles. A document flagged self-billed is submitted as LHDN type 14, Self-billed Refund Note; without the flag it is not queued at all. The Original E-invoice Ref No picker records the original e-invoice reference that LHDN requires on a refund note.

Import PRN creates and updates documents through the same server checks as the screen, including the header-signum check, but it passes that check: the importer sets the header to +1 and every line to quantity −1 / amount +1. Only the screen’s −1 is refused. An imported note is then finalised from the listing, whose FINAL sends only the new status.

Related applets

• Purchase Return (Internal) — the same signums (quantity −1 / amount +1) with a working applet; the document to use for goods going back to a supplier.
• Purchase Credit Note (Internal) and Purchase Debit Note (Internal) — the non-stock purchase adjustments; the debit note shares this document’s amount signum.
• Purchase Invoice (Internal) — the invoice a refund refers to; link it in Doc Link or the line’s Related Documents.
• Payment Voucher (Internal) — settles or contras the supplier balance; a CASH_BACK settlement line is stored as a payment-voucher line.
• Sales Refund Note (Internal) — the sales-side twin with the same screens.
• Supplier, Cashbook, Chart of Account, Organisation, Tax Configuration, Doc Item Maintenance — the master data the document and its journal depend on.
• MY e-Invoice Admin — where a self-billed refund note is validated, submitted and cancelled.

Troubleshooting

Related documentation

• MyInvois setup and e-Invoice validation — the refund-note rules LHDN applies (original document reference, self-billed types).
• Purchasing module, Financial Accounting module, E-Invoice module.